A strategy for the perfect enterprise learning management system

Further education – no matter when and where: the topic of lifelong learning has gained considerable momentum in recent years in combination with the increased digitalization of our everyday lives. The global corporate e-learning market alone was estimated to be worth around 22 billion US dollars in 2022 and is expected to grow by an average of 10.9% per year until 2030. In addition to the traditional education sector, more and more companies are also taking advantage of flexible and scalable training tools for a wide range of target groups. 

How an e-learning platform pays off for companies 

• Cost-effectiveness: a digital e-learning platform is often more cost-effective than traditional training, as travel and trainer costs are eliminated. 
• Flexibility: learners can complete courses at their own pace and at a time that suits them best. This can lead to higher participation and completion rates. 
• Scalability: e-learning courses can easily be completed by many employees, regardless of location. 
• Clarity: training content and e-learning data are centralized and managed in a learning management solution. 
• Sustainability: e-learning is an environmentally friendly option as it reduces the need for physical materials. 
• Measurability: with an LMS platform, companies can track and measure the progress and performance of their employees. 

If you are in the process of implementing such an enterprise learning management system for your company with the greatest possible return on investment or optimizing the existing training solutions – then let the following 8 key aspects as well as a practical checklist at the end help you with this task! 

1. The heart of digital learning: what is an enterprise learning management system? 

Almost every company has a website that provides information to its stakeholders. However, standard content management systems (CMS) are generally not designed for training.  

Learning content should be created for specific target groups and possibly linked to rewards or certifications. It must be possible to save, track, and follow up on learning progress. This requires what is known as a learning management system (LMS). But what exactly is that? LMS is often used as a generic term for different learning management solutions, and we are doing the same here for the sake of simplicity. Nevertheless, there are significant differences between them, but also overlaps. 

2. The enterprise learning management system: versatile in use  

Even if your company already has a training program in place, it is worth taking a closer look at your target audience: you may wonder if other stakeholders could benefit from the learning content, or if the current program could be expanded or made more efficient. 

After all, in addition to traditional internal training and development, systematic digital training can also be used in many other situations, thanks to an enterprise learning management system. Does your company have a regular need for onboarding of new employees, from company philosophy to communication tools? Why not offer an interactive onboarding course via an e-learning platform? Business partners, for example in sales, can also be provided with new information in a flexible way. For complex products, it also makes sense to train customers on how to use them with easy-to-understand content. 

Digital learning for different internal and external target groups 

• New employees: use e-learning as part of the onboarding process to introduce new employees to the company and its processes.  
• Existing employees: enable colleagues to take advantage of e-learning courses for professional development and skill building in their areas of expertise. 
• Managers: develop your organization's managers by building their leadership and management skills with specialized e-learning courses. 
• Teams: e-learning can also be used to build teams and improve team collaboration. 
• Customers: use e-learning to educate your customers about products or services. Online learning content can also be used as part of customer service to help customers get the most out of your company's products or services. 
• Partner companies: bring business partners up to speed on company processes, products, or services with e-learning. This can improve collaboration and ensure transparency.  
• Freelancers and contractors: train freelancers and contractors who work for your company. E-learning is very effective here because it allows for flexible training schedules. 
• Potential customers: educate prospects about the company and its offerings through e-learning. This can also generate leads and increase brand awareness. 
• The interested public: your company can make an important contribution to society through edutainment, tutorials and other educational resources on topics such as sustainability, ethics or industry knowledge. 

3. Building knowledge and skills with an enterprise learning management system 

If your organization is already actively engaged in knowledge management and training, you know your stakeholders well and can provide them with targeted training. Perhaps you have been doing this with documentation, wikis, or the like, and now you are thinking about centralizing enterprise learning management and taking advantage of all the benefits of a digital e-learning platform or learning management solution.  

But how can existing content, or even complex training, be digitally delivered as e-learning and made more efficient? Ultimately, the right solution depends on the nature and scope of the knowledge to be delivered. 

Acquiring long-term knowledge 

There are different types of knowledge that can be acquired, including declarative knowledge (“knowing that”) and procedural knowledge (“knowing how”).  

• Declarative knowledge can be expressed verbally, such as in the form of facts, and emphasized with text, sound, and/or images. 
• Procedural knowledge, on the other hand, refers to know-how – practical knowledge for action – and builds on declarative knowledge. For this, application processes and action sequences must be trained.  

For instance, is it enough to provide knowledge in text and images or in videos, or are there skills that need to be learned or experiences that are absolutely necessary? Is it a matter of simple facts or of complex procedures? This will help you determine which e-learning formats and features make the most sense for your company and your target audience. 

To ensure that the desired audiences – and therefore the organization – can benefit from e-learning and an enterprise learning management system, it is important that the learning content is carefully tailored to the specific circumstances and goals of each group. Therefore, the following points should not be ignored when conducting a need assessment. 

