Implementing new technology or upgrading current tools is never an easy task. Having the right strategy when migrating to a new learning management system (LMS) platform can mean the difference between making life easier or more complicated for the learners. Most organizations approach the LMS integration process as they would any project, using a project management framework and its five phases: initiation, planning, execution, monitoring and control, and closing. Integrating into a new LMS should not be done without thoroughly thinking through each phase and considering the best steps to create an efficient process across the entire project lifecycle, maximizing the integration’s outcome.
How can you best ensure a smooth LMS implementation or migration? The Meridian Services team offers helpful tips and insights to make this complex process a little less daunting. Below are their five tips for a smooth LMS integration.
1. Identify Appropriate Stakeholders
Everyone in the implementation team stressed the importance of identifying and involving all appropriate stakeholders as early as possible. Having the right stakeholders involved from the beginning ensures everyone is clear about the requirements and expected end goals. Additionally, involving the right people in the right departments is the best way to gain insight into their various training needs and objectives.
This approach can identify efficiency improvements to implement in the LMS integration, such as consolidating training courses, creating reporting that meets the organization’s needs from the top down, and providing a user interface that makes sense to all departments.
A quick way to identify the right people is to consider which departments and management will be affected. Consider the following:
1. Who will be responsible for tracking progress internally and externally? Is this the best person to tie in the business processes/initiatives regarding training, or is there another level of management that controls this function?
2. Who is responsible for the technical aspects of the software? Will their input be imperative in implementing and integrating the LMS with other existing solutions?
3. What business problems or issues will the LMS need to address? Who should be in attendance to articulate these challenges?
4. Who will be responsible for administering the system, and how much time will they need for training?
Ensuring all appropriate stakeholders are represented throughout initial meetings ensures clear communication and understanding of which items are critical or ‘must-haves’ for the LMS to include, and which are ‘nice-to-haves’ desired by various departments or teams. Stakeholders need to agree on specific requirements first, rather than spending implementation time with the vendor while internal discussions and debates are ongoing.
Anja from Meridian’s Services Implementation team suggests that organizations include their IT team, content management teams, and business groups. Once an ideal list of stakeholders is agreed upon, include them in the initial meetings and solicit their input to develop a plan that makes sense to everyone.
2. Create a Plan with Metrics
Creating a plan seems obvious and intuitive, but having one alone is insufficient. There must also be tangible goals and metrics to measure success. Meridian Implementation Team member Rickard, a specialist in complex custom integrations, noted that metrics are another important but frequently overlooked item. Organizations must ask themselves, “What does success look like, and how will we measure it?”
Most Learning and Development departments know training inside and out. Still, they may not fully tune in to their organization’s key new initiatives or business objectives that can be best achieved through training. When planning begins with desired end goals, it is easier to develop a plan. Consider using streamlined OKR tools to put things in perspective; clearly defined goals can make the creation and implementation process that much easier.
Metrics provide a standard baseline that everyone can understand. The Meridian LMS includes administrative dashboards that make data retrieval and review easier. However, if your organization hasn’t agreed on which metrics will be evaluated, developing reports and dashboards that include impactful data will be more difficult.
3. Define Requirements and Plan for Upgrades
The execution phase should include a clearly defined requirements checklist based on scenarios and use cases while planning for flexibility and scalability. Organizations should take the time to find ways to handle business needs without customizing themselves into a corner. Meridian Implementation Team member Rickard explained, “Customizations do not need to be overly complex. Any customization should be created to be ‘upgrade friendly’ and not something built outside the main product framework.”
For instance, before making the entire LMS available on mobile, understand the organization’s mobile strategy and policies, and consider what is best to deliver on mobile. Perhaps creating specific mobile-centric training rather than providing the complete LMS solution on mobile makes more sense. Mobile functionality is built into the training platform, but your current content may not be mobile-friendly. Understanding where and when learners access training most frequently will help to determine what decisions make the most sense for your users.
While the LMS must address many needs and issues today, it should also consider how future learning and knowledge requirements may impact the organization in the near and long term.
4. Make time for Quality Assurance (QA) testing
Just because the LMS is set up doesn’t mean it’s ready to go live. Organizations often fail to allocate sufficient time for quality testing. While Meridian’s Implementation Team thoroughly tests every project, each client has unique business cases and scenarios that could be overlooked. Creating time in the schedule to review and test standard and unique scenarios is worthwhile.
If the testing phase does not include unique business case scenarios, you may run into problems later that could have otherwise been caught and addressed. It is best to be proactive. Determine unique test cases in advance and provide test scripts to your QA team. Create test scripts once requirements are approved. Meridian’s Implementation Team recommends creating test scripts for client acceptance testing that align with specific use or business cases. Poor planning in this phase can create delays in the project timeline – or worse – issues after going live.
5. Plan for Change Management
Determine early in the process just how you will launch the new LMS. Will the platform be rolled out in phases, or will you run multiple LMS platforms simultaneously and slowly phase out an older solution? Are there essential business initiatives or events, such as inspections and audits, that must be factored into the overall schedule? Important organizational milestones, such as quarterly or yearly goals, the fiscal year, and other business initiatives, should be factored into the overall project timeline.
Every organization is unique and may use the platform differently, so there is no one-size-fits-all answer. Regardless of the decision, the change plan must be effectively communicated to stakeholders and users. Set expectations as to how long the project will realistically take to complete.
Whether this is your first LMS integration or you are a veteran of the process, being prepared with a plan that includes metrics for success will help you launch a stronger learning solution with greater impact on your organization’s mission and goals.
