RTO Business Coaching

The Best Way To Set Your RTO Business Up For Financial Success

Whether your RTO is a new business, or you are in your business’s growth stage, you want to be sure that your RTO is set up for success. Your passion for training and your business is there to make you money, not lose it. Therefore you need to ensure that you are setting your business up to succeed. There are many components of your RTO that needs to be taken into consideration. What I see too often is training and marketing is first and sadly the finances seem to be last on the list. When in business, managing the money in your business with confidence is vital. Cash flow drying up is one of the top reasons for business failure. Knowing your business numbers is an essential part of the business. You need to see if you are making money to grow and stay in business for the long term. An RTO is a business in a regulated industry, and sometimes this means that you need to take a cut in the first couple of years. But after that you need to make a profit, unless of course you have very deep pockets! Love the educational aspect of your RTO, and love your numbers. For you to make a profit, means you need to have financial objectives in your RTO. Don’t be a victim. Take responsibility for your RTO business, and learn to look at where it is financially. Complaining about the government, COVID or other changes in your industry is being a victim. A victim to your circumstances. You have a choice; you can be very bitter and complain, or you can do something about it. Life is about decisions and choices. But what do you do with that money you are bringing in? Create an efficient system for billing clients. When dealing with models of invoices they need to be sent promptly, and show clear terms for when they are due, as well as penalties for late payments. You can also motivate clients to pay early by offering discounts for paying on time and perhaps additional discounts for paying early. Make sure you follow up on any payment defaults for ongoing scheduled payments. A sound record-keeping system in place Minimize missed bills by having a clear and efficient billing strategy that is linked to an accounting software suitable for the size of your RTO business. These can be linked to online payments, and Student Management Systems and help make bookkeeping easy. They also generate financial reports efficiently. Interpret the data by reading and understanding financial reports By reading and understanding financial reports, you will have feedback on how your business is performing, and you will identify the strengths and weaknesses in your business. For example, you can tell which course is the most profitable, which in turn tells you what you need to do more of. Set up a financial plan and following it A financial plan gives direction for your business. Once you lay out specific financial goals for your business, you can measure your performance against those goals on monthly. Planning your business and where you believe it needs to go is a great exercise, and as an RTO you can utilise the FVRA tool that ASQA provide. Yes, we have all heard the negative comments about that tool, yet the reality is, it can help you see where you are, and plan where you want to be. This exercise gives you immediate feedback on what worked and what didn’t work, so you can adjust your approach as needed. This helps make your RTO the most profitable it can be. Calculate the ROI for advertising and marketing. It’s important to know what kind of return you’re getting for the money you spend on advertising, marketing and promotions. Track everything on a spreadsheet, or for online advertising, it’s fairly easy to track analytics (such as with Facebook or Google ads). Manage cash with confidence Cash management is one of the most essential functions in business. Implement a system to manage your cash flow. Cash flow means the money that flows in and out of your business, and ensuring you have the cash to meet bill payments requires management of timing. Reduce expenses. Don’t skimp on items essential to creating the best products and services. At the same time, make sure you’re not paying more than you need to. Even minor expenses add up over time, so it’s always useful to look for ways to cut costs. The bottom line is how you manage your business’s money will determine how profitable your RTO will be. If you aren’t following how the money moves in your business, you likely are leaving money on the table. If you want to be successful in business, financial wisdom is just as important as mastering your specialty. The most profitable companies know their business numbers, ensure they don’t have money leaks and maximize their profits. Sadly, many talented people fail because they haven’t taken the time to learn how to manage their finances. Take the time to identify areas where you need to get up to speed and start making any necessary adjustments. Should you need help with managing the finances in your business, a business coach is the perfect coach to help you make more money in your business. Need some help? Talk to Merinda for 15 minutes about your RTO BOOK Now

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RTO Business Coach

5 RTO ideas to do right now

Normally I would ask for a breakdown of the next 90 days, yet at this point in time, I think that is too far ahead. 90 days can overwhelm you, so let’s break it down, and commence with 30 days.

So set a plan for what you wish to accomplish within the business, and for you.

💜💜 Purpose – know your why for doing what you intend – have a number 1 goal.

💜💜 Plan – plan your actions, remove the panic. Be clear on what it is to move forward.