• Prior knowledge and intelligence: learners' prior knowledge and intelligence play an important role in the learning process and can vary greatly between different audiences. Therefore, e-learning should be customized to the learner's level and provide opportunities for adaptation to different levels. 

• Motivation: what drives my audience? Since motivation has a major impact on learning success, e-learning should promote it through content that appeals to them, interactive elements, or reward systems. 

• Time budget and flexibility: how much time does the target group have available for learning, and how quickly can or must the training take place? This needs to be considered carefully, especially when it comes to external audiences. 

• Technical requirements: if not all relevant groups of people have their own PC or regular access to the LMS, for example, flexible solutions such as a mobile app or a custom user management solution can help. 

4. Successfully aligning learning management solutions with target audiences 

Once you have considered the needs of your audience, consider the following factors that will enrich the learning experience and make the learning journey successful. 

• Learner self-direction: an enterprise learning management system should provide learners with the ability to control their own learning process through on-demand content, flexible learning paths, or self-paced exercises. 

• Instructional design: the systematic, didactic planning and design of learning materials and environments is crucial to effective learning.  

• Knowledge networking: a learning management solution should be designed to link learning content in a meaningful way, e.g., by integrating cross-references, linking theory and practice, or promoting transfer. It should provide orientation and ensure that target groups can quickly find the content relevant to them. 

Target audience media usage 

In addition to the above-mentioned conditions of the trainees and the latest findings in learning psychology, you should also consider the personal preferences and media use habits in the everyday life of your target group.  

Recent studies show, for example, that video formats on the internet play a particularly important role for younger audiences, and that they generally have a greater affinity for digital media offerings. 

A useful tool for strategically classifying and considering the media consumption behaviour of specific groups of people is the “Digital Media Types” model. 

5. E-learning formats and trends for your enterprise learning management  

If you are clear about what knowledge your organization needs to share in order to be successful, and if you have considered the (potential) audiences in detail - now you can assess which learning formats are particularly suitable for your corporate learning and which functions the optimal learning management solution should definitely have. 

The most important forms of learning and e-learning formats and their advantages at a glance 

• Web-based trainings (WBTs): web-based training courses (WBTs): they are a “classic” tool for e-learning and offer an easy introduction. WBTs allow learners to create their own schedule and access the material regardless of their location. They can be designed in a variety of ways and include text, images, sound, video, and interactive or animated elements. 
• Text-based content: e-books, PDFs and study materials are particularly suitable for detailed information and understanding complex concepts. 
• Learning videos: there are various forms of e-learning videos. An explanatory video or tutorial describes an issue or shows a procedure, with learners simply watching. With interactive videos (implemented as WBT, for example), learners are actively involved by being able to influence the course of the video and explore different solutions with a click of the mouse. 
• Microlearning: particularly short, easy-to-understand training units that increase motivation through a quick sense of achievement and are particularly easy to integrate spontaneously into existing schedules – based on current media usage trends. 
• Gamification: here, playful elements are integrated into non-playful environments and can be combined with many content formats as motivation drivers. Reward systems such as point collection, progress indicators, ranking lists, and social interactions help to make learning more attractive and motivating. It is important that the games are tailored to the target group, that they are appealing, and that they are embedded in a suitable storyline. 
• Mobile learning: mobile learning enables access to e-learning content via mobile devices such as smartphones or tablets. These training courses can be downloaded as apps or provided as mobile websites, for example. E-learning platforms for mobile learning have countless advantages in a busy working environment and are suitable for a variety of learning content. 
• Podcasts: in addition to learning videos, podcasts make it possible to access audio learning material regardless of location. Learners can go through the content at their own pace and listen to it repeatedly if necessary. 
• Virtual classroom, webinar, interactive whiteboards: these formats are part of live events and are particularly useful for interactive and collaborative learning. In virtual classrooms or webinars, the content is explained digitally in real-time by a trainer. Learners can ask questions and exchange ideas or collaborate using digital tools. 
• Virtual and augmented reality: realistic visualization of objects or processes, interactive simulation of dangerous/risky situations or inaccessible and remote environments – e.g., simulation of production processes, safety training for potentially dangerous situations, operation, and maintenance of expensive machines.  
• Chatbots: to provide users with targeted support, chatbots can quickly offer help with individual questions from learners. Training these systems requires an extensive collection of data that is processed anonymously.  
• Learning communities: learners are transformed from users into authors, producing instead of just consuming. Communities are created in which everyone actively participates, and no one is forced to remain in a passive role. Learners become teachers, they actively participate in the learning process and play a decisive role in determining what is learned and how it is learned. This creates added value for everyone in terms of information, connections, communication, and creativity.  
• Blended learning: this is a combination of analogue face-to-face events and online courses. This method is particularly suitable when time is short and complex theoretical and practical content needs to be taught. Synchronous & asynchronous learning: In synchronous learning, the participants are present at the same time – i.e. live. In asynchronous learning, learning takes place independently of time and place. 
• Synchronized & asynchronized learning: in synchronized learning, the participants are present at the same time – i.e. live. In asynchronized learning, learning takes place independent of time and place. 

