Functions of a Learning Management System (LMS)

A learning management system (LMS) is a software application that provides the infrastructure necessary for organizations to achieve their training and development goals. These objectives can vary significantly in their scope, from delivering traditional “push” classroom-style training to allowing remote employees to learn when and where it best suits them.

Key Components of a Learning Management System

Course management

A learning management system can provide the content, features and functionality required to manage coursework, including everyone from a small informal team of learners up to thousands of employees in hundreds of locations. Organizational information can also be displayed on the learning platform.

Learning management reporting

Learning dashboards enable administrators to monitor student progress through an online course in real-time and track overall results across multiple classes. Reporting capabilities allow these insights to be turned into actionable business intelligence for future training decisions — such as how many individuals did not complete their first module or why revenue targets were missed by employee X. This makes it possible for companies to take corrective action where necessary.

LMS Security

Security is critical when handling sensitive information or delivering sensitive online education. Learning management systems have secure authentication and authorization features to ensure that only authorized users can access specific course material.

Access restrictions and role-based security can also be implemented to better control who has what level of access — for example, restricting the ability to post discussion posts in a forum to members of the course team only while allowing other employees within the organization to view them.

Learning Content Management

Learning content management offers a wide range of functionality for managing learning resources, including tools for uploading documents such as PDFs and Microsoft Office files. LMS content search enables administrators to find specific documents from across their entire library much more quickly than they would with a manual process by allowing them to run simultaneous searches across all documents.

Document management can be used to track documents throughout the process of creation, review and approval, and then retention or archiving after use. LMS content publishing enables resources to be shared with others, such as learners using specific access rights.

Learning Community Platforms

Learning communities are groups of learners who have some kind of shared interest — for example, a whole department within an organization learning from the same course material to prepare for an upcoming performance review.

A learning community is typically dedicated to one training activity, but more complex learning management systems also enable administrators to build deeper connections between individual training courses by creating a broader profile for each learner that includes personal details such as job function and location information.

This integration allows courses (for example, performance review workshops and appraisals) to be launched from a learner’s profile rather than from the home page.

Learner Information Management

Information about learners is often collected at offline events such as conferences, which are then entered into an LMS using a mobile app or through an online registration form. Once enrolled, learners can access their personalized content through any modern browser via desktop or laptop computers — plus tablets and smartphones.

This digital extension of traditional classroom training also provides new opportunities for administrators and course teams to communicate with their employees in real-time. For example, when enrolling offline after attending a conference, attendees could receive automated messages detailing specific course materials they should consume before starting the next module on Monday morning — enabling them to hit the ground running when they return to their desks.

Reporting And Analytics

Learning management systems often include a range of analytical features for measuring the effectiveness of training. The data can be rolled up into key performance indicators (KPIs), then dissected to highlight areas that are working well and those requiring improvement.

Data mining allows administrators to identify patterns from among large amounts of historical data, such as showing how many individuals did not complete their first module or why revenue targets were missed by employee X, making it possible for companies to take corrective action where necessary. For example: what should be done differently next time to improve completion rates? Or what groups performed exceptionally well — indicating a course that works very well for a particular audience?

Scalability

Many people who use e-learning do so because it provides them with access to a vast amount of content without taking the time needed to travel between different locations; and/or allows them to work through materials at times convenient for them — for example, in their own homes late at night while others are sleeping. Technology further enables increased scalability by allowing single materials to be used with many people — not just those in the same room. For example, an instructor might be in a classroom delivering some training by traditional methods and have video material and other content available for learners working remotely from the main group.

Open E-Learning

Open e-learning is made freely available to all, within certain limits that may be dictated or controlled by copyright laws. An LMS enables users to share knowledge amongst themselves at no cost through direct use of its features or through third parties making their own learning resources available online; although such materials will usually require modification before they can be used with an LMS (due to restrictions placed on them by copyright). Further examples of open e-learning can be found in the form of wikis (frequently used as a method for project management) and blogs (which are frequently used to post news items about an organization).

Collaboration

The use of LMS enables collaborative learning through supporting features such as workspaces or discussion forums. Such software tools provide an easy way to work with others simultaneously — making it possible for individuals working on different projects, within a department, or even globally; to share information and learn from each other. A number of these software options also include communication features, allowing users to keep in touch offline by exchanging messages with others who may not attend frequent meetings or communicate using instant messaging applications. Learning applications have become popular choices for corporate training because they allow employees to learn at times and in places that best suit them.

Learning Management System Content Delivery Options

Now that we have looked at how learning content can be managed through an LMS, let’s consider how the same content can be delivered to learners.

Learning occurs when new knowledge and skills are created, so it is important to note that not all online training is considered e-learning, nor should all e-learning be considered online — as this chapter will illustrate.

The term “e-learning” simply describes any learning activity carried out partly or wholly online without requiring physical classroom attendance.

This may involve watching videos on web pages, reading documents, and filling in questionnaires during an individual session with supplementary materials available for later reference or further reading offline. It could also include collaborative work using sophisticated communication tools such as Facebook or Twitter.

Videos

Videos are an excellent example of online content that can be created in-house, purchased from a third-party supplier, or drawn from open educational resources (OERs) for which no copyright restrictions apply.

OER is the name given to publicly available learning materials that anyone can use for free, although it should be noted that not all openly licensed material will meet the technical requirements of an LMS and therefore may require some additional work to bring them up to standard — such as being rendered into accessible versions for people with disabilities.

Some organizations prefer to produce their own videos because they wish to control how their employees are presented in training. By contrast, purchasing video content from another organization allows an organization’s branding guidelines to be applied to the video production team, enabling greater consistency between training materials and corporate communications.

Open e-learning content can also be created by third parties or acquired from government bodies for no cost. However, these materials will likely require modification before they are usable in a learning management system due to copyright restrictions.

Documents (Articles, Blogs and Audio Recordings)

Alongside videos, other types of e-learning content include documents such as articles, blogs, and podcasts (audio recordings).

Examples of this kind of content include wikis, simulations, interactive quizzes, games, surveys, flashcards (which test learners on their ability to remember concepts learned), and data visualizations that help individuals develop their analytical skills by exploring different forms of data presentation.

Many LMS integrate content from other sources, such as online documents (for example, PDFs) and data visualizations. Sometimes the content is available in a single format, but many LMS can convert it into multiple formats for use on different devices. For example, a document may be available in three versions: PC or Mac desktop; tablet (such as iPad); and smartphone.

Learning applications

Learning methods can also be blended with learning management systems at the application level through what is known as adaptive delivery. This adjusts training materials in response to how individuals perform during their activities within an LMS or contextually using geo-learning, where learners work through different modules according to where they are located — such as working through one set of material during time off and another set when at work. These learning systems are often grouped together and