Simplifying trainers’ lives: how to reduce administrative tasks with digital tools

While the positive environmental impact of digital tools in teaching activities is often highlighted, this phenomenon also simplifies the work of trainers. This is what we will explore in this article.

It can be difficult to measure how much time a trainer or a training organization spends managing administrative tasks, which add up to the time spent teaching and preparing training sessions. Poorly managed, administration can quickly become very time-consuming and harm the overall quality and flow of training.

For example, consider the time teachers and trainers spend managing attendance sheets, getting participants to sign, verifying compliance and other documents, then sending them to relevant organizations. With paper forms, errors are much more frequent and document losses are common.
The challenge of digital tools today is to save trainers time and help them comply with regulations to facilitate audits like those from DREETS or France Compétences.

Today, software providers like SoWeSign offer tools with features such as:

• Electronic signing of attendance sheets

• Centralized document storage in a secure space

• Automatic generation of certificates and attendance confirmations compliant with regulations

• Integration capabilities with ERPs/APIs for additional functionalities

Digital technology has made trainers' work easier in many ways.

Significant time savings
With digital tools, there is no more need to print, sort, or archive paper documents, as the application handles it automatically. Professionals can save precious time taking attendance in face-to-face or remote training, easily generate attendance certificates, issue training certificates, and manage administrative documents for audits.
Digital management of administrative tasks is estimated to save around 30% of the time compared to traditional paper attendance sheets.

Facilitating inspections and audits
Automating document sorting and archiving greatly reduces the risk of loss and errors, which is a strong advantage when demonstrating compliance during audits and inspections.

Engaging in an eco-responsible approach
The environmental impact of paper is severe. Producing one A4 sheet requires 5 to 10 liters of water and generates 1.5 kg of CO2 per kilogram of paper produced.
Going digital is not a miracle solution, as dematerialization also has environmental impacts. However, it is more sustainable in the medium and long term compared to paper use. Adopting digital administration thus helps the education sector commit to eco-responsibility.

Financial savings
For a trainer, printing teaching materials, attendance sheets, evaluation forms, and administrative documents can be costly, especially when not affiliated with a larger institution or training center. Going fully digital also allows substantial financial savings that can be reinvested in tools that enhance learners’ experience.

Smoothing the learners’ experience
Digital tools save time not only in administrative tasks but also in delivering training. Documents can be shared, accessed, and broadcast in real-time during sessions. Powerful tools also enable creating effective and engaging evaluation forms with detailed corrections.

Ultimately, digital tools improve trainers’ experience and streamline the training process by reducing time-consuming formalities. These digital administrative management solutions are not just gadgets; they truly simplify professionals’ daily work.