💜💜 Passion – have passion, drive or energy. Be energised to conquer the way forward.

Focus on what’s your #1 goal for the next 30 days. Personally and professionally.

Here are 5 more things to help you along the way to your RTO success:

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RTO Success course build a successful Registered Training Organisation

The Strategic Advantages of Setting Up Your Own RTO and Systematising Your Business

In 2024 the journey of an entrepreneur is constantly being filled with challenges that allow us to think differently, or look from a different perspective creating opportunities. In a recent survey encompassing 341 business owners both in Australia and globally, findings indicate that a considerable portion of small business proprietors remains optimistic about their sales prospects in 2024, despite encountering diverse challenges. The study sheds light on the ambitious goals of entrepreneurs, placing particular emphasis on their intentions to establish new partnerships, systemize and scale their enterprises, and elevate overall sales. The surveyed business owners, a majority of whom fall within the 43-58 age range (59%), express enthusiasm about their future endeavours, eagerly anticipating the opportunities that the year 2024 holds for their businesses. Recognizing the benefits of forging new partnerships, streamlining operations, and expanding the business as fundamental is a testament to entrepreneurship. The journey encompassing these strategies indeed presents challenges, but it is in overcoming these obstacles that businesses uncover their genuine capacity for growth and innovation. Creating New Partnerships and Collaborations One of the standout findings from the survey is the eagerness of entrepreneurs to explore new partnerships and collaborations. Through strategic alliances, businesses can tap into diverse expertise, share resources, and co-create innovative solutions. Maybe you want to add training to your business. If this is the case you could partner with an RTO that has the scope you need. For those considering setting up their own RTO, forging strategic alliances can be a game-changer. Partnering with industry leaders, educational institutions, and other businesses can provide access to valuable resources, networks, and expertise. These collaborations not only enhance the credibility of your RTO but also open doors to new opportunities and markets. These partnerships enrich the business and contribute to the broader community impact, fostering a culture of collaboration and collective growth. Beyond the immediate business gains, the partnerships become a catalyst for positive change, promoting a collaborative ethos that benefits both the involved enterprises and the communities they serve. Systematising for Success The significance of systematising and expanding your operations cannot be emphasised enough. Systemisation, in essence, entails the development of efficient and repeatable processes that can be consistently applied, thereby mitigating the risk of errors and streamlining workflows. Recently, in a conversation with a consultant specialising in this field, she underscored the importance of helping small business owners systematise their operations to enhance the potential for selling their businesses. Despite her recommendation to implement this strategy from the outset, many clients tend to address it only when contemplating a sale. The drawback of delaying systemisation until the decision to sell arises lies in the lack of solidified systems and the absence of a history of continuous improvement. Taking proactive steps to implement such systems from the inception of the business ensures a more robust foundation and facilitates smoother processes, ultimately contributing to the overall success of the enterprise. Looking at scaling options Scaling refers to expanding your business to reach new markets and capitalise on growth opportunities. If you believe that an RTO (Registered Training Organisation) could play a pivotal role in helping your business scale and capturing untapped markets, it’s essential to explore this avenue. An RTO can provide specialised training programs, certifications, and educational resources that not only enhance your workforce’s skills but also position your business as a credible player in new markets. By leveraging the capabilities of an RTO, you not only invest in the professional development of your team but also demonstrate a commitment to quality and expertise in your industry. This can be particularly advantageous when venturing into new markets where establishing trust and credibility is crucial for success. Incorporating an RTO into your scaling strategy allows you to align your business with industry standards, adhere to best practices, and foster a culture of continuous learning. This, in turn, enhances your competitive edge and opens doors to previously unexplored opportunities. Consider the strategic integration of an RTO as a proactive step toward not only scaling your business but also solidifying its presence in emerging markets. Overcoming Challenges: While the survey revealed the optimistic outlook of business owners, it’s essential to acknowledge the challenges they face. Business environments are constantly evolving, and adaptability is key to overcoming challenges. Being flexible in your approach allows you to adjust to unforeseen circumstances, market shifts, and changes in consumer behaviour. This is where the presence of a mentor or a coach becomes invaluable. While mentors bring experience and wisdom from their own journeys, coaches specialise in facilitating structured growth and development. A mentor serves as a guiding force, providing a wealth of experience, wisdom, and insights that can significantly impact your personal and professional growth. Their perspective, shaped by years of industry expertise, can prove invaluable in shaping your own strategies and approaches. Through collaborative discussions, a coach can help you define clear, achievable objectives and create a roadmap to attain them. This process ensures that your efforts are aligned with your overarching vision and that each step taken contributes meaningfully to your success. Creating new partnerships, systemising operations, and scaling the business are recognised as pivotal strategies for success. The journey may be challenging, but with the right mindset and strategic approach, the rewards are boundless. In summary, the recognition of creating partnerships, systemising operations, and scaling the business as pivotal strategies for success is a testament to the entrepreneurial spirit that thrives on adaptability, collaboration, and strategic thinking. With the right mentorship, to stay the course, face the storm, and do it afraid you can realise your dream. Whether you choose to set up your own RTO or simply collaborate for success you can embark on a journey, where challenges become the fuel for growth, and the rewards are indeed boundless. If you think you need a business mentor or to set up your RTO connect with RTO Mentor to discuss your situation.  

