How to Use AI to Automate Training Administration Tasks

AI is no longer a futuristic term or a dream yet to come true. It’s here, and it's here to stay!

The technology has rapidly encroached on the workspace and changed business as we knew it. AI is now a tool that makes tech smarter, so much so that it has overtaken many of the tasks previously done by humans only.

Today, AI not only understands human language but can also work on business assignments, much like the human brain. It can identify patterns, make informed decisions, and extend beyond borders to open new career and growth opportunities. 

However, the key area where AI is changing lives is automation. In this post, we will talk about how to use AI to automate training administration tasks.

What is AI Automation?

AI is widely deployed in business today due to its efficiency, cost savings, and accurate performance. By automating repetitive tasks, businesses today can beat their competitors and focus their efforts on innovation and growth.

Task automation requires the use of advanced algorithms and machine learning. This way, AI can perform precise commands and tasks quickly and without errors.

With just a few input commands, the AI handles repetitive or mundane tasks by itself, allowing you to focus on the other strategic aspects of your job. 

AI works by applying machine learning algorithms, natural language processing, and Robotic Process Automation (RPA). These work to perform redundant tasks that are rather time-consuming for the workforce.

Since the tasks require minimal innovation or thinking, streamlining them helps increase workplace productivity as the employees can focus on the higher-level strategic aspects of the job instead.

How to Use AI to Automate Training Administration Tasks

Just like AI is used in finance, customer services, data collection, and other domains, it can also be used to design and implement training administration tasks. Here's how to use AI to automate training administration tasks in the workplace.

1. Identify Tasks for Automation

First, you need to assess the training program and identify the repetitive or time-consuming tasks that can be automated. 

For example, routine tasks like data analysis and scheduling, designing and conducting quizzes, surveys, or assessments, etc. 

List all the tasks you can automate to streamline your business activities and minimize your workload.

2. Set Clear Objectives

Start by setting clear objectives and goals. Brainstorm and develop a strategy for successfully implementing AI in training administrative tasks. 

Evaluate the current business processes and determine which parts are repetitive, such as employee enrollments, tracking progress, generating reports, and managing communications.

You can also set objectives to reduce timelines by 50% via automation of these repetitive tasks or goals. The objective can also be to reduce errors via automation, reduce administrative work, improve work efficiency, or enhance overall learner engagement.

Keeping these objectives in mind when administering the training task will help you stay in line with your goals. These objectives may be quantitative or qualitative as well, such as meeting employee expectations from the training and the essential skills you want them to develop.

3. Gather and Prepare the Data 

Next, you need to collect data for the AI tool to work efficiently. 

Although the tool itself can prepare the course, you have to give it some inputs, like how many learners will be on board or what training schedule you wish to follow, the kind of feedback you seek, and the performance metrics that are important to you. 

Setting up this information beforehand will lead to better transparency and minimize errors or redundancy in analytics.

4. Select the Right AI Tools

AI platforms offer various tools for the successful implementation of a training task. You can customize your training program using gamification tools and explore other options to align your business goals with AI. 

Some of the key tools you can use on LMS software like Coursebox that’ll be helpful for you are:

• Course builder tools
• Content Library
• Audio, video, and multimedia tools
• Automated enrollment tools
• Analytics dashboard
• Discussion forums
• Certificate management
• Audit trails

You will also need third-party integration to integrate your existing systems with the LMS platform.

You can also check out the quizzes and assessments, templates, course design format, and everything else you need to create a complete training program on the LMS platform.

5. Configure AI Models and Algorithms

Next, we come to customization. The platform allows you to set personalized learning paths for each individual employee based on their current roles, skill sets, and other qualifications.

Also, based on each employee's skill level and past performance, AI can recommend training courses, content, or other resources relevant to their growth.

Then, AI also helps identify skill gaps via its assessments. So, you will get a host of information about how to train each employee and enhance their skills at their pace. 

That's not all. AI can also predict user preferences about the type format for delivering the content. For instance, some employees prefer visuals, while others prefer PowerPoint presentations.

Knowing these factors will help you design a comprehensive training program that accommodates individuals according to their preferences and learning paths.

6. Engage the Employees 

Until and unless employees start indulging in the training program or actively participate and welcome the training tasks, it will not be a successful venture.

Since training doesn’t come free of cost, unsuccessful training tasks will lead to monetary losses. Also, time and resources spent on the program will be wasted.

You need to make efforts to engage and motivate the employees to participate. AI can help here, too!

Using gamification tools like quizzes or surveys and multimedia tools like videos and audio, award them certificates and badges and incorporate their feedback into the program to keep their interest.

Also, provide ongoing support and look for ways to overcome obstacles to learning, if any, so that the employees can participate easily.

7. Monitor and Adapt

You cannot just implement a training program and leave it at that. You need to monitor the progress regularly and assess how well the employees retain the information. You can monitor the AI automation by:

• Establishing key metrics and KPIs, such as course completion rates, error reduction rates, and user engagement levels.
• Periodically track the metrics to check how the AI tools are performing on the job (Use dashboards and other reporting tools)
• Gather insights about learner behavior, engagement, and performance to improve the process.
• Monitor how users interact with AI features.
• Use predictive analytics to forecast different learners’ outcomes

• Also, the content should be reviewed and updated regularly by integrating the learner's feedback.
• Track the success rate of automated tasks like reporting and scheduling. Look for errors or inefficiencies and make necessary adjustments.
• Conduct regular audits to assess performance over time.

Most of these monitoring tasks are performed by the AI software itself. For instance, check out the Coursebox AI Assessment tools here.

8. Train Staff

Next, you must educate and train your staff about using the AI platform. Some tools are very easy to use, and even beginners can get on board, but some require expertise.

In either case, though, a little training always helps. So, give the learners an overview of the system and show them how to use the AI platform for the training tasks. This will lead to smoother adaptation across the board.

9. Implement the program 

Once you have chosen AI tools, you must integrate them with your current systems, which means your current training system. Most AI LMS platforms offer third-party integrations and can work with your internal calendar or an AI chatbot on the training platform.

Finally, implement the system. You can go for a test drive first to check that the AI tools are functioning and performing as expected. 

However, always check for efficiency and accuracy levels. Check if the error reduction is significant and other KPIs and your objectives are being met. If there are any loopholes, you must make necessary adjustments to ensure it runs smoothly.

10. Evaluate and Monitor 

Monitor and evaluate the AI tool's performance continuously. Check for impact on the training task and identify areas or gaps for improvement. 

Always pay attention to the feedback gathered from the employees, trainers, and customers and incorporate that into the program to ensure its success and fill the skill gaps needed.

11. Scale

Once you have streamlined the process, it's time to move on to scalability and expand its use to other areas and processes that facilitate your job.

You can extend them to different areas of training and development or take AI to entirely new domains in the workplace. You can also extend its usage from the head office to other branches all over the world, bringing it within reach of all employees.

Wrap Up

Undoubtedly, AI is the future; the sooner we equip ourselves with technological advancements, the better it will be for us.

Now that you know how to use AI to automate training administration tasks, AI automation software, like Coursebox, can simplify your mundane tasks by streamlining the training program from its conception stage to the final assessment.

The platform is so simple and easy to use that even beginners can get on it without a fuss. You can select the required AI tools, develop courses, conduct quizzes and assessments, and monitor the analytics. 

With that streamlined, you and your employees can focus on the more demanding aspects of the job instead. So take the needed step today and empower your employees with Coursebox and its wide range of AI tools!