RTO Mentor - RTO set Up and Business Coaching BLOG

Introducing the New Era of RTO Leadership!

RTO Leadership is changing. RTO leadership is needing to undergo significant changes as vocational education and training continues to change. I’ve been writing about this for years, and finally we have it written in the RTO Standards. , Today’s RTO leaders are expected to adapt their strategies, moving beyond a sole focus on compliance to cultivate a culture of excellence and innovation. This shift means so much more than what ahs happened in the past with many RTO. It means prioritising a student-centric approach that meets regulatory standards and enhances the overall learning experience. https://www.youtube.com/watch?v=cfr0fQdGYq8 With the recent updates to the RTO Standards, the role of RTO leaders is evolving, and we’re here to talk about what that means. What’s New?The new standards emphasise integrity, accountability, and a commitment to quality outcomes for students. As an RTO leader, you’re not just overseeing operations; you’re shaping a culture of excellence and continuous improvement. Key Responsibilities: Why It Matters: Effective leadership is critical for delivering high-quality vocational education. By taking on these changes, you can empower your team and provide exceptional support for your students. Here’s why: Quality Assurance: With the increased focus on quality outcomes, your leadership directly impacts the standard of education your RTO provides. By embracing these changes, you’re ensuring that your students receive the training that truly prepares them for their careers. By focusing on risk management and continuous improvement, you’re building an RTO that’s surviving, and thriving in a continuously changing sector. This resilience is key to long-term success. Industry Relevance: Your ability to create strong industry connections means your RTO can deliver training that’s compliant, AND genuinely valuable in the real world. This makes your graduates more employable and your RTO more reputable. As you navigate these changes successfully, you’re not just leading your RTO – you’re helping to elevate the entire VET sector. Your innovations and best practices can inspire others and contribute to the overall quality of vocational education in Australia. Student Success: The emphasis on student wellbeing and support means you have the power to create an environment where every student can thrive. Your leadership in this area can dramatically improve completion rates and student satisfaction. By championing these changes, you’re creating a culture of excellence that motivates and empowers your staff to deliver their best. Effective leadership in this new landscape isn’t just about ticking boxes – it’s about seizing the opportunity to redefine what quality vocational education looks like. By looking at these standards proactively, you’re positioning your RTO as a trusted, compliant organisation. This can lead to smoother audits and a stronger reputation with regulators. Win! You have the chance to make a real difference in the lives of your students and the strength of your industry. This is your moment to shape the future of vocational education, creating a legacy of excellence that extends far beyond your own RTO. By welcoming these changes and leading with vision and purpose, you’re going to ensure meeting standards and you’re setting new benchmarks for what vocational education can achieve. Your leadership can transform lives, boost industries, and contribute to a more skilled and prosperous Australia. I challenge you to rise together and make a lasting impact on the VET sector!

