Fun Compliance Training – A Real Phrase

Fun Compliance Training – A Real Phrase

Fun Compliance Training – A Real Phrase

Fun Compliance Training – A Real Phrase

In life, there are few certainties, one in particular which you will be exposed and subjected to is compliance training. It is not everyone’s favorite and with good reason. Compliance training as we know it is meant to be a boring and highly regimented experience. But as many before me and many after me have pointed out, it does not have to be. Believe it or not, compliance training as we know it is slowly evolving. People understand the dry sentiment that they are providing to their workforce and are focusing on techniques in which they can improve delivery, effectiveness, and user attention. Now, with that being said, some compliance training needs to remain a serious ordeal, as it may be irresponsible to portray the solemn hazards of nail guns, radiation, forklifts, and other potentially dangerous exposures in the methods in which I am going to be suggesting below.  

Add Humor

Funny Sells. Think back to all of your favorite Super Bowl commercials over the past few years. It may all seem a blur, but the bits and pieces you can piece together are either the ones that weave strong storylines in 30 seconds or the ones that were funny enough to cause you to spit out a little bit of your beverage. The same concepts can be applied to Compliance Training. Workplace safety is no joke and should be portrayed in a serious manner. However, components of workplace training are already funny within themselves. Remember, the reason there are rules and behaviors we need to implement, is because someone has actually done some of this stuff, not only in your organization but on a global level. Do not be afraid to call out the humor in common sense practices, and verbalize the humorous natures of some of the experiences you yourself have undergone. This practice will go a long way in extending the message you are attempting to portray to your personnel, as a few laughs here and there could be all you need in order to keep the focus of the individuals undergoing the training. It is worth mentioning that there is a very fine line of acceptability here, as it is very important not to eclipse the severity of the topic in which the staff is being trained on.

Use Storylines

As the other component of the Super Bowl example, stories can be equally important to furthering the retention of the messages you are attempting to convey. Be sure when implementing this method that you structure a believable storyline, develop characters, and incorporate real-life scenarios. The course message can be conveyed more effectively if the people undergoing the learnings can identify with the storyline they are presenting. This can best be achieved through the understanding of the class breakdown and through the establishment an underlying course strategy. These stories can be further augmented with the inclusion of participation. Choose your own outcome books have been commonplace in bookstores for years. Why not preface the group with some specific examples allowing them to see the downfalls of their chosen pathway. When importing the concept into your Compliance Training it is imperative that the employees can see for themselves both the hazards of selecting the wrong outcome, as well as the success of maintaining compliance.

Clearly Defined Rules

It is important when implementing these methodologies to not lose sight of the purpose of the compliance training. There are specific rules, guidelines, and regulations that need to be conveyed to the participants. Humor and storyline serve merely as a vehicle to better deliver this content and above all, these norms are the true reason for the training. A clear focus on the required outcome of the compliance training can lead to a better picture of the true necessary components of what is being presented. Understanding the interworking of the course can go a long way towards structuring a concise offering that is best received by the employees undergoing the courses.

Shortened Course structure

A lot of programs have migrated instructor-led compliance training over to e-learnings, which as a format can easily contain the components suggested above. The nature of this format itself is a bit more conducive to a shorter program emphasis. If a compliance training e-learning seems a little long, consider breaking it up into micro learnings which can serve the purpose of further conveying the message of the training itself and aid in the retention of the course. Be sure to take advantage of all of the available mediums, not using them for the sake of using them; but instead utilizing video, audio, games, and etc. when appropriate to further the impact of the content.

When devising a compliance training program, have fun with it. If you go into the process thinking that it is a boring, regimented, and necessary evil that your employees must undergo, then that is how they will view the offerings. Be sure to consider adding comedic elements, structuring stories that are relatable to the workforce as opposed to just listing the compliance factors as what they are, while carefully focusing on the rules and regulations you are attempting to portray onto the class itself. To add some icing on the cake, compliance training does not need to be an all-day event, be sure to consider the implementation of micro-learnings to further the ultimate reach of the courses. I hope you have enjoyed this post and continue to join us here at the Gyrus Blog as we discuss all topics pertinent to the learning industry.

