How to implement an LMS in 8 easy steps

LMS implementation is the process of setting up a Learning Management System within your organisation which will help store, track and analyse the learning and training that is rolled out to your employees. If your learning management system is non-existent or lacking in some way, this will likely lead to less user engagement, low completion rates and employees who are not fulfilling their professional goals.

Below are 5 reasons for implementing an LMS:

1. You will have a centralised platform to manage and deliver training
2. Virtual learning can be provided to large groups of people which is ideal for hybrid or remote working models
3. Content within the learning solution can be tailored to the specific needs of your employees and organisation
4. Mandatory training can be updated in line with compliance regulations
5. The tracking and analysis of the learning is easily available in one place

The stages of an LMS implementation can vary, with some defining it as starting from the selection of a provider. Nevertheless, it is crucial to consider important factors before this stage to ensure a seamless process. This is why we are going to begin with identifying your learning objectives.

Firstly, you need to ask yourself why you are carrying out LMS implementation. Is your current solution not performing in the way it should or garnering the right results? Do you not have an solution and this is the first time you are introducing it? Your answers to the previous questions will help you shape the learning objectives.

If you are looking to replace the LMS you are currently using, then you need to identify the pain points and limitations. Ask yourself what has lead to the decision to replace your system with a new one? It may be that the scalability is not suitable for the future of your learners, the content just isn’t cutting it or the reporting tools are not giving you the right information - whatever the reason behind it, you need to have these at the forefront of your mind.

Once you have established why you are implementing an LMS, you can think about what the new one must have to ensure a seamless experience for users and to avoid any roadblocks previously suffered. Below are some questions you may want to consider when mapping out your objectives:

• What do you want  to achieve?
• What type of content needs to be available?
• How many learners will be using the LMS?
• What support is available for users?
• How long does it take to implement and is the timeframe suitable?

Understanding the expectations of your new LMS will help shape the next step so answering these questions honestly and thoroughly will give you the opportunity to implement the most suitable solution for your specific needs.

Now you’ve chosen which provider you want to go with, or at least whittled down a longer list to a select few options, then you should be in a position to create an LMS implementation plan. Your plan needs to include a timeline so you can have a clear date of implementation and ensure it is stuck to. This timeframe will depend on the specific training and business needs.

A successful LMS implementation plan should include the following details:

1. Establish a Timeline: Start by setting a clear timeline that outlines the specific date or timeframe for the implementation process. The timeline should consider the training and business needs, allowing for a realistic and achievable schedule to be maintained.
   
   
2. Identify Resources and Stakeholders: Determine the required resources for implementing the solution and identify the key stakeholders. This includes individuals responsible for content creation, system configuration, user training, technical support, and overall project management.
   
   
3. Communication and Task Distribution: Effective communication is essential for a successful implementation. Communicate the LMS implementation plan to all stakeholders, ensuring that they are aware of their tasks and responsibilities. Distribute tasks accordingly, providing clear instructions and deadlines to maintain accountability and keep to the agreed timeline.
   
   
4. Allocate Budget: Allocate a budget for the implementation plan based on the expected costs. Consider factors such as licensing fees, customisation, content development, training, technical support, and any additional resources needed. Ensuring appropriate budget allocation helps avoid unexpected financial constraints during the implementation process.
   
   
5. Collaboration with the provider: It is important to have open communication with the selected provider. Discuss the implementation plan with them including timelines and specific requirements. Seek their guidance and expertise to ensure that both your expectations and the capabilities of the LMS align effectively.

When your implementation plan is followed correctly, it significantly reduces the risk of hitting roadblocks that you haven’t prepared for. While there is always a chance that factors will pop up that haven’t been accounted for which may delay or derail the implementation process somewhat, your plan should help to navigate these successfully.

With eLearning content being the backbone of an LMS platform, this is a crucial next step. Having the right kind of content will ensure that users participate enthusiastically with the chosen LMS. During this stage, you can assess the type of content you currently have (if any) and it’s the ideal time to integrate new content if needed.

Timescale for the content implementation will depend on the specific needs of your organisation. Some suppliers offer their own library of content which can be integrated seamlessly. Alternatively, you will need to liaise with an external content developer or build a team in-house to handle this which may take longer.

Access LMS comes with a large library of eLearning content, and you can also gain access to our eCreator tool, allowing users to build their own content.

LMS migration is the next step in the implementation process, and an extremely important one. It involves moving over all of your data and course material from the old system to the new one. The stage requires:

• Understanding what data your current LMS holds – this will likely be user profiles, learning scores and reporting information.
• Cleaning your data – remove duplicates or outdated information and standardise formats and categories which will ensure the accuracy and quality of the migrated data.
• Exporting the data – make sure you back up the data using the functionality provided to avoid any issues during the migration process.
• Import into the new LMS – a modern solution will usually offer data import functionality that will map the fields from the exported data to the fields in the new system.

You will likely want to involve the new provider, as they can often handle the migration process as part of the package, but being aware of and working with them to achieve the above steps will make things much smoother.

Change in the workplace can be tricky to navigate, and implementing a new LMS is no different. Training your users will help alleviate any pushback that may come about when introducing a new system and ensure it is adopted and utilised going forward.

The level of training required depends on individuals and teams and how much they will interact with the LMS, so this should be taken into account before training is carried out.

An orientation session will likely be the first port of call, with a focus on the fundamentals of what the solution is and its main functionalities. This could include:

• Navigation of platform
• Accessing courses
• Completing assessments
• Tracking progress

Resources and ongoing support should be available to ensure that learners are not only using the LMS correctly, but that they are also empowered and encouraged to use it to further their learning and development.

The last (and possibly most crucial) step before rolling out the final solution is testing it thoroughly. This is the time to share the LMS with a small group of users and get their feedback on it. Have them follow specific course guidelines but also test for any bugs or missing information and generally have a play around. Once they have done this, check with them whether all of the below areas are working correctly:

• Functionality
• Performance
• Security
• Ease of use
• Engagement with content

Ensure all of these areas are tested and reported on before the platform is rolled out to the end users, to guarantee a seamless LMS implementation. This is also the stage to be liaising closely with the vendor to ensure that any issues that crop up can be resolved as soon as possible.

It’s now time to switch to your new platform and get your employees to start using it. This last step should be the easiest if you have implemented the rest successfully, but the switching over can be done in a few different ways so this needs to be agreed.

• A changeover completed in one go at an agreed time
• A gradual phase out of the old solution and an introduction to the new LMS
• Running both systems at the same time prior to the change

This decision should be discussed with your provider as they will be able to advise on the most suitable LMS implementation switchover process. You also need to be aware of any impact there will be to users during the rollout (such as a blackout period) and inform them of this prior to the rollout.

Once these steps have been taken, it is time to make the full switch to the new LMS. The plan has been carried out, all data has been transferred successfully and your users know how to use the system correctly – you’re on your way to using your new LMS!

So, there you have it – how to set up an LMS in 8 simple steps.

While the process may seem daunting, if you have chosen a good provider and followed your LMS implementation project plan, then you will be set up for a successful and smooth transition. We hope this guide has been useful in giving you the tools you need to understand how to implement an LMS.