How to allow your RTO to thrive

By implementing a comprehensive marketing system, your RTO can effectively reach and engage prospective students, ultimately contributing to the growth and success of your educational institution. You are passionate about your industry, you want to help people. So you decided to have an RTO. You knew that by becoming an RTO you can help one person at a time. You got your registration and you started to deliver your training. Your clients come in small doses, and you still love helping others, yet are you still having fun? Maybe not, maybe it’s becoming too hard. Your business needs to pay you a profit, and when it doesn’t do that the fun dries up. You become stressed, and you stop loving your business. When you have a system in place to drive clients to your door, the fun keeps going and help more people. You can help more people for longer when your business is solvent. This reduces your stress, and allows you the time and energy to care about your business, your staff and stakeholders. Marketing your business is a key component of its operations. It is through your marketing consistently that your receive students. With all the systems required to set up in your RTO, so often marketing systems are missed. Marketing involves all aspects of someone never hearing about your services, to signing them up, delivering the course and then having those satisfied students telling others about your amazing courses. This of course is called word-of-mouth marketing – it’s free and when done well it can help your business to boom. One of the observations I’ve made whilst working with RTOs is this whole process of marketing is not being considered. The RTO Standards say your RTO must honour all commitments made in any marketing or advertising materials. All information on any advertising or marketing material referring to your RTO and training and assessment must be accurate. People manage to do this, mostly, yet they neglect having a marketing system. Another observation is RTO’s love to deliver their courses to ‘everyone”. Yet the reality is when you niche down and only deliver your courses to a specific sector, you actually become known for that, and get more clients. Let me explain, when you have a leadership qualification on scope you can market to everyone. Yet if you marketed just to the plumbing sector it enables you to be super clear about how you serve your audience. You then become known within the value you bring to the sector with your leadership courses. You market just to them, increase your profits because you are not marketing to everyone; and they talk about you – in a positive way. This reduces your marketing costs, increases your trust and credibility and reduces your competition. WIN, WIN, WIN. Market Research Communication with your stakeholders will help you find out where your niche is. Conduct thorough market research to understand the demand for training programs in your niche. Identify your target audience, their needs, and preferences. Analyze competitors to identify unique selling points. It also needs to be a part of your marketing system. You need to know what they want. You need to be regularly asking them simple questions like What do they actually want? What has changed since I last asked you? How long should the course be? What problems are they facing right now? What specifics do they need training in? Continuously improving your approach to regulation will help your clients, students and your RTO compliance. NCVER reports that micro credentials are on the rise. This means working with the qualifications you have already on scope, and maybe selecting just one or maybe two units and creating a course for your clients where their greatness needs are. Develop a system for your marketing that includes a process for this whole client experience will allow your RTO to be successful. Going from not knowing about you to having testimonials and word-of-mouth marketing. Include in your process how you cover off on all the requirements of your RTO Standards. Systematic monitoring and evaluation provides your RTO self-assurance. Branding and Positioning Establish a strong and memorable brand identity. Clearly communicate your RTO’s values, mission, and unique offerings. Position your organization as a reliable and quality-driven education provider. Managing your risk is about having a systematic approach and critically examining your approach. You need to demonstrate how you monitor your systems, and this includes your marketing. Give yourself a strategy that is going to move your RTO forward. Content Marketing Develop a content marketing strategy to showcase your expertise in your industry and to engage your audience. Create valuable content such as blog posts, articles, social posts of successful students, and videos that address industry trends, career advice, and relevant topics. (Make sure you meet the RTO Standards on photos and content). Leverage social media platforms to connect with your audience. Share educational content, updates, and success stories. Engage with your followers, respond to inquiries, and participate in relevant conversations. Email list Build and maintain an email list to communicate directly with prospective students. Gather emails from your social posts. Send targeted newsletters to potential students, course updates, and promotional offers. Personalise your emails to enhance engagement. Attend Industry Events Participate in relevant conferences, trade shows, and networking events within your industry sector and within the education sector. These events provide opportunities to connect with potential students, industry professionals, and partners. Looking for support? If you need some help, then I can be there to support you. Book in for a discovery call – it’s a free 15 minute online call. What are you going to do over the next 6, 12 months to ensure you are complaint, and have a sustainable business? If you need some help, then I can be there to support you. Book in for a discovery call – it’s a free 15 minute online call. BOOK HERE Strategy planning Move from being exhausted and lacking clarity and focus to

Good Practice in RTO Assessment

It is not mandatory that you map to the unit of competence. It is however mandatory that you demonstrate how you will meet the unit of competence. Therefore most RTOs undertake mapping.