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RTO compliance

Solutions for Streamlining RTO Registration

RTO Registration is the first step to provide accredited training and assessment services aligned with industry needs. Establishing a Registered Training Organisation (RTO) is a significant endeavour. It’s about creating a business entity; it’s about ensuring compliance with standards, providing quality training, seeking training needs with stakeholders, and navigating complex regulatory frameworks. For this reason so many aspiring RTO owners find the process to be daunting, filled with uncertainty and confusion. At RTO Mentor, we’ve listened closely to the challenges our clients face when embarking on the journey to register an RTO. Overwhelmingly, we’ve heard four common concerns echoed time and time again:   Addressing these concerns head-on, RTO Mentor offers a comprehensive solution designed to simplify the journey to RTO registration. Establishing a Registered Training Organisation is not just about providing education; it’s about empowering individuals with the skills and knowledge to shape their futures and contribute meaningfully to society. Merinda Smith Our approach is built on three pillars: 1. Efficient Registration – With RTO Mentor, the registration process becomes streamlined and expedited. We provide clear guidance and support every step of the way, ensuring that clients know exactly what is required and how to proceed. We empower people to manage the process allowing them to take ownership of the day-to-day compliance which fosters a sense of accountability and responsibility. 2. Comprehensive Support – From gathering & reviewing evidence to re-developed compliance documentation, RTO Mentor offers comprehensive support to meet all registration requirements. Our RTO consultants brings a wealth of experience and expertise to the table, guiding clients through the process with confidence and ease. 3. Ongoing Compliance Management – Registering an RTO is just the beginning; maintaining compliance is an ongoing commitment. With RTO Mentor, clients gain access to a suite of tools and resources designed to simplify compliance management. From audit preparation to continuous improvement initiatives, we help clients stay on track and meet regulatory standards. RTO Mentor is more than just an RTO registration service they care about your business and it’s sustainability. The registration aspect of your RTO is just the beginning. We believe it is a journey of leadership, guiding others to excel while under our guidance, and when we are not there. We’re a partner in your journey to becoming a quality training organisation in vocational education. With our efficient, and effective approach, we make the process of starting and maintaining an RTO easier than ever before. Merinda Smith CEO / Founder If you’re not having fun with what you’re doing then you’re doing it wrong Spend 30 minutes discussing your RTO Book In Now

