Apprenticeship toolkit

Productivity tools

Are you making best use of digital productivity tools to help individuals and teams manage their work?

Using digital tools need not be expensive and there are many relatively low-cost products tailored to apprenticeship delivery.

Simple tools like online calendars, diaries, notes and reminders keep people on track and are even more effective when they are shared.

NB: For education access to free tools you may need to show that you are on the Education and Skills Funding Agency (ESFA) register of training organisations and know your UK Provider Reference Number (UKPRN) obtained from the UK Register of Learning Providers (UKRLP).

Commonly used productivity tools include:

Microsoft tools

Microsoft Teams is increasingly being used to support apprentices and and other learners. Weston College are rolling it out as their primary learning support platform and collaboration space across all programmes.

Teams has many integrations available including with the rest of the Office 365™ suite and Microsoft offer many other free apps for education.

Jisc has negotiated a special legal settlement on the use of Office 365.


Google offers a range of free and low-cost tools for education. Jisc has negotiated a special legal settlement on the use of Google apps.


Skype is great for meetings without the cost and hassle of travel. The free version will suit smaller providers. Skype for Business, as used by JTL training for weekly meetings with their regional managers, is low-cost and can integrate with your MS Office suite of applications.

Examples of effective practice

Streamlining administration of staff travel: JTL and HIT Training are both using mobile apps to streamline staff travel administration. Staff tell the app when they start and finish a journey and the record of distance and expense is automatically uploaded to a cloud application

Supporting transformation: a digital environment that works for all: The Isle of Wight College delivers its apprenticeships via Microsoft Office 365® service and ELEARNING FORCE LMS365®. Read the case study

West Berkshire Training Consortium is successfully using the MESMA improvement management software, an off-the-shelf tool to do their self assessment and quality improvement plan. See another example of its use here.