How to overcome your training constraints ?

Professional training is a vital lever for skill development within your company. However, managing your training budget can sometimes be a challenge. Balancing resource optimization with the need to offer relevant training paths is crucial in finding solutions to maximize every franc invested.

This article offers practical tips to help you overcome your budget constraints and make the most of your investments.

Diagnosing your needs: an essential first step

Before selecting your training programs, it’s crucial to understand your teams’ actual needs.

A thorough analysis allows you to:

• Identify the skills that require further development.
• Prioritize training based on their impact on your strategic objectives.

Using skills assessment tools

Assessing your employees’ current skills is a key step in establishing your training strategy.

Utilizing specific tools, such as skills assessments or annual reviews, enables you to target necessary training more effectively. This approach helps you avoid unnecessary spending on programs that wouldn’t provide real added value to your company.

To assist you in this process, we offer a free self-assessment questionnaire available in our dedicated article. Feel free to use it to better build your training plans.

Prioritizing critical training

Not all training needs are equal.

Once you’ve identified the gaps, it’s essential to rank them in order of priority. Adopt an approach based on urgency and importance. Training that is both urgent and essential for your performance should be highlighted. For instance, skills that directly impact productivity or competitiveness should be prioritized.

To clarify this, you can use a prioritization matrix. Classify training according to urgency (time-sensitive criteria or legal imperatives) and strategic importance (contribution to company objectives). This enables you to focus your budget on high-return training while ensuring key skills are quickly acquired.

Here’s a matrix you can use:

Negotiating with training providers

While internal learning is an effective solution, some skills require the intervention of external providers. To optimize your training budget, it’s essential to negotiate with these providers to obtain the best conditions possible.

Focus on groups to reduce costs

If several employees need to take the same training, group the registrations. Training providers are often willing to offer discounts for group enrollments. This strategy allows you to benefit from economies of scale, thereby reducing the cost per trained employee.

Negotiating tailored programs

By working closely with providers, you can request custom programs that precisely address your company’s needs.

This helps you avoid paying for unnecessary modules and ensures that every franc is invested optimally.

Requesting flexibility

Depending on your company’s size and the volume of training required, don’t hesitate to ask for payment flexibility.

Staggering your invoice can help you manage your training budget throughout the year without compromising the quality of the training offered.

Using external funding and grants

Many companies overlook the potential of external funding to support their budgets. There are various programs, grants, and financial aids available that can ease your continuing education costs.

One notable program in Switzerland is "Simply Better!... at Work." Initiated by the Confederation, this program aims to promote basic skills in the workplace. It supports companies wishing to offer their employees training programs in essential skills such as :

• Using digital technologies.
• Mastering the local national language.

Measuring and optimizing your return on investment

Once training has been conducted, it’s important to measure its impact to ensure that your budget has been used effectively. This evaluation will allow you to adjust your future strategies.

Evaluating employee satisfaction

At the end of each training session, gathering feedback from your employees is essential. Their satisfaction serves as a key indicator of the quality and effectiveness of the training, while also providing insights for improving future sessions.

Two primary methods can be used for this:

• Questionnaires
• Individual or group interviews.

How to create a satisfaction questionnaire

A good questionnaire should be simple, quick, and structured to gather both quantitative and qualitative information.

Here are some steps to create it:

1. Introduction: Briefly explain the purpose of the questionnaire and assure participants that their responses will remain confidential.
   
   
2. Closed questions: Use rating scales (e.g., 1 to 5) to measure specific aspects, which will allow you to analyse data easily and objectively. 
   For example:

• How do you rate the clarity of your training objectives? (1: very unsatisfied, 5: very satisfied)
• Did the trainer explain the subject well? (1: not at all, 5: completely)
• Was this training suitable for your professional needs? (1: not at all, 5: completely)
• Was the duration of the training appropriate? (1: too short, 5: too long)
• Have you applied what you learned in your daily work? Yes / No
• Has this training improved your performance or the quality of your work? Yes / No

3. Open questions: These allow employees to express their opinions in detail. This can reveal aspects you may not have considered. 
   For example:

• What did you appreciate most about this training session?
• What aspects of the training could be improved?
• How did this training contribute to your professional development?
• Are there other topics you would like to cover in future trainings?

How to conduct a satisfaction interview ?

Individual or group interviews allow for a deeper exploration of employee feedback through more direct and personalized dialogue.

Here’s a typical structure for a satisfaction interview:

1. Introduction: Start by reminding participants of the interview’s purpose – to gather their impressions to improve future training quality. Make participants comfortable by emphasizing that all opinions are valuable and that the interview is confidential.
   
   
2. General experience questions:

• How did you find the overall organization of the program?
• Did the training meet your expectations? Why?

3. Content Discussion:

• Which aspects of the content seemed most relevant to you?
• Were there concepts that weren’t explored enough?

4. Evaluation of teaching methods:

• Did the methods used help you grasp the information? (e.g., lectures, case studies, practical exercises)
• Did you appreciate the interactions with the trainer and other participants?

5. Concrete results:

• Since the training, have you applied what you learned? If so, how has it influenced your work?
• Are there barriers to applying the skills acquired?

6. Conclusion:

• Do you have suggestions for future training projects?
• Would you like to receive further training in a specific area?

This interview should remain flexible to allow employees to express themselves freely. Discussions can be conducted:

• Individually for more detailed feedback.
• In groups to encourage collective dialogue and identify common trends.

Analyzing post-training performance

It’s crucial to evaluate the impact of training on employees' professional performance. Monitor key performance indicators (KPIs) to check:

• If the skills acquired are being applied effectively.
• If they contribute to improving the company's results.

This analysis will help you better orient your future investments in continuing education.

Adjusting strategies based on results

Based on your results, don’t hesitate to adjust your training strategies. If certain programs did not yield the expected impact, consider revising or replacing them with more suitable options. Your budget should be used flexibly to adapt to the evolving needs of the company.

In conclusion

Effectively managing your training budget is essential for:

• Ensuring skill development within your company.
• Meeting your financial constraints.

By precisely diagnosing your needs, promoting internal learning, negotiating with providers, using external funding, and measuring return on investment, you can maximize your investment.

These strategies allow you to:

• Overcome budget constraints.
• Transform training programs into a genuine growth lever for your company.

Don’t wait any longer—implement these tips now to optimize your training budget and strengthen your employees' skills.