Checklist for Implementing Your Enterprise LMS!

The new buzz word or do we say the old name that’s recently creating a buzz. Yes, Learning Management System. 83% of organisations currently use LMS. Additionally, the global learning management system market will reach an estimated value of $23.21 billion by 2023—[Source].

The modern corporate learning sphere has seen an accelerated use in implementing LMS. “According to recent research by the ATD, most respondents (73 per cent) said their LMS use has risen in the past two years, indicating that LMS use is rising rather than remaining stagnant.

Why? Well, an LMS comes with multiple benefits. Learning Management Systems are a software application that provides an all-inclusive framework that handles all aspects of the learning process, including storing, delivering, and tracking your learning content. An LMS helps identify and assess individual and organisational learning goals and track the progress toward meeting those goals. You can use an LMS to collect actionable, quantifiable data for creating plans of action. What’s more? You can use an LMS during team onboarding, as well as compliance and skills gap analysis.

Since an LMS centralises the entire learning process and saves time and costs, it’s essential to get it right. To help you with the process, we are happy to share our 10-step checklist for flawlessly implementing LMS.

The 10-step Checklist to Implementing LMS

We have segmented this checklist into three sections for easier understanding — People, Tools & Technology and Process. Let’s dive right in!

PEOPLE

1. Make Decisions

While implementing LMS, you and your team will need to make several feature-focused decisions. However, you do not need to get overwhelmed. You do not need all of the features in your LMS. Therefore, kick off the process by making a list of the essential elements. Discuss with your team what you want or do not want in the Learning Management System. Do you plan on adding users to the LMS? Will you integrate the software into your HR system or use a CSV file for batch uploads.

Hold a couple of brainstorming sessions to finalise a nice-to-have features list that you plan to set up post-implementation. Think if you wish to promote social and informal learning through the LMS forum. Decide if you want your employees to support one another and share knowledge with their peers. Analyse if your company’s learning culture includes healthy competition. If yes, you might consider having gamification features and engaging quizzes in your course modules.

Ad: PlayAblo’s Enterprise-Grade Micro-Learning platform is for the modern corporate learner. Micro-Learning, along with assessments and gamification features, ensures learning outcome measurement along with sustained engagement.
Find out more and request a custom demo!

2. Get Your Team Members on One Page

When you start implementing LMS in your organisation, you also need to assign different user roles, such as admins, managers, or instructors. Kick-off the process by deciding what roles different users will have in the LMS? Understand the level of access to grant to the users. Usually, admins are the top-level executives on both main portals and sub portals. They are the ones who give access to other users. On the other hand, managers look after and run reports on the training—finally, Instructors who will execute training on the LMS.

When you have clarity on all of the three roles, you can then decide how they will help with the implementation and launch of your new LMS. Will they hold individual responsibility for the deployment of their respective learning portals? Do they have the essential knowledge required to brand the portal and choose the right course content to upload? Finally, before the launch date, do they have enough time to complete all of the tasks as mentioned above?

3. Involve Your Stakeholders and Top Management

An LMS needs the management’s support. After all, they are the ones who will handle the commercial aspect. Hence, keeping the management in the loop about all that is going on is essential. Again, you also have to get your stakeholders on board early on in the process. If not, there is a chance that all your efforts in the groundwork might go to waste. You have first to identify your stakeholders and understand their roles. Stakeholders are the individuals and groups who are directly or indirectly affected by the LMS. If they do not support your LMS, there is a high probability of failing soon.

TOOLS AND TECHNOLOGY

4. Decide if You Wish to Integrate Third-party Systems

You can also consider integrating your existing systems with your new LMS — which is hugely beneficial for your organisation. For instance, if you integrate your CRM or HR system with your LMS, you can easily add or remove new or existing users. For example, suppose you have a recruit in the marketing department. In this case, the LMS automatically pulls their data in and enrols them into the targeted courses. They might additionally get automatic notifications to update them on their training schedules.

