How to Train, Educate and Develop Employees

Why Do Companies Train and Educate Their Employees?

Employee training and development are essential tools for maintaining competitiveness, driving innovation, and supporting long-term business growth. Investing in education promotes professional growth, boosts employee motivation and engagement, and improves overall work quality and workplace safety. In both the US and Czech markets, there is a strong focus not only on meeting legal requirements but also on adapting to rapidly changing markets and technologies.

• Trained employees make fewer mistakes, are better problem-solvers, and contribute to higher quality outcomes.
• Education increases efficiency, productivity, and employee satisfaction, which helps reduce turnover and fosters better teamwork.
• Many technologies, machinery, and work processes require specific skills and certifications critical for safe and effective operation (for example, medical devices, commercial driving, welding, and other specialized certifications).
• Companies must comply with workplace safety and health regulations, so regular employee training ensures these legal requirements are met and minimizes the risk of accidents or penalties.

When and Why Companies Train Employees

Intensive employee training mainly takes place during onboarding and the first three months until employees are fully integrated into work processes. Ongoing training is then organized based on legal requirements, where companies provide mandatory training necessary to comply with applicable regulations. Additionally, training beyond legal requirements is conducted according to development plans for specific roles and employees, aiming to enhance skills and support professional growth.

New Employee Onboarding Training

• Introduces employees to company culture, values, internal processes, and specific job responsibilities.
• Onboarding also includes team introductions, training on tools used, and basic safety protocols.

Mandatory Compliance Training

• Required training primarily covering workplace safety, health protection, prevention of discrimination, and harassment.
• Training mandated by laws, industry standards, or regulatory bodies.
• Updates to training often occur when new regulations, technologies, or equipment are introduced.

Skill Development and Employee Qualification

• Skill development is guided by career plans and the current needs of both the organization and the individual, based on personalized employee development plans and company goals.
• Includes technical knowledge, soft skills development (communication, teamwork, leadership), and professional specialization.
• Training is tailored to specific job roles and departments (for example, sales, marketing, manufacturing, or IT).

What Training Methods Do Small and Medium Businesses Typically Use?

Training can take place directly at the workplace, at the trainer’s facility, or entirely online. Each type has its own advantages and is suitable for different learning formats and goals.

• Online – training is delivered remotely via the internet, often through e-learning or live webinars, offering flexibility and access to content anytime and anywhere.
• On-site (at the workplace) – ideal for hands-on training, team collaboration, and immediate application of skills in a real work environment.
• Off-site (away from the workplace) – suitable for intensive workshops, strategic training, team building, and creativity development away from everyday distractions.

Self-Study and E-Learning

Self-study and various forms of e-learning are effective ways for companies to train employees and familiarize them with work procedures. This approach is widely used for onboarding new hires as well as ongoing development and serves as a foundation for continuous skill enhancement. In practice, companies use e-learning for

• introducing company policies, rules, and processes
• studying work instructions, equipment, or machinery manuals
• manufacturer resources and guides
• safety training and driver training courses

What forms do small and growing businesses use for employee self-study?

• PDF documents available on the company intranet
• video lessons and instructional videos
• internal blogs and company wikis for knowledge sharing
• interactive e-learning courses
• knowledge assessments and quizzes

Internal Training and On-the-Job Instruction

On-the-job training is essential, especially for hands-on positions. It involves training during the work process under the supervision of an experienced colleague, manager, or mentor. This method is ideal for mastering specific work procedures, operating complex equipment, or adapting to unique workplace conditions. It focuses on practical learning and knowledge transfer directly in the real work environment, often through demonstrations, repetition of tasks, and immediate feedback. This approach is common in manual labor and trade professions.

• Companies use this training to onboard new employees, transition to new roles, or adjust job responsibilities
• It takes place on-site during working hours, enabling immediate application of new skills
• Gradual transfer of responsibilities and skills during the adaptation period
• Hands-on instruction on specific equipment, technologies, or software tools
• Often includes simulations of real work scenarios to verify employee readiness
• Training is usually supplemented by self-study and other development methods

External Training, Courses, and Certifications

External training is provided by educational companies (e.g., certification courses, IT certifications, language classes) and instructors. Businesses use these services mainly to develop specialists and managers in areas where they lack internal capacity or expertise, purchasing training from external providers.

• Training usually takes place at the provider’s facilities or rented training centers
• Often includes training from technology, software, or service vendors
• Includes one-time and recurring courses, such as language training or professional certification programs
• Can be practical or theoretical, featuring lectures, case studies, simulations, workshops, or assessment centers
• Also covers less formal learning activities like professional seminars, conferences, and discussion forums
• Soft skills training (e.g., communication, leadership)
• Certification programs (e.g., PMP, ISO, ITIL)
• Includes professional seminars and conferences

Other Training Methods

• Mentoring and coaching (individual development support led by an experienced professional)
• Simulations and role-playing (practical exercises to develop skills through real-life scenarios)
• Microlearning (short, focused lessons targeting specific topics)

What Are the Most Usual Training in Small and Medium Companies?

