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Tamara Simon's Advice on RTO Digital Transformation

21 - June - 2019

These days we hear so much about Digital Transformation and how it becomes a bigger part of our everyday life, that you would think ‘Digitisation’ is actually an amazing person or entity who can make everything better.

Now whilst there is some validity to that, many people (including myself) are cautious to truly embrace the new concept of a Digital Transformation because of security/privacy concerns; and there is so much information and choices out there about what software to utilise, that the easier decision is to stay where you are because the research process can be quite overwhelming.

And like anything relating to technology, it isn’t going away and is something we need to slowly embrace to increase profitability and productivity in any business including RTOs.

But rather than just jump in feet first and then wonder why implementation hasn’t worked or gone as well as anticipated, it’s important to understand planning is critical to your success.

So here’s my Top 10 things to consider before proceeding a Digital Transformation with your RTO:

To Cloud or Not to Cloud, That is the Question!

Make the DECISION to embrace this brave new world so you can have peace of mind.

1.  IT Specialist
Speak to your IT Specialist regarding the security,
level of support and user experience of each platform you are considering to determine the relevance and best option for your RTO.

2.  Platforms
Determine which platforms your RTO will embrace, why and when.  These platforms can include
online training and assessment, student management system, learning management systems, finance, file storage, email, meetings, procedures.

3.  Purpose
Ensure each platform will serve the desired purpose for your RTO, your staff and your clients/students; and also how will each platform integrate and talk to each other.

Remember one size usually does not fit all.

4. Change
Systems = Change so it’s important to remember that moving to a new system/technology is a change for you, your RTO, your staff and your clients/students.
Help and support them to ensure a smooth transition period. Look for a provider who will manage this well.

Set aside time to DECLUTTER your existing systems before you move to something new.

5.  Filing Systems
This is the best opportunity to review your current electronic filing systems with staff to ensure it is still practical, being followed and everyone is consistently filing things in the same place, using the agreed format. 

If not, develop a new one which everyone agrees will work and is easy to follow.

6.  4Ds
Use the 4D Principle to declutter files.
Do it, Diarise it, Delegate it, Delete it.

If there are files/folders which need more time, create a ‘Things to Park’ folder and spend 15 minutes each day to slowly sort through this.

7.  Don’t Move the Mess
It’s important when you transition to any new systems that you don’t move files and information from one mess to another.

It may seem this is the quickest and easiest option and will save you time; but in the long run, it will create more frustration and mistakes and will reduce quality service to your clients.

Now you have DECIDED what to do, and DECLUTTERED your systems, it’s time to DO IT and embrace your new systems and technology.

8.  Plan
Develop a transition
and an implementation plan outlining what needs to occur, by when and by whom.

9.  Timeframes
Ensure transition and implementation timeframes are being met by all those responsible and/or adjusted as needed to ensure you and your practice don’t remain in a constant state of limbo or ‘are we there yet?’.

10.  Training/Support
Depending on your skill level and that of your team, you may need to invest time and funds in training them in the new technology to ensure your RTO fully benefits from its capacity.

Remember, for many including you, this could be a huge change to embrace something exciting
. So please take the time needed to gain the best productivity and profitability outcome for you, your RTO, your team and your clients/students.

Overall, I believe it’s all about answering the question: For What Purpose and working through these three steps of:

  1. Decide
  2. Declutter
  3. Do It

And once you have done that, you will determine if you’re ready to embrace a Digital Transformation and have a much better chance of successful implementation.

 

Digital TransformationAbout the Author

Tamara Simon is Australia’s only dedicated RTO Business Coach who knows the key to RTO success lies in your Strategy, People and Systems.

Tamara is all about the HOW so she is driven to turning ideas into profitable solutions by developing simple systems.

Through her coaching and PD programs, Tamara helps frustrated RTO CEOs, Managers and Owners eliminate overwhelm by simplifying their systems and developing CLEAR strategies to create an easy to run, fun and profitable RTO business.

With over 20 years experience in VET and business management including being FITAB’s CEO, Tamara’s straight talking mantra to RTOs is “if you don’t like compliance and don’t like change, then don’t work for an RTO or be one”.

Tamara has written the first and only business book specifically for RTOs:  The Five Little RTO Pigs, and she has developed Australia’s only 12 week webinar PD Program for anyone running or aspiring to run an RTO called RTO Grow.

Her leadership and management expertise was recognised as a Finalist in the Queensland Telstra Business Women’s Awards and the Institute of Managers and Leaders’ Excellence Awards. 

On a personal note, Tamara loves sport including AFL, netball and tennis; and she is a passionate member of the Hawthorn AFL Football Club.