How to Persuade your Boss to Invest in an LMS

How to Persuade your Boss to Invest in an LMS

How to Persuade your Boss to Invest in an LMS

How to Persuade your Boss to Invest in an LMS

Your learning program has been managing itself for years, or at least that’s what your boss thinks. But you know the dark secret that is lurking barely below the surface. You spend a ridiculous amount of time organizing and determining methods of learning dispersal among personnel within your organization. You are so swamped with the follow-up work that your other responsibilities are more and more stressful. So, with your business growing and your sanity going further and further by the wayside, how do you convince your boss that there is a better way? We are here to help. Like in most buyer scenarios, the best way to relay the importance of the investment is in a fiscally responsible manner. With a clear roadmap on effectively moving your organization to the finish line.

A Learning Management System Means…

More Time

Let’s face it. Learning programs are resource intensive. In order to properly organize a blended learning environment without a learning management system, a great deal of time needs to be dedicated. The great thing about an LMS is that the bulk of the work is done up front. All the employees are loaded into the system, and new ones can be auto-imported via a connection with your HRIS. This means that once you have gotten past the implementation your program will basically run itself, giving you time for implementing new courses, analyzing the effectiveness of the programs you have in place, and thinking up methods to improve organizational learning as a whole. The cost of the learning management system aside, an LMS is basically like hiring a full-time planner for your learning program. The organization of an LMS also frees up time for your instructors, allowing them to deliver learnings on a more impactful scale and the tools to verify session availability in reference to other teachings within the organization. Further alleviating redundancy and scheduling conflicts.  

A Verifiable Educated Workforce

Sure, your staff is undergoing your training, and it seems to be working. But, wouldn’t you like to be able to show your boss directly how effective it is? These reports are just a click away! See who has taken what course, how well those individuals have done within those courses and areas in which your employees will need to improve to positively benefit the business.  No more excuses. Everything is laid out in front of you learners. Your personnel will be able to call upon their learnings whenever they need, as well as relaunch past training to obtain a stronger understanding of portrayed concepts. Employees can also observe gaps they need to overcome in order to obtain the greatest benefit from their personal training and development.  

A Structured Delivery Method

All of your learnings via one portal. Imagine scheduling instructor-led training from the same location that you provide your employees a running stream of e-Learnings. How are you ensuring that your employees are taking the courses now? How are you reminding them to finish coursework that is outstanding? Are you even sure that everyone is taking all your learning offerings? With an LMS, you can automate your reminder system, you can look at untaken curriculum all from one screen and quickly identify holes in the curriculum. A learning management system is a tool you need to overcome issues you are currently experiencing within your learning program.

Better Compliance Practice

An LMS provides the resources for appropriate audit trails. We all know that non-compliance with industry regulations costs serious money. So why not ensure your output is in accordance with the demands of the strict regulations that are imposed on your learning and development program? When it comes time to produce documentation on the number of compliance certifications various departments have undergone, you should not have to scramble for the information. Safeguard your learning program with an adaptable LMS today.  

Growth of Savings

Increased productivity from your HR personnel and general users within the system. As well as better quality control of the learnings you are providing. No more troublesome fines and penalties stemming from the inability to report safety learnings in a timely and verifiable manner. Reduce the lost time in redundant training sessions and validate the effectiveness of the programs your learning program undergoes. You may find that learnings which you have spent a good deal of money creating are less beneficial than an in-house offering that has been going around the office place for years.  

You shouldn’t have to do this all on your own, call your Gyrus Systems representative today. We’ll gladly make the business case for why your organization should opt into an LMS today. Save time, be more productive and reap the benefits of a greater learning environment. We can help you evaluate shortcomings in your current training environment, and clearly outline the savings you will enjoy from effectively implementing a Learning Management System. Be sure to join us as we further investigate the LMS marketplace and make suggestions from time to time for making your professional life easier.

21 CFR Part 11 FDA Compliance: What Your LMS should provide?

21 CFR Part 11 FDA Compliance- Electronic Record Electronic Signature

Organizations are finding new, faster ways to deliver real-time training, e-learning and are leaving behind instructor-led training practices. Learning Management Systems (LMS) are the key to deliver unified, effective and controlled training programs.

For food, pharmaceutical and clinical companies, LMS can also achieve 21 CFR Part 11 compliance. 21 CFR Part 11 establishes the standard by which the U.S. Food and Drug Administration (FDA) considers electronic signatures, records, and handwritten signatures executed to electronic records to be trustworthy, reliable, and generally equivalent to paper records and handwritten signatures executed on paper.

These organizations face significant risks if found non-compliant. They may receive a Form 483(A list of observations made during the inspection that is communicated at the conclusion of the inspection), a Warning Letter, or even a consent decree impacting their time-to market, productions, brand reputation, etc.

