Managing an apprenticeship programme: How to go about it

One of the pre-requisites of successful apprentice management is great communication and high levels of ongoing support. 

Right from the word go, the apprentice, employer and training provider must have a clear idea of what's expected of them. To ensure continued confidence in the process, everyone must feel free to ask questions, raise any potential issues and highlight their needs at any time. 

Supporting your apprentice and setting clear objectives 

Entering the world of work can be a massive step, especially for school leavers going straight from the classroom into the workplace or for those re-entering work after some time. Interacting with new people in unfamiliar surroundings and getting used to a new routine can take some getting used to. 

There are several things you can do, though, to ease your apprentice into their role and help them to integrate with the rest of the team: 

• Be warm and welcoming. Introduce your apprentice to the wider organisation, either in person or via your company's internal intranet. 
• Allocate someone friendly in their department to show them around. Even something as simple as making coffee can be daunting in a new environment. 
• Hold regular 1-2-1s.  
• Appoint an apprenticeship manager.  

Appointing an apprenticeship manager 

To make sure your apprentice always feels supported, you should consider appointing an apprenticeship manager. Larger organisations will already have made this a dedicated role, but smaller businesses also benefit from assigning the right person to the task. 

The person you choose should be: 

• Approachable and easy to talk to; someone who the apprentice can open up to if they have work-related issues  
• A good communicator; someone with a clear understanding of the employer's goals and the positive impact apprenticeships can have on the company's aims 
• Well organised and able to liaise effectively with all parties, including the training provider and company's management team  
• Familiar with IT systems 

Helping your apprentice manage their time  

Learning a new job while also studying for qualifications can be quite a balancing act. It is hard enough for school leavers but can be even more challenging for older apprentices who may have family responsibilities on top of work and study. 

Employers can help by: 

• Letting apprentices take study leave or blocking time out of their diary so apprenticeship work can be completed during work hours. Much of what your apprentice is studying in the classroom will directly relate to their day-to-day role at work anyway. 
• Allowing apprentices to show what they've learned by giving them more responsibility. 
• Assigning a mentor. 
• Keeping an eye on the apprentice's mental wellbeing. Working towards an apprenticeship-level qualification can be pretty full-on, so make sure your apprentice isn't overwhelmed by their workload. 

For more information about using integrated learning system to manage your apprenticeships, you know where to come! We'd love to hear from you. 

 The role of Integrated Learning Systems  

Integrated Learning Systems (ILS) such as Onefile are helping to revolutionise the way in which apprenticeships are managed. 

In the past, when training was delivered on paper, otherwise good apprentice placements were often undermined by poor record keeping.   

Paperwork such as assessments and reports were kept in folders in filing cabinets in different locations, making it difficult to follow the paper trail and submit documents on time. Mistakes were likely to happen which could result in delays in sign-off causing frustration, sometimes harming employer and training provider relationships. 

Today's virtual learning approach and user-friendly tool kit allows all parties to work together efficiently and cost effectively. A good ILS is absolutely vital to the success of any apprenticeship programme. 

To find out more about ILS systems, click here.