Best External Training Software & Tools

What is External Training Software?

External Training Software is a specialized type of Learning Management System (LMS) aimed at meeting the training and continuing education needs of a company's external stakeholders. These external groups can include customers, business partners, suppliers, and sometimes even the general public. This type of software allows companies to provide training materials and programs to, for example, convey product knowledge, meet compliance standards, or enhance the skills and knowledge of partners and suppliers.

Difference: Internal vs. external training systems

In contrast to LMS systems for internal training, which focus on training the company's own employees, external training software aims to provide externals with easy access to learning resources. It often offers features such as self-service registration, branding customization, and sometimes even e-commerce functions to sell training materials. While internal LMS systems are typically strongly integrated into the company's internal HR and IT systems, external training software solutions are often designed to be more flexible and open, to support a wide range of external users. They enable companies to extend their continuing education goals beyond their organizational boundaries while simultaneously strengthening and maintaining relationships with key external stakeholders.

Features of External Training Software

Accessibility for Externals

Accessibility for external users is one of the core functions of external training software. This software allows easy self-service registration and uncomplicated access to training materials for external stakeholders such as customers, partners, or suppliers. Unlike internal LMS systems, which often require manual user management, external training software solutions usually offer external users the opportunity to register themselves, reset their password, and manage their own learning paths. This makes it easier to scale training initiatives to a large number of people without creating additional administrative effort.

Branding and Customization

The ability for customization of branding and the user interface is another important feature. Companies can customize the software to represent their brand by integrating their logo, colors, and other brand elements. This creates a consistent and professional experience for learners. Additionally, companies can often adjust the structure and layout of courses and materials to suit their specific training requirements and goals.

Content Management and Delivery

In external training software, robust content management functionality is critical. It allows for the uploading, organizing, and delivering of training materials in a structured and user-friendly manner. This can include text documents, presentations, videos, quizzes, and interactive modules. The content management function also supports various file formats and media types and enables trainers to create and modify courses to meet the learning needs of external stakeholders.

Tracking and Reporting

Tracking and reporting functionalities are essential for monitoring learner success and measuring the effectiveness of training programs. By tracking learners' progress, completion rates, and performance, companies can evaluate and improve the effectiveness of their training initiatives. Further, reporting facilitates efficient communication of results to internal and external stakeholders and provides the necessary documentation for compliance requirements.

Certification and Compliance

The ability to run certification programs and check compliance with requirements is another key function of external training software. Companies can offer certifications for completing specific courses or training programs while ensuring that external stakeholders complete the necessary compliance training. This function also supports the management and tracking of certificates and often provides integrated tests and exams to check learners' understanding and competence.

Who is External Training Software Aimed at?

End customers

Customers are one of the primary target groups for external training software. Companies use these platforms to inform and train buyers about their products or services. This can be particularly important in technically demanding or regulated industries. By providing training materials, customers can better understand how to effectively use a product, which in turn increases customer satisfaction and loyalty. For example, software companies can offer tutorials and certification courses to help customers effectively use their products and get the most out of their investment.

Partners and Resellers

Partners and resellers are another important target group for external training software. By providing training, companies can ensure that their resellers have the necessary knowledge and skills to effectively market and sell their products or services. This can also contribute to compliance with brand guidelines and quality standards. For example, manufacturers of technical devices or software can provide training programs for their sales partners to ensure they have sufficient product knowledge and are able to competently advise customers.

Suppliers

Suppliers can also benefit from external training software, especially if they maintain close contact with the company and pursue common quality or compliance goals. Companies can train their suppliers about important processes, standards, or compliance requirements to ensure the quality and efficiency of the products or services delivered. This is especially important in industries with strict regulatory requirements or high quality standards. For example, car manufacturers can provide training programs for their suppliers to ensure that they meet the required quality standards and compliance guidelines.

External Employees and Freelancers

External employees and freelancers often rely on training in the same way as internal employees, but their training needs and requirements can be different. External training software allows companies to provide specific training programs for external employees to ensure they have the necessary knowledge and skills to effectively perform their tasks. This can relate to compliance with company policies, the use of specific tools, or the communication of company culture. By providing customized training, companies can improve the quality and efficiency of the work provided by externals and freelancers.

