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Justify your training budget with a clear cost report
Turn your spending sheet into a short report showing cost per learner, what each course achieved and where money could go further.
When to use it
Each quarter or before budget meetings
Step by step
Keep one cost sheet
In Excel or Google Sheets, list each course with: date, number of learners, trainer cost, venue, materials, travel and any feedback or results score.
Ask for the analysis
Copy the table into your AI assistant with this prompt.
Prompt to copyHere is my training spend for [period]. Please: 1) work out total cost and cost per learner for each course and overall; 2) compare in-person and online delivery where both exist; 3) rank courses by cost per learner alongside their feedback or results scores; 4) suggest 3 practical ways to reduce cost without hurting results; 5) write a half-page summary for [audience, e.g. the finance director] in plain language. Show your workings in a table so I can check them. Data: [paste table]Check the numbers
Recalculate two or three of the totals in your spreadsheet to make sure the figures match before you share anything.
Write it up
Paste the summary and table into Word, add your own context on business results, and send it ahead of the meeting.
What you get
Q2 spend: 14,200 across 9 courses, 121 learners (117 per learner). Online sessions cost 41% less per learner with similar feedback (4.3 vs 4.4). Suggestion: move the refresher courses online and keep new-starter training in person.
Tips
- Only report the improvements you can actually show; leave out guesses about impact.
- Remove individual salaries or personal details before pasting.