We want to make sure we are driving learning outcomes for your business, in a sustainable, repeatable, and scalable way. We call this ‘frictionless learning’. By giving you the tools to do the job effectively, your people will learn better, your business will thrive, and you will save time and money too!
We’ve outlined our approach to delivering ‘frictionless’ learning through our Kallidus Readiness Model. We’ve done the research and learned that it is hardly ever (translated to “never) one person who makes decisions or influences the learning strategy of the organization. These decisions are influenced by leaders in Finance, IT, Operations, even Legal, and are ultimately made by Learning & Development, Talent, and Human Resources. We’ve taken all this into consideration and designed a model that you can use and share with leaders throughout your organization so that you have a framework within which to make the best decisions for your learners and your business as you contemplate the learning management system that works best for you.
The following document provides an outline of the process and tools to support this approach. There’s lots here, but nothing worth having is easy – right?
In fact, we wrote this playbook for people who find their current learning environment — to use the words from our L&D practitioner survey — “a little clunky”. Well, don’t worry! The friction that you feel now is what sparked you to look for something better. The good news is that we’ve done the heavy lifting for you, so now let’s get you moving toward frictionless learning experiences for all!
We know every organization is starting from their own unique place. Depending on your current use case and progress against that use case, you may be able to skip some of these steps, or this playbook entirely.
If you were buying your first LMS and that first LMS was also the first enterprise-wide system in your company, you might not need to worry about integrations. But that is rarely the case.
Let’s get you ready.
Whether you work with productivity tools or even basic Microsoft applications, your LMS should seamless appear everywhere your learners are. The only way to make this possible is with a plan for integrations, data, and accessibility. We’ll go into each of those areas inside of this playbook. But that’s not all, above each of these considerations is your overall learning governance stance. You want to have agreement around who gets to learn and why, what gets learned, what is a must and what is a nice to have, what information you are willing to share between systems and people. Yes, there is a lot to consider, and we have.
As the role of learning and development plays a larger and larger part of strategic business planning, it is critical for the L&D function to contribute to greater business goals. A learning governance model can ensure your approach to L&D stays in sync with corporate plans and expand with successes. Remember, you are looking to deliver more frictionless learning experiences because every positive learning moment will invite another. Staying in sync with your business goals will create organizational growth that can fund more learning.
What is learning governance?
Learning governance encompasses policies, processes and structures that oversee and guide learning activities to ensure their effectiveness, alignment with organizational goals and compliance with regulations.
One of the reasons we suggest “Safe and Legal” as a foundational use case is because it inherently puts a spotlight on governance. Consider the following as inclusions in your learning governance plan:
Learning governance policies should extend to all types of L&D initiatives and should therefore be reviewed by your key stakeholder group.
The objective of learning governance is to irrefutable make learning the way you conduct your business. Effective learning governance practices promote alignment between key organizational stakeholders and ensure that all learning initiatives directly tie back to business outcomes. Your governance plan unites your initiatives with your stakeholders, and to your learning outcomes together. The best governance plan should answer all the C-suite questions from a strategic perspective and should roll up to a statement that easily answers: “Why do we invest in L&D?”
With a learning governance model in place you should not fear times of disruption because your plan will give you the guidance required to navigate through those hurdles and get back on course. The plan is not an instruction guide, however. Because we know that we live in a complex, fast-paced world, we need to be agile and our governance model should be agile too.
What does learning governance look like in practice?
In our Stakeholder Engagement playbook, we tough on the roles of each stakeholder group. If you followed those prompts, you should be in a good position to bring your governance plan together. The plan itself should include LMS documentation (your provider, IT and your L&D admin should lead this), overseeing the budget, monitoring performance, and change management.
Next, your needs assessment will serve as backbone to your governance plan. You may want to take a look at our Needs Assessment playbook to refresh yourself and borrow some of the tools there. Your needs assessment should include the different learning priorities for different business areas, how learning is happening (current state), and what is expected of learning (future state). Your goal is to create a company-wide understanding for the L&D function while still allowing for flexibility to meet arising and changing needs.
Here are some next steps for you to consider your learning governance plan:
Morale moment! Yes, we put all the sticky spots in one playbook. Integrations are not complex, but they can get complicated. Data is, well, data. It’s everywhere and unless you organize it properly, you won’t see its value.
Accessibility and governance are areas that many L&D practitioners want to skirt around but DON’T. The policies and guidelines you design and maintain will hold your entire operation together so stick it out and get it done correctly.
You got this!