Benefits of External Training Software

Implementing external training software offers a multitude of benefits, especially from a company's perspective. 

Expanded Training Opportunities

With external training software, companies can extend training and continuing education opportunities far beyond their internal employees. It allows valuable training to be offered to customers, partners, suppliers, and other external stakeholders. This can help deepen product knowledge, promote compliance with requirements, and strengthen relationships with these important groups.

Brand Loyalty and Customer Retention

By providing training and continuing education, companies can build a stronger bond with their customers and partners. When customers and partners understand better how to effectively use products or services, they are more likely to be satisfied and loyal to the company. This can also contribute to creating a positive brand image and promoting brand loyalty.

Efficiency and Scalability

The automated and self-guided features of an external training software enable efficient and scalable training delivery. Companies can centrally manage a wide range of training materials and provide them to a large number of external users without a proportional increase in administrative effort. This is especially beneficial for growing companies or companies with a large number of external stakeholders.

Cost Reduction

By using external training software, companies can significantly reduce the costs of training external stakeholders. Compared to traditional, in-person training, online training allows for faster, more cost-effective delivery of training materials. The ability to offer training on demand also reduces the need for travel expenses and other costs associated with in-person training.

Measurable Results and Performance Tracking

The ability to track and measure learners' progress and performance is another significant benefit. Companies can gain valuable insights into the effectiveness of their training programs and make data-driven decisions to improve their training initiatives. Reporting functions also allow compliance requirements to be monitored and documented, which is particularly critical in regulated industries.

Improved Product and Service Quality

By providing training, companies can improve the quality of their products and services. When external stakeholders such as suppliers and partners are better trained, they can maintain higher quality standards and work more effectively with the company. This leads to better product quality and more efficient service delivery, which in turn can improve customer satisfaction and business outcomes.

Flexibility and Adaptability

External training software provides a high degree of flexibility and adaptability to meet a company's specific requirements and preferences. It allows for customized design of training materials and programs, promoting a personalized learning experience for external stakeholders while simultaneously supporting corporate goals.

Selection Process for the Right External Training Software

Step 1: Needs Analysis

First, a thorough needs analysis is conducted. Here, the specific requirements and goals to be achieved with the external training software are identified and documented. This includes identifying the target groups to be trained, the type of content to be provided, as well as specific features and integration requirements. A clear understanding of one's own needs is crucial in selecting the right solution.

Step 2: Market Research and Long List Creation

Based on the needs analysis, comprehensive market research is conducted to identify the available external training software solutions. Online research is performed, recommendations from industry peers are sought, and possibly also analyst reports are evaluated. From this research, a long list of software solutions that potentially meet the established requirements is created.

Step 3: Feature Comparison and Short List Creation

After the long list has been created, compare the features and characteristics of the different software solutions. Verify which solutions offer the required features and which ones have the best ratings and recommendations. Based on this, create a short list of solutions for closer consideration.

Step 4: Request for Demos and Product Presentations

With the short list of solutions in hand, contact the providers and request demos or product presentations. During these sessions, gain a clear picture of the features, user interface, and user-friendliness of the software. This is also a good opportunity to ask specific questions and evaluate the provider's ability to meet the specific needs of the company.

Step 5: Obtain Quotes and Review Costs

After the demos and product presentations, obtain quotes from the providers and review the costs in detail. This should include not only the license costs but also the costs for implementation, training, support and future upgrades. A thorough cost analysis can help to understand the total cost of ownership and ensure the solution fits within the budget.

Step 6: Reference Checks

It is advisable to obtain references from other companies already using the considered software solutions. By talking to these references, gain a better understanding of the strengths and weaknesses of the solutions and the experiences of other customers with the provider.

Step 7: Final Decision and Contract Negotiation

After all these steps, make an informed final decision and select the external training software that best meets the company's needs. Then enter into contract negotiations with the provider to secure the best terms, and plan the implementation of the software in the organization.