Finding a LMS provider with basic features and capabilities is an easy task as long as you know your training requirements. However, selecting a provider that understands the FDA criteria for electronic records authenticity requires an in-depth study of provider’s capability and expertise.

Let’s look at some key features that you must avail through your LMS provider to ensure you are 21 CFR Part 11 compliant:

Data Access and User Authentication Process: A LMS should provide a robust user authentication through strong username and passwords, automatic password expiry and verified password recovery process. User accounts should not be shared, and one user id should apply to only one person. For Single Sign On (SSO) process API authentication should be enabled. It is important that the LMS provides a robust data access structure to control a user’s access and functions based on various parameters.  See if they have access control checks and form validations to ensure only valid data entry and the user is authorized to perform the action. The system should also ensure that only authorized individuals can electronically sign a record or alter a record.

Audit Trail Access: You need to evaluate how much manual work versus customized reports is available when you are looking for a particular data. For Example, if the audit trail is for a particular training course applicable to a particular location, can you filter the results easily? Also, find out what kinds of data points are required to be audited for each fields and whether there are workarounds if certain data points are not present.

Report Generation for Inspection: The LMS should have ability to generate accurate and complete copies of repots both in printable and electronic format for review and inspection purposes. See if these report can be customized based on particular search parameters. Quick and easy to access report allows organizations to be inspection-ready more effectively; it also allows them to appropriately limit the data you present to the FDA during an audit. The organizations also need to check if reports are configurable to ensure that they meet their future reporting requirements.

It is extremely important that organizations partner with a LMS vendor that have prior experience working with regulated companies. A right LMS helps pharmaceuticals and clinical organizations to automate and manage their training initiatives while conforming to regulatory requirements, including 21 CFR Part 11.

Are You Compliance Ready?

Compliance blogCompliance training ensures that employees, contractors, and partners have the right knowledge and understanding to comply with an organization’s legal, operational, ethical aspects of business. It is something that organizations can’t compromise on, if they don’t want to risk a complete business failure.

Despite regular reiteration of all state and federal compliance guidelines and audits, organizations fail to be compliant with the latest regulations and research indicates that compliance lawsuits have increased tremendously over the past few years.  A recent example is of Barclays Capital Inc., who was charged by The U.S. Securities and Exchange Commission for failing to build adequate compliance systems, after the firm acquired Lehman Brothers' advisory business in 2008. It resulted in overcharges and client losses of $472,000, for Barclays.

Even companies who have a proper compliance methodology get caught in the midst of changing regulated environment, new compliance measures, etc. At times, they focus on one area of a compliance program more while sidelining other elements. Or, they are still following the outdated compliance policies and technology at the organization.

Let’s look at ways through which organizations can develop a compliance culture and be prepared for compliance audits.

Leadership Focus: If the leaders own and support ethical, compliance measures, it is going to trickle down in the organization in the same way. Senior executives should be the role models for employees to build a strong compliance culture at every level of an organization. It is important to show and communicate that leaders are committed to compliance measures and the company will not negotiate on its compliance program in any way.

Identification of Risk Areas: It is important for organization to identify and evaluate all risk areas that relate to its core business. They also need to identify and abide by workforce rights and regulations pertinent to them to save themselves from an employment lawsuit. Organizations must create a complete checklist of risk areas to create the right compliance strategies and measures. It is also important to evaluate them in order to put the right focus on different areas.

Communication and Training: Compliance policies and regulations must be effectively communicated to employees along with the right training and technology. Organizations should ensure that there is a proper communication between the compliance team and employees. Training should be done in a systematic, centralized and seamless way with a proper reporting and monitoring structure. If there is a need to customize the training courses for different functions at the organization, the compliance team should be ready to provide that.

Review and Monitoring: A compliance program should be reviewed on a recurring basis to catch any breaches or potential lapses. Regular review and monitoring would provide an opportunity to discover compliance failures, issues before it becomes uncontrollable. The compliance team should work along with the leadership team to take the right measures to stop such lapses take place in future. A regular report to leadership team also ensures their ongoing attention and commitment for compliance programs. A compliance training report can also act as a proof during a compliance audit.

To build a robust compliance program, it is necessary to invest in to the right technology, processes and systems. Organizations should look for a Learning Management Systems (LMS), which can help them communicate, monitor as well as report on their compliance programs. A LMS will also help in automation of certain processes, which will avoid lapses and manual failures.

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