It’s no understatement to say that the accuracy of your people data can have a significant impact on the success of your LMS. Typically, your LMS will use your people data to:
Inaccurate data leads to more manual effort for administrators and, worst of all, can ultimately lead to a lack of confidence in your LMS. Don’t go there!!!
How to assess whether your People data is accurate
So how do you know if your people data is ‘good data’? One approach to consider is get an export of your HR data, review by filtering by column headers, and check for the following:
Key things to check for:
This task might seem daunting, but don’t panic! It can be quicker than you think to rectify and will save a huge amount of time in the future. Existing inaccuracies may have been hidden up to this point, but can easily be exposed when you’re using the data on a more granular level – as you will do to get the most efficiencies from an LMS.
How do we make it right?
Inaccurate data may also be impacting other business areas too so it may be possible to involve the wider business in a clean-up. Can IT or other stakeholders help? Can your HR provider help? Reach out to your IT team – they will be able to advise some nifty tips and shortcuts to update spreadsheets.
Once inaccuracies are identified, reach out to stakeholder groups to discuss what needs to be updated, and importantly to assess how this might impact other systems if the data is changed. Ultimately the whole business will benefit from more accurate people data, so get people on board – it will make a huge difference to the potential of your LMS and your business.
A key step in any Learn LMS implementation is to plan out the content you’d like to add and share with your people. This might be digital or non-digital, mandatory or optional learning. Let’s break it down into considerations.
Your LMS will need to be populated with content before you can import history, assign learning and before you can go live. Further, you need to consider accessibility at this stage. Here is a link to an article for you to review to understand the foundations of accessibility in learning.
Here are some questions will you want to ask about your LMS to prepare the right content for your implementation:
What digital content does the LMS support?
You want to be sure that you can import files you create to your LMS. Further, you want to be sure you know the file types that can be uploaded into your LMS.
For the sake of comparison, Kallidus Learn LMS allows you to create outside of the LMS and import and share those files in the LMS. Kallidus Learn LMS supports eLearning types such as SCORM and AICC, mp4 video, PPT, PDF and XLS.
We’ve purchased off-the-shelf (OTS) content – what happens with that?
If you have purchased a complete library or a selection of courses, you’ll need to identify which courses you want uploaded to your LMS. It is important to know what you are starting with so that you can fill any gaps. Consider your needs assessment plan to identify all you will need.
For an example of off-the-shelf content that you may consider using, visit the Kallidus off-the-shelf course catalog.
We’ve purchased content from another vendor. How does this get added to our LMS?
Before starting your project, we recommend reaching out to your vendor to ask for them to supply you with the eLearning files so you have it project ready.
Where possible we also recommend getting a demo version of content from external vendors so you can upload that content and make sure you are happy with how it displays and operates. If you have numerous courses to upload, your LMS vendor may offer a for fee service to do it for you.
We’d like to move content from our existing LMS into our new one. How do we do that?
Do you have access to the source files? If so, the files could be imported in to your LMS.. If the learning ONLY exists in your outgoing LMS, then speak to your current LMS provider to explore how the learning can be extracted.
We have some other learning we’d like to add. How should we do that?
As above, the key here is having access to the source files. For any eLearning, MP4, PDF, PPT or XLS files you’d like to share, you’ll need the source files.
We’re authoring some eLearning ourselves. Can we get started with that?
Absolutely! It can take time to create the content you need, so allow time for this in your project plan. it’s never too soon to get started.
Many companies have licenses to a content authoring tool. Some companies have an authoring tool built-in with their LMS. Kallidus as a partnership with Articulate, a leading content authoring tool, which is available for its customer to use.
What about Instructor-led training? Can we do anything to get started with that?
Definitely. It’s quite likely that as you explore the learning your people need and want, you’ll find some learning that will be Instructor-led – either online, or face-to-face. View the article ‘Identify the learning your company requires, and your people want’ for more information.
What non-digital learning might we add to our LMS?
Observed competency checks are a great way to ensure learning has hit the spot. For example, take a look at ‘Build and curate learning’ in The Academy to see all the different Lesson types available in Learn LMS, and how they might be used.
As previously mentioned, integrations will play a big part in your frictionless learning experience. It is important for you to know what systems your organization has in place and how your LMS will interact with them.
Let’s consider what you have.
Knowing which systems your learners use will be a major way to drive engagement. If you can properly integrate with the systems then you can ‘show up’ in what the learner is already seeing.
Phew! That was a lot. The good news is that all of it is in one place for you to come back to as you work through your thoughts. Let’s do a pulse check and take the Kallidus Readiness Assessment. The Kallidus Readiness Assessment was designed to help you progress toward your goals. Now that you have read through this playbook, why not see where you are? Take the readiness assessment now.