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RTO Mentor student safety

VET Insights / Trainer Capability / Compliance

Earlier this year, I stepped into a short-term contract delivering the TAE40122 to a specific, and often misunderstood, cohort: blue-collar workers. These were experts in their trades – people who could erect scaffolding or dismantle an engine with their eyes closed, yet they were stepping into an environment of assessment, intense wordsmithing, and delivery for the very first time. Many hadn’t written anything longer than a workplace incident report in years. In those first few days of the delivery, the resistance was hot in the air. I heard the groans, the pointed remarks, and the blame, shame, denial and sometimes fear creeping in. The sheer volume of work, the unfamiliar learning management system, and the vulnerability required to express their thinking in writing landed on them all at once. You could hear their internal brakes squealing as they outwardly huffed and puffed. But as we moved through the course, something shifted. Last week, as they finalised their final unit, I witnessed a group of people who hadn’t just learned to assess; they had fundamentally expanded their identities. This experience brought something into sharp focus for me: The true intent of the 2025 RTO Standards. Building People, Not Just Ticking Boxes The Shift from Process to People For a long time, the VET sector has been bogged down in the administrative “how” – the ticking of boxes and the gathering of paper. However, the 2025 Standards for Registered Training Organisations have made a significant shift. They move us away from prescriptive inputs and toward outcomes and learner well-being. Watching my blue-collar cohort grow, I realised that this is what the new Standards are actually asking of us. Here is how true facilitation aligns with the 2025 framework:   1. Learner Support and Well-being (The “Whole Person” Approach) The new Standards place a heavier emphasis on the learner’s journey and safety (both physical and psychological). When my students were “squealing the brakes,” they weren’t being difficult; they were experiencing cognitive overload and fear of failure. Under the 2025 focus, “support” isn’t just about having a policy on a hard drive. It’s about: Active Facilitation: Recognising when a student is disengaging due to stress or anxiety and providing steady encouragement. Tailored Resources: Designing assessments and learning materials that are genuinely accessible, particularly for those who haven’t studied in years. Psychological Safety: Creating a space where learners feel safe to fail, to experiment, and to ask questions without judgment.   2. Adaptive Delivery and Flexibility The “cookie-cutter” approach to the TAE is dying. This cohort would have struggled, or dropped out, in a distance-only, “read this PDF” model. They needed context. They needed to see how their trade experience translated into the training environment. They needed facilitation, conversation, (a bit of metaphorical hand holding) and guidance to connect what they already knew with what they were being asked to teach. Under the 2025 RTO Standards, this approach isn’t just a nice-to-have; it’s part of compliance. The Standards emphasise learner-centred design, active engagement, and accessibility. It’s about recognising that each learner brings a unique mix of experience, skills, and challenges, and creating learning that meets them where they are. For this cohort, providing tailored examples, real-world scenarios, and coaching through the writing and assessment process made all the difference. They weren’t just completing units; they were transforming their identities from workers to trainers, building confidence, and understanding the value of their experience in a teaching context. The new Standards empower RTOs to demonstrate that their training is fit-for-purpose. This means we have the license to slow down, to contextualise, and to focus on the quality of the skill acquisition rather than just the speed of completion. 3. Integrity in Assessment The transformation I witnessed wasn’t just confidence; it was competence. By the end, they understood why assessment validation matters and how to support a learner. The 2025 Standards demand that assessment outcomes are genuine. When we rush learners or do the heavy lifting for them just to get them through, we rob them of that “fog lifting” moment. True integrity is sticking with the learner until they get it – ensuring they leave us as capable trainers, not just certificate holders. The Leadership Role of the Trainer To me, being a TAE trainer has never been about checking units off a list. It’s about empowerment. It’s about building people up from the inside out. The revised Standards call for stronger educational leadership. This means RTOs need to develop trainers who are subject matter experts, AND mentors. We need trainers who can spot the potential in a nervous tradie and nudge them toward a bigger version of themselves.   The Takeaway for RTOs If you are managing an RTO or leading a training team, ask yourself: Are our systems set up to handle the “squealing brakes” moments? Do our trainers have the time and emotional intelligence to facilitate identity shifts, not just mark papers? Are we viewing the 2025 Standards as a compliance headache, or as a permission slip to focus on quality human outcomes? Watching this cohort grow has reminded me why this work matters. It’s why I’ll always champion those brave enough to learn in unfamiliar territory- and the RTOs brave enough to support them properly. Here’s to the next group who put their hand up to grow.      Blog by Merinda Smith – RTO Mentor, TAE Lecturer, Leadership Coach🎧 Listen to my podcast: The Reins of Leadership💬 Connect on LinkedIn | 📩 Contact me for mentoring & compliance support  

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RTO Consultant RTO Mentor

Feedback, coaching and learning in your RTO

Giving feedback is just as beneficial as receiving feedback, because it makes us think, reflect, and consider other views as well. How do you use feedback?
Are you reflective? Or do you dismiss it as someone having a bad day?
Here Merinda considers ways for you to use it to your advantage.