Prevention: The Key to RTO Compliance and Quality Assurance

In relation to RTO compliance our primary responsibility is to deliver high-quality vocational education and training (VET) that meets the needs of our learners and industry stakeholders. First and foremost it is about our students and their journey. That is why we have systems and RTO Standards. Compliance and quality assurance are not just regulatory requirements – they are the foundation of a successful and reputable training provider. While many RTOs focus on addressing issues as they arise, the most effective approach is one of prevention. By proactively implementing strategies to ensure compliance and maintain high standards, RTOs can avoid many common pitfalls and create a culture of excellence. Maintaining compliance with the Standards for Registered Training Organisations (RTOs) and ensuring consistent quality across all aspects of our operations can be a daunting task, especially with regulatory requirements and industry demands.One of the most effective strategies for addressing this challenge is to adopt a preventative approach to compliance and quality assurance. Rather than reactively addressing non-compliances or quality issues after they have occurred, RTOs should proactively implement measures to prevent these problems from arising in the first place. The Benefits of a Preventative Approach So often it’s about perspective, and when we look at something in a different light, it is still the same, yet different. Embracing a preventative mindset offers numerous benefits for RTOs such as: Cost and Time Savings Reputation and Stakeholder Confidence Quality from Continuous Improvement Risk Mitigation All valid reasons why implementing a preventative approach to RTO compliance matters. So here are some ideas for you to consider: 1. Develop and implement comprehensive systems and processes that govern all aspects of training and assessment, from resource development and validation to learner support and assessment practices. These systems should be regularly reviewed and updated to ensure their continued effectiveness and alignment with regulatory requirements. Proactive Risk Management: Regularly assess potential risks to compliance and quality Develop and implement strategies to mitigate these risks before they become issues Create a risk register and review it periodically Addressing non-compliances or quality issues after they have occurred can be costly and time-consuming, often requiring extensive rectification efforts and potential disruptions to training delivery. By preventing these issues from occurring in the first place, RTOs can avoid the associated costs and time investments. 2. Quality assurance in VET should not be viewed solely through the lens of regulatory compliance but rather as a shared responsibility and a continuous process of improvement. By engaging diverse stakeholders and considering their unique perspectives, training providers can gain a more comprehensive understanding of the needs, expectations, and challenges faced by different groups. Robust Quality Management System: Implement a comprehensive quality management system that covers all aspects of RTO operations including stakeholder engagement. Regularly engage with students, industry partners, and employers Use feedback to identify areas for improvement and potential compliance risks Demonstrate how feedback is used to drive continuous improvement Ensure the system is well-documented and understood by all staff Regularly review and update the system to reflect changes in regulations or best practices This approach can create a culture of continuous improvement, where quality assurance is not merely a box-ticking exercise but a collaborative effort to enhance the overall quality and relevance of VET programs. 3. Invest in ongoing training and professional development for all staff, ensuring they have a thorough understanding of compliance requirements, quality standards, and best practices in VET delivery. This includes providing opportunities for staff to stay up-to-date with changes in the regulatory landscape and industry trends. Continuous Staff Training: Provide ongoing training to staff on compliance requirements and quality standards Ensure all staff understand their role in maintaining compliance and quality Pay for there time whilst doing their PD. Afterall it is a service to you as well as them. Implement a culture where staff feel comfortable raising potential issues or suggesting improvements It brings them into current workplace practices, and they learn from differing perspectives. PLUS Regular team meetings and activities engage your team. (But that is another topic for discussion) 4. Conduct regular internal audits and quality reviews to identify potential non-compliances or quality issues before they become significant problems. These audits should be conducted by qualified personnel and should cover all aspects of the RTO’s operations, from marketing and recruitment to training and assessment delivery. Regular Internal Audits: Conduct regular internal audits of all aspects of RTO operations Use these audits to identify potential issues before they become non-compliances Act promptly on audit findings to address any areas of concern Working with an RTO consultant gives a third party point of view. Allows you to consider other possibilities. As an external party, RTO consultants can offer an unbiased, fresh set of eyes on an RTO’s operations, processes, and compliance approach. They are not entrenched in the organisation’s way of doing things, allowing them to identify potential blindspots or areas for improvement more objectively. 5. Implement processes for continuous monitoring and evaluation of the effectiveness of preventative measures. This includes regularly reviewing and updating systems, processes, and practices based on feedback, audit findings, and changes in regulatory requirements or industry standards. These RTO compliance areas are all things you can do within your RTO or through working with RTO consultants. And I might be a little biased here, yet they bring specialised knowledge and up-to-date expertise in areas like regulatory compliance, training/assessment practices, and quality assurance. This depth of knowledge can help RTOs consider possibilities for enhancing their systems and aligning with best practices. Through their experience working with multiple RTOs, consultants gain exposure to a range of strategies, tools, and methodologies used across the industry. They can suggest possibilities that have proven effective for other RTOs, which the organisation may not have been aware of or considered. Additonally when the RTO Consultant has business and leadership experience, they can provide a future-focused perspective, helping RTOs anticipate and prepare for upcoming changes in regulations, industry trends, or learner expectations. This forward-thinking view allows RTOs to consider possibilities for adapting and staying ahead of the curve. All great

