Certification management made easy

See how Lessonly's software makes it simple to create training and manage employee certifications.

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Certification Management System

Hey, we get it: nobody likes dipping into the certification management system to assign boring quizzes to disinterested employees. You might (understandably) put it off until the last minute, and then, oops! It’s past due, and you might be breaking regulations by allowing certain people to keep working without the proper certifications. 

But what if there was another way? 

If you’re involved with your company’s skills and certification tracking efforts, you need a simple, easy method for keeping track of which employees need which certificates. You also need to verify who is up-to-date on their certifications and who isn’t. Enter certificate management systems

Using digital certificate management, you can stay in compliance with federal, state, and local law, as well as licensing association regulations. Medical professionals often require yearly training credits or recertification to continue working or to retain their medical licenses. If your employees are still on the job with lapsed certification, your company could be liable for fines or other legal trouble. You can also ensure the teammates hold certifications in skills or even product knowledge that will help them succeed in their roles. 

By seeking out well-built, intuitive certificate lifecycle management tools, you can save yourself time, money, and headaches. Imagine knowing who needs to complete training or pass recertification without using frustrating spreadsheets or relying on someone’s memory. That’s why you need a certification management system ASAP. 

Certification Management Tool Benefits

Now, you’re probably wondering what other benefits you can reap besides tossing those headache-inducing spreadsheets. We’re so glad you asked! Using the proper certificate management solutions can keep your business humming along while increasing everyone’s productivity. Let’s take a look at a few other benefits:

1. Reduce risk

Regulated industries need to stay in compliance with certification requirements or risk facing fines. For example, many OSHA regulations have explicit requirements that businesses regularly train employees regarding safety standards. Licensing agencies, such as the American Board of Medical Specialties (ABMS), require ongoing certification training throughout a medical professional’s career to remain board-certified. A certificate management tool is vital for shielding your business from liability and staying in compliance with regulatory guidelines. 

2. Improve skills gaps

We know it can be hard to keep everyone up to speed at the same time. And some people just naturally excel in certain areas, while ending up a bit weaker in others. But shrugging your shoulders over it isn’t an option—you need to strengthen every employee’s skills. Equipping everyone to perform their best will increase their confidence and result in a happier work environment. 

When your performance evaluations show an area of weakness in an employee or group, address it immediately by assigning further training or encouraging them to pursue certification in that area. Well-rounded employees are more valuable to the company than hyper-specialized ones, and who knows? Your employee might even discover a new area of focus that they’d like to pursue.

3. Increase performance

On the heels of the previous certificate management benefit, increased employee knowledge easily translates to better productivity. An adaptive certification management system will allow you to create your own internal certifications. Easily keep track of who completed your internal training, and who didn’t.

Each company has unique policies and procedures born of its specific needs. Creating a training module to ensure that everyone is on the same page will have enormous productivity benefits for the whole company. Don’t leave your employees scrambling for an answer or let them freeze with indecision: empower them with the training to know exactly what you want them to do.

4. Increase engagement

Employee turnover increases when employees feel undervalued or perceive the workplace as lacking upward mobility. Stagnant work environments encourage employees to look elsewhere for opportunities to earn recognition for their hard work and success. How do you fix this?

Offering voluntary training, development, and certification opportunities show that you are willing to invest in your people. By asking employees to dedicate time and attention to ongoing learning, you indicate that you value their presence. Once people have committed to more training in their current position, they are less likely to leave. 

5. Stronger leadership

Developing leadership skills in your employees is an investment that can net your company significant returns. You must focus on discovering, nurturing, and improving your employees’ leadership abilities by offering ongoing training that focuses on these skills. Good leaders don’t get their emotional kicks from being in charge of other people—they genuinely want to help others succeed. 

Good leadership training should separate the wheat from the chaff and empower those with leadership potential to rise through the ranks. You should be on the lookout for emotional intelligence, empathy, and genuine care for others. Assigning leadership training through your certification management program is a great way to identify budding leaders, as well as address any weak points in your current management team.

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How to Use Certificate Management Software

Your company will likely utilize different training modules depending on the needs of each department. Even individual teams might have differing needs, so it’s essential to have them classified correctly. 

There are a few ways you might want to limit certification management software access based on your employees’ unique requirements. Not all programs will apply to all employees, so correctly classifying your certifications will eliminate confusion and ensure no one gets courses that don’t apply to them.

Customer service teams

Customer service teams form the backbone of many companies. Put your certificate management software to good use by ensuring each agent has the skills and product knowledge they need to wow customers and keep them coming back. Providing excellent customer service is a must if you want to improve customer experience (CX) and increase customer retention.  

But remember, free certification tracking software might not cut it when it comes to identifying employees who are eligible for promotion. Aside from any certifications an agent might need to fill a new role, you want to make sure they have the leadership skills to help their coworkers thrive. 

Make sure your certification tracking software can assign certification training to individuals on an as-needed basis. Every time you catch employee underperformance in a particular realm, you want to offer corrective training before the problem worsens. As part of an employee improvement plan, assigning specific training and certification programs to individuals who need it can head problems off at the pass and give your employee the resources they need to change course.

Sales teams

A good certification management software should also function as a sort of competency management software for employees, whether they have just come on board or have worked at the company for years. New sales reps need to gain the skills to call prospects, deliver demos, manage sales territory, and navigate digital sales methods. Veteran reps need to brush up on their skills and learn about new systems, processes, or policy changes to stay synced with newer reps. 

As part of managing leadership skills and nurturing a promote-from-within culture, you can use your certification management system to create a professional development track for your reps. This will allow individuals on your sales team to work toward promotions and greater autonomy in tangible ways. Giving sales reps a clear route to becoming account managers and sales executives can decrease employee turnover and improve employee loyalty. 

Ongoing coaching is vital to the personal and skills growth of your employees. An intuitive and flexible talent management software will allow you to assign specific certifications to your reps and reinforce their knowledge to the point where they can coach others in turn. Fostering a sense of community where employees help each other will entrench positive attitudes and create a company culture where everyone thrives. 

You Don’t Need a Certification to Use Lessonly

With all of the benefits of a certification management system listed above, you might think you need an expert with a learning management system certification to administer it. Well, the best news is—you don’t! While some organizations may choose to have their training program organizer earn an LMS certification before administering training, it’s not always necessary.

Lessonly has created a software framework so easy and straightforward to use that you don’t have to spend time training someone to use it before getting started. Anyone can become an LMS administrator and start creating training modules that fit your business’s needs.  

Whether you need to track skill certifications to stay in legal compliance or just want to make sure your employees stay up-to-date with current company practices and skills, Lessonly has you covered. We make it easy for you to build customized lesson plans and assign them to employees on schedule. Your learning admin can verify completion, issue certificates, and let employees practice perishable skills without making them watch boring videos and take dull quizzes. 

Get Lessonly today, and see the difference for yourself!