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The Key to RTO Success

Creating Exceptional Student Experiences

The Key to RTO Success is providing an exceptional student experience. When students encounter excellence at an RTO, they naturally become ambassadors, sharing their positive experiences with others. Conversely, subpar experiences can lead to negative word-of-mouth, potentially damaging an RTO’s reputation. Sadly, humans have a tendency to remember negative experiences more vividly than positive ones. This psychological phenomenon, known as negativity bias, suggests that negative RTO experiences might be more easily recalled and shared. Both positive and negative experiences are shared through word-of-mouth. The power of word-of-mouth marketing for RTOs relies on students remembering and communicating the quality of their experiences, not just the fact that they had an experience. These authentic endorsements carry significant weight in influencing potential students’ decisions. Positive experiences shared by peers are perceived as more trustworthy than traditional marketing materials, making them a powerful and cost-effective promotional tool. Positive testimonials amplify an RTO’s reputation, making it more attractive to potential students and employers. This can lead to increased enrolments and partnerships So how do we harness this power? Delivering Relevant and Aligned Content Create an experience that is worth talking about Encourage students to share their experiences on social media platforms. Regularly collect and act on student feedback to continuously improve your offerings.   Delivering Relevant and Aligned Content A key aspect of creating an exceptional student experience is providing content that is directly applicable to learners’ needs and aligned with industry objectives. This ensures that students receive education and training that meet industry needs, making them more employable. I recall a leadership training session, where the facilitator, Sarah, began speaking, and I knew the course was going to be different. Her energy was infectious, and she immediately engaged us with a thought-provoking question about our biggest leadership challenges. The room lit up with everyone contributing. As I listened to my peers share their experiences, I realised I wasn’t alone in my struggles. As the course continued we didn’t just learn theories; we practiced them in real-time through role-playing exercises and case studies based on our actual work situations. Everyone loved it and there was always a high energy vibe in the room. What truly made this training valuable was the follow-up. We weren’t just sent back to our jobs with a binder full of notes. Instead, we were paired with accountability partners and had monthly check-ins with Sarah to discuss how we were implementing our new skills. Six months after the course, I noticed a significant improvement in my team’s performance and morale. I was communicating more effectively, delegating with confidence, and fostering a more collaborative environment. My supervisor noticed too, and I was given additional responsibilities as a result. I raved about this training session to anyone who would listen. I am sure I sent at least 50 students to them. This is what I am talking about, an experience that people rave about. To achieve this: Regularly update course materials to reflect the latest industry trends and technologies. Involve industry professionals in content development to ensure relevance. Clearly connect course content to learning objectives and real-world applications. Incorporating e-learning into your RTO’s offerings can significantly enhance the student experience. E-learning has been shown to increase student performance, with research indicating that students retain 25-60% more information through online learning compared to traditional classroom settings. Key benefits of e-learning include: Higher student engagement through multimedia materials. Flexibility for students to learn at their own pace. Better data and analytics tracking for continuous improvement.   Creating Engaging Learning Environments To create an exceptional student experience, focus on : Providing personalised learning that caters to different learning styles. Provide opportunities for students to apply new skills in real-world scenarios. Incorporate teamwork and peer-to-peer learning. Include follow-up activities to support long-term retention.   This approach helps bridge the gap between theoretical knowledge and practical application, leading to better learning outcomes and improved performance in the workplace. From a faciliators perspective it is always wonderful to see those lightbulb moments as participants connected theory to practice. Watching people discover new techniques and immediately apply them in mock scenarios are often a highlight of the day. Gathering and Acting on Feedback Great training programs are regularly evaluated and updated based on feedback and changing needs. This can be done through: Surveys at different stages of the student journey. Focus groups to gain deeper insights. An open-door policy encouraging students to share their thoughts and concerns. All of these areas will assist you to get that valuable student feedback – the one where they market your RTO and it’s services to others. By focusing on creating exceptional student experiences, RTOs can build a strong reputation, increase enrolments, and create a community of satisfied learners who become brand ambassadors. Remember, the student experience is not just a nice-to-have – it is a critical factor in your RTO’s success.

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