RTO Initial Registration result

What others say about working with RTO Mentor over the years. Words from people who achieved RTO Inital registration using RTO Mentor, who have had internal audits, and had coaching with Merinda. See them here.

Unveiling Vulnerability: Naked Gardening Day

There are so many lessons from the garden for RTOs. Last week over lunch I was listening to a podcast about plant wisdom, and seeking wholeness in nature. Earlier in the week I was discussing a team building day with an RTO, out in the garden. Then today I noticed a new “world day” about nature. I saw the pattern, the theme, which got me thinking about RTOs and business. With so many peculiar holidays that pass by on social posts, I often don’t take notice. One that stands out for me as being eccentrically fun is Naked Gardening Day. Observed the first Saturday in May, this day invites enthusiasts to shed their inhibitions along with their clothes and connect with nature in the rawest form. At first, I took this idea with laughter and scepticism. Then I realised it actually holds a lesson for us all, the power of vulnerability. Picture this: a team of RTO professionals, clad in gardening gloves and sun hats, embarking on a interesting journey of growth and discovery. They decided to trade the boardroom for garden beds and their laptops for shovels. They are knee deep in dirt and manure. Yet laughter fills the air, there is much conversing and the spirits soar. Whilst this act of gardening is not naked, each person is unafraid to get their hands dirty in pursuit of innovation and creativity. The childlike wonder comes to the fore, and participants explore the mysteries of nature. As they dig, plant, and nurture, they discover that beneath the surface lies a wealth of untapped potential waiting to bloom. And in that moment, amidst the laughter and the sunlight, they realize that the true beauty of growth lies not just in the destination but in the journey itself. This team are learning about each other, and apply lessons from nature into their own training practice. Authenticity lies at the heart of both successful gardening and thriving businesses. In the natural world, plants thrive when they’re in environments that align with their needs – the right amount of sunlight, water, other plants and nutrients. Similarly, businesses flourish when they operate authentically, staying true to their values, mission, their client needs and unique identity. Just as each plant species has its own requirements for growth, each business has its own distinct qualities that set it apart from competitors. Honouring these unique traits brings beauty and success. Just as a garden filled with diverse flora creates a rich tapestry of colours and scents, a business that cultivates a distinct identity that attracts customers will foster loyalty. However, authenticity doesn’t mean presenting a flawless facade. Just as every garden has its weeds and imperfections, every business faces challenges and shortcomings. Embracing vulnerability in business means being willing to acknowledge these imperfections openly. It’s about being transparent with customers, employees, and stakeholders, even when the truth may be uncomfortable or inconvenient. Customers appreciate being real (not rude), just real. In our current environment of polished marketing campaigns and carefully curated social media feeds, consumers are increasingly drawn to brands that show their human side. So how can we learn from the lessons of the garden for RTOs. Businesses that are honest about their values, their struggles, and their journey appreciate their journey and the time it takes to grow. They plan for the long-term, and plant now for the future. AND (relating to the naked gardening) By embracing vulnerability and exposing their imperfections, businesses can build trust and forge deeper connections with their audience. Gardening is an act of nurturing and growth, both for the plants being cultivated and for the individuals who tend to them. It involves tending to plants, providing them with the care and attention they need to thrive. Gardening teaches us the importance of attending to the needs of others and fostering their well-being. We learn the importance of observation and responsiveness. We pay attention to the signs of the plants, whether they’re wilting from lack of water or showing signs of disease. We adjust our care accordingly, watering them, providing shade, or administering treatments to restore their health. This attentiveness teaches us empathy and sensitivity to the needs of living beings. Being attuned to the needs of customers is essential for innovation and progress. Businesses must listen to the feedback and preferences of their customers. By understanding their needs, desires, and pain points, a business can innovate and adapt their products and services to better serve their customers. Successful gardens are about the overall environment in which they grow, and so is a business. Creating an environment of growth and development with employees, providing them with the support, resources, and opportunities allows them to thrive. By nurturing the workforce, businesses cultivate a culture of engagement, creativity, and innovation, driving progress and success. The practices and principles of gardening offer a powerful metaphor for personal and organisational growth. Just as a well-tended garden yields a bountiful harvest, businesses that invest in the personal and professional growth of their employees will reap the rewards of a motivated, engaged, and fulfilled workforce. So what is the purpose of me writing this post? I’m asking you to consider what is happening in your RTO? How are you inviting authenticity? When we strip away the layers of protection to connect with nature in its rawest form, embracing vulnerability in business involves shedding pretences to connect with ourselves and with others authentically. Thus we can cultivate cultures of openness, trust, and innovation that empower individuals and business to thrive.