5. Plan Out the Structure

Learning portals consist of distinct portals, which enable one to control, manage, and disseminate knowledge to learners. There is a single top-level portal that serves as the LMS’s control room. This top-level portal holds autonomy over several sub-portals that fall under it. Now, if you consider using this feature, you might have to start the process by figuring out your LMS’s optimal structure. This is especially important if you plan to have more than one portal. First, assign your top-level portal, and then, give it a name and brand. Finally, use it to control the rest of the portals. Please note that each portal will need to have its own admin and manager.

6. Get Your Course Content Ready

Without content, you won’t have any training modules, to begin with. Therefore, you must consider this aspect before implementing LMS. Decide the type of content you’re going to use. Will you be using SCORM or XAPI to upload content? Will you be using and overhauling existing legacy content like PPTs, Word documents, PDFs, or videos? Or are you going for a more mixed approach? In either case, your main priority should be to make the courses engaging and accessible. To up the engagement factor, ask your employees and managers for feedback on your current training materials. Once you complete this exercise, you give your staff the chance to voice their opinions and feel included. Not only this, but you also collect vital info about your company’s new LMS’s requirements.

Please note that you must optimise all of your content for all device types. Since mobile learning is so popular among contemporary learners, you should think of investing in a responsive LMS with course content suitable for all devices. Again, blended learning, which involves combining traditional, face-to-face learning with eLearning methods, is another terrific method to increase the engagement rates among trainees.

Ad: PlayAblo’s Enterprise-Grade Micro-Learning platform is for the modern corporate learner. Micro-Learning, along with assessments and gamification features, ensures learning outcome measurement along with sustained engagement.
Find out more and request a custom demo!

PROCESS

7. Set a Time Frame

For every process, you need to have a schedule. Therefore, decide on the launch date of your LMS. But setting this date arrives with several considerations. How complicated is the LMS, and how detailed is the implementation process? What are your content requirements? What security checks do you need in place? After considering all of these factors, make a realistic goal, and set expectations for your stakeholders. As per recent data, most corporates usually put a time frame of one to two months.

When picking a launch date, consider what your training is for. If you’re looking to train employees or partners in compliance, you’ll likely have a hard roll-out date. However, it’s always smart to have a goal to work towards. If your organisation has a more relaxed timeframe, set a soft roll-out date. Having a date, even a general one, helps you stay on track and organised throughout your LMS implementation.

8. Finalize the Key Performance Indicators

Key performance indicators AKA KPIs are vital to stick to your end objectives. KPIs measure your results, allowing you to assess performance, which can improve over time. Of course, to set your KPIs, you will need to record your previous data. It would be best if you also decided on your end goals, ranging from 100% course completion rates to increased course engagements. You may also consider having discussions with your customer success manager to finalise your KPIs.

9. Test It

Once you have set your KPIs, picked your team, planned the portal structure, and finalised the content, your next step should be to test out the new LMS. Talk with your vendor if they conduct a test launch after you have completed the above steps of implementing LMS. Just imagine! You have launched your LMS, and your trainees are not enrolling for the correct courses! Worse still. What would you do if the courses do not render well as per mobile devices? Hence, a pre-launch test will help prevent any issues from occurring on the actual launch date.

10. Repeated Improvisation

Implementing LMS is just the beginning of a long and continuous process. You need to ensure that you have measures in place for continual improvement and investment in your LMS. These measures are necessary to ascertain that you achieve all your critical KPIs. When your software comes with LMS reporting features, you can easily track what content works for each course. You can also collect learner feedback and monitor course completion rates. When you have all this data in hand, you can improve your organisation’s training program performance. You can additionally optimise the learning experience for your learners.

It is essential not to get stuck in one place. Your efforts should be to evolve and expand. With the help of the above LMS implementation checklist, you are in the right direction. But this does not mean your trials end right here! After all, repeated iterations are necessary to perfect any process. We wish you ‘All the very best!’ as you go along on this beautiful and enriching journey!

Corporate Learning Advisor

Anisha Dutta, our Corporate Learning Advisor, holds a bachelor's degree in electrical engineering and did her master's from IIM Udaipur and Purdue University. She loves working on pieces that require deep research and foresight. Apart from that, she is a voracious reader. Movies, music, and tv shows are the next addiction. Otherwise, she also happens to be an avid traveler, a poet, and an animal lover.

Leave a Reply

Your email address will not be published. Required fields are marked *