1. Compliance & Safety Training (Regulatory / Mandatory)

• These are often required by law or industry regulation, and missing them can lead to fines or liability. Typical examples for SMBs:
• OSHA-required training
• General workplace safety
• Hazard Communication (HazCom)
• Bloodborne pathogens (for healthcare, first aid teams)
• Personal Protective Equipment (PPE) usage
• Fire safety & evacuation drills
• First Aid / CPR / AED certification (and renewals)
• Industry-specific certifications (e.g., forklift operation, food safety/ServSafe)
• Scheduling tip: These often have annual or multi-year cycles (e.g., CPR every 2 years, OSHA refreshers annually). Reminders are essential for renewal.

2. HR & Workplace Conduct Training

• These cover legal compliance around employee behavior and workplace culture. Common examples:
• Sexual harassment prevention (often required annually or biannually in many states)
• Diversity, equity & inclusion (DEI) awareness
• Anti-discrimination and anti-retaliation policies
• Code of conduct and ethics refresher
• Scheduling tip: Typically required at onboarding and then refreshed yearly.

3. Role- or Equipment-Specific Training

• Covers skills needed for the job or safe equipment use. Examples:
• Machine or equipment operation certification
• IT system or software training (ERP, CRM, etc.)
• Company vehicle driver safety programs
• Scheduling tip: Needed for new hires, role changes, or after new equipment/software is introduced.

4. Emergency Preparedness & Crisis Response

• Prepares staff for rare but critical situations. Examples:
• Active shooter or workplace violence response
• Severe weather / disaster preparedness
• Cybersecurity awareness (phishing, data breach response)
• Scheduling tip: Refresh every 1–2 years, often tied to drills.

5. Professional Development

• While not strictly compliance-based, many SMBs schedule these for employee growth. Examples:
• Leadership and management skills
• Communication and customer service
• Industry updates or product knowledge
• Scheduling tip: Often quarterly or annual, sometimes linked to performance review cycles.

What Does a Company Need for Effective Employee Training Management?

To ensure employee training is well-organized, effective, and compliant with legal requirements as well as company goals, a simple yet functional training management system needs to be in place. Here are its key components:

1. List of Mandatory Trainings by Role and Regulations

• Every company should maintain a clear list of required trainings for each job role—whether mandated by law (e.g., OSHA safety, fire safety, data privacy) or internal company policies.
• Ideally, this should be organized as a simple checklist or training matrix.
• Employees should clearly know which trainings they must complete and within what timeframes (e.g., annually, one-time at onboarding).
• In the U.S., common mandatory trainings include workplace safety (OSHA), equal employment opportunity (EEO), harassment prevention, and cybersecurity awareness.

2. Record-Keeping of Completed Trainings and Audit Preparedness

• Companies must keep thorough records of all completed trainings—who completed what and when. These records are essential not only for internal tracking but also for external audits (e.g., labor inspections, insurance reviews) to demonstrate compliance, manage refresher trainings (e.g., annual safety updates), and support onboarding.
• This can be managed with a digital database, spreadsheet, or specialized software (such as Aptien) that provides visibility into completed and pending trainings.

3. Training and Onboarding of New Employees

• When a new employee joins, the company should have a prepared list of introductory trainings and onboarding steps to ensure they can perform their job independently.
• This typically includes a mix of mandatory regulatory trainings, equipment or process training, safety guidelines, and data handling policies.
• In smaller companies, this is often handled by the team manager or an experienced colleague (a “buddy”).
• Well-executed onboarding with clear training milestones speeds up adaptation and boosts employee motivation.

4. Planning for Professional Development and Skill Growth

• Beyond mandatory trainings, having a clear plan for ongoing employee development is important. It benefits both the company (skill growth, employee retention) and the employees (career advancement).
• A useful tool is a personal development plan or career growth plan that outlines the skills and knowledge employees should acquire over the coming months or years.
• This can include soft skills training (e.g., communication, time management), technical courses, language learning, or professional certifications.
• In smaller businesses, this may not be a formal document but at least a record in the HR system or an informal agreement with the employee.

How Aptien Helps Businesses Manage Employee Training

Aptien makes it easy to plan, track, and document employee training—whether it’s mandatory compliance courses, new hire onboarding, or professional development programs.

List of Required Trainings by Job Role

• In Aptien, you can set which trainings are required for different job roles—for example: OSHA, fire safety, GDPR, harassment prevention, cybersecurity (USA), and custom company training.
• Each employee has a “training checklist” that clearly shows what they’ve completed and what’s still pending.

Clear Records of Completed Trainings

• You can keep detailed records for each employee’s completed trainings, including the date completed, attachments (e.g., scanned certificates), validity periods, and renewal deadlines.
• Aptien automatically sends reminders when training renewals are coming up.

Onboarding Plan for New Employees

• Aptien lets you create onboarding templates for new hires—covering training, equipment setup, internal processes, and safety procedures.
• New employees receive an overview of all tasks and required trainings when they start.
• Managers have visibility into whether all onboarding steps have been completed.

Employee Development Planning and Management

• Using personal development plans in Aptien, you can schedule future trainings and courses, track career goals, and monitor employee growth.
• This is especially useful for key employees or companies focused on systematically developing talent.

One Central Hub for Everything

• All training records, deadlines, attachments, and responsible parties are stored in one place, accessible anytime, anywhere.
• No more digging through folders, Excel spreadsheets, or forgotten emails.