Trends in the e-learning sector 

A recent study has examined the future prospects of the most important formats and identified trends. Blended learning, the combination of online and offline training, is undisputedly in first place. Microlearning, the easily consumable learning snacks, continues to be of great importance, as does video content. 

Artificial intelligence for the optimal learning experience 
 
The “mmb Learning Delphi 2024” trend study shows: compared to the previous year, the importance of chatbots and learning assistants has increased significantly due to the advancement in large language models (LLMs) and the growing integration of artificial intelligence (AI) in education. 

AI can optimize the e-learning experience as well as the functioning of the enterprise learning management system in numerous application scenarios. 

• Personalized learning provides learners with customized learning options through advanced AI-powered search tools, innovative user interfaces, and personalized suggestions. 
• Adaptive learning adapts the learning process to the specific needs of the trainees, supported by machine learning. 
• Career progression helps prepare for new roles through customized learning paths, benchmarking, and development suggestions. 
• Skills and competency management systems track and advance the skills of training target groups through a skills and competency management system. 
• Daily learning recommendations provide daily recommendations for learning activities based on learners' individual needs and interests. 
• LLMs for daily learning use AI-based chatbots to provide learners with daily support and recommendations for learning activities. 
• Learning progress feedback provides real-time feedback on learners' progress to optimize their learning journey and boost their performance. 
• HR or marketing support helps training managers plan, execute, and evaluate learning and development initiatives through AI-powered tools and analytics. 

6. Enterprise learning management in the company ecosystem 

The technical options for creating and providing corporate e-learning content are very diverse. Clarify which technical requirements your learning platform must meet to be implemented in your company. 

• With which IT systems must the learning management solution be compatible, e.g., with an existing CMS? 

• What security requirements must be placed on the new enterprise learning management system, e.g., in terms of data protection or access restrictions for unauthorized persons? 

• What resources do I have available to implement and operate an e-learning platform, e.g., development and maintenance costs or, in the case of SaaS solutions (Software as a Service), license costs? 

• How many users does the LMS need to be designed for, and how scalable is it? 

• How can the enterprise learning management solution be kept up-to-date and secure, e.g., through regular updates and patches? Does the company need reliable customer support from the software provider? 

• Do existing online training courses and training data need to be migrated to the new enterprise learning management platform? 

7. Learning management solution: off-the-shelf or customized? 

Do you already have a rough idea of what requirements your LMS platform needs to meet for both administration and users? Then now is the time to look for the most suitable enterprise learning management solution. 

How expensive is an enterprise learning management system?  

There are already numerous providers that offer learning management and its creation in the cloud – this means that even small budgets can cover the basic functions of an e-learning platform for enterprises. It is worth requesting quotes from various providers based on the feature wish list or trying out the products free of charge if the option is available. These solutions work well if the target group is manageable, and no special requirements need to be met.  

However, if you want to address a large training target group with diverse needs and sustainably improve the efficiency of training courses and have very specific requirements for the implementation of an LMS, you are well advised to use a customized LMS. 

The major advantages of a customized enterprise learning management system 

• Flexibility: a customized LMS platform can be tailored to your company's specific needs and goals – with features specific to your industry or business to increase value and user adoption. For example: reward vouchers to be redeemed in the LMS after offline training, tools to run competitions. 
• Scalability: with a customized learning management solution, the system can be expanded and adapted as your business grows or changes. You are not limited to the functions of a standard LMS. For example: onboarding new company divisions or target groups with different needs to the platform, platform access even without your own e-mail address, community with specific functions.  
• Integration: customized enterprise learning management software can often be better integrated into existing systems and processes. It also makes it easier to link other software applications that your company already uses. For example: tracking and reporting tools, online and offline events, and product databases. 
• Unique branding: a customized e-learning platform can be adapted to your company's corporate design for a consistent brand experience and high user loyalty. For example: unique visual design for standard and new LMS components. 
• Cost control: although the initial cost of a customized enterprise learning management system will be higher, your company can save money in the long run as you only pay for the features you actually need.  

However, a detailed requirement and cost-benefit analysis are important in this context, as development and maintenance may require additional resources. 

Enterprise learning management: measuring success and optimizing the learning experience 

You should think about which key performance indicators (KPIs) you want to use to measure the overall success of the e-learning platform – at least to keep track of costs and benefits.  

The good thing is that a digital learning management system can collect data, and a corresponding data-driven evaluation of activities is efficiently possible.  

If there is a need for optimization, or changes to the enterprise learning management platform are planned, you can also ask users directly for feedback: Have training courses evaluated immediately after completion or launch online surveys regularly or as needed, for example, to further improve the platform and its acceptance. For detailed feedback, you can also form focus groups with selected users to obtain targeted qualitative evaluations and suggestions for improvement – this can also be organized online in a low-threshold and cost-efficient manner.