Is it Time for a Job Description Makeover?

The Power of Reviewing RTO Employee Roles Let’s be honest, when was the last time you really reviewed your RTO employee roles and their job descriptions? Not just a quick glance, but a deep dive into what your employees are actually doing versus what their job descriptions say they should be doing. If it’s been a while, you might be in for a surprise. Many of the business owners I work with recently went through this process and discovered significant gaps. Over time, roles naturally evolve – new tasks are added, responsibilities shift, and suddenly, your team is operating in a way that no longer matches the original plan. The most surprising finding? Some roles were duplicated, creating unnecessary overlap and confusion, while others – though still necessary – had been forgotten altogether, leaving critical tasks unassigned! A job description review isn’t just about updating paperwork; it’s about looking at the full potential of your team and positioning your business for long-term success. Think of it as a strategic audit of your human capital, ensuring you’re maximising the value each employee brings to the table. The Benefits of Reviewing Employee Roles Taking the time to reassess job descriptions brings several key advantages: Boosting Morale and Engagement When employees feel their skills are valued and their contributions make an impact, they’re more engaged and motivated. A role review helps align tasks with individual strengths and passions, leading to a happier and more productive workforce. Imagine an employee stuck doing data entry when they excel at client communication. A review could uncover this talent and shift their responsibilities to a more fulfilling role. Streamlining Workflows and Efficiency Are there bottlenecks in your processes? Are tasks being duplicated? A role review can highlight inefficiencies and help you streamline workflows, making your team more agile and responsive. By eliminating redundant tasks and clarifying responsibilities, you can free up valuable time and resources, leading to faster turnaround times and reduced errors. Keeping Your Team Ahead of the Curve The business world is constantly evolving. New technologies, market trends, and industry demands emerge all the time. Reviewing employee roles allows you to spot skills gaps and ensure your team has the training and development opportunities they need to stay competitive. This proactive approach prevents your business from falling behind and ensures your team is equipped to handle future challenges. Improving Compliance & Reducing Risk Outdated job descriptions can expose your company to legal risks. Clear and accurate job descriptions are essential for performance management, disciplinary actions, and legal compliance. Having clearly defined roles can help prevent misunderstandings, reduce liability, and ensure you’re adhering to labour laws. Enhancing Recruitment & Onboarding Up-to-date job descriptions allow you to attract top talent and ensure a smooth onboarding process. By clearly outlining the responsibilities and expectations of each role, you can attract candidates who are a better fit for your company culture and business goals. A well-defined role helps new hires quickly understand their responsibilities, contributing to faster integration and increased productivity. How to Conduct a Job Description Review This doesn’t have to be a daunting task! Having templates helps, and here are some simple steps to guide you: Start with a Conversation: Talk to your employees. Ask them what they enjoy most about their work, what challenges they face, and what skills they’d like to develop. Use open-ended questions like “What does a typical day look like for you?” or “What are the biggest obstacles you face in completing your tasks? Map Out Current Workflows: Identify bottlenecks, redundancies, or gaps in responsibilities. Consider using flowcharts or process mapping software to visually represent how work flows through your team. This will make it easier to identify areas for improvement. Compare Job Descriptions to Reality: Assess whether current job descriptions align with actual daily tasks. Create a side-by-side comparison of the documented responsibilities and the actual tasks performed. Highlight any discrepancies. Consider Employee Aspirations: Where would your employees love to grow? What roles or responsibilities excite them? This demonstrates that you value their career development and can lead to identifying internal candidates for future promotions. Identify Skills Gaps: Determine what new skills are needed for the future success of your organisation. Look beyond current needs and anticipate future trends. Will your team need training in AI, data analytics, or social media marketing? Develop a Plan: Update job descriptions, create training opportunities, and align roles with both individual strengths and business goals. This plan should include specific timelines, budgets, and assigned responsibilities. Ensure that all stakeholders are aware of the plan and their roles in its implementation. Templates & Tools to Help You Don’t reinvent the wheel! Here are some resources to streamline the process: Job Description Templates: Search online for industry-specific job description templates. Sites like SHRM and Indeed offer a variety of free and paid templates. Skills Assessment Tools: Use online skills assessment tools to evaluate your team’s current skill sets and identify areas for development. Workflow Mapping Software: Consider using workflow mapping software like Lucidchart or Visio to visualise your team’s processes. Employee Survey Platforms: Platforms like SurveyMonkey or Google Forms can be used to gather feedback from employees regarding their roles and responsibilities. Make Role Reviews an Ongoing Practice Reviewing employee roles should be a regular part of your HR practices. By making it an ongoing process, you ensure your team remains aligned, engaged, and well-equipped to drive business success. Regular check-ins help prevent role confusion, keep responsibilities clearly defined, and ensure employees are supported in their career growth. A well-structured team leads to better performance, improved job satisfaction, and a business that runs more smoothly. Addressing Potential Concerns: “What if I don’t have time for this?” Answer: Dedicate a small amount of time consistently. Start with one department or team and roll it out gradually. The time invested upfront will save you time and resources in the long run. “What if employees resist the process?” Answer: Communicate clearly and transparently about the benefits of the review. Emphasise that it’s about

Changes to USI need to record student consent.

The new RTO Privacy Notice no longer requires Registered Training Organisations (RTOs) to collect and keep a record of student consent. RTOs are still required to provide the RTO Privacy Notice to all students at enrolment. The new format removes the need to record and report student consent, making the enrolment process simpler.

Super exciting news for you & your RTO

Fees and charges relief for RTOs.
ASQA will waive or reimburse some fees and charges for VET providers and accredited course owners.

Your Assessment system needs a variety of assessment evidence

Assessment systems are incremental in your RTO. There should be method in your madness when developing them. Meaning you should consider the student, the length of the course and any other factors that need to be considered for your learners. When collecting assessment evidence is isn’t just to show the end result.

LLN resources

What Works for LLN video library This is a valuable website with some great ideas, templates. The What Works for LLN is an online library of free language, literacy and numeracy (LLN) training and professional development videos. The What Works for LLN videos are for: 💡 VET practitioners 💡 supporting the delivery of LLN specific units such TAELLN411 Address Adult Language, Literacy and Numeracy skills 💡 LLN professional development for RTOs and their non-training staff 💡 learners undertaking qualifications such as TAE40110 Certificate IV in Training and Assessment/TAE40116 Certificate IV Training and Assessment 💡 trainers, managers, team leaders and supervisors in the workplace. What Works for LLN was funded under the now closed Workplace English Language and Literacy (WELL) Program by the Australian Government Department of Education and Training. All the What Works for LLN videos were produced by Ideas That Work. These LLN videos are freely available to trainers and learners to view online, download or embed into e-learning software or a Learning Management System. https://www.ideasthatwork.com.au/lln/practical-lln-tips-for-trainers-and-assessors/ Practical LLN tips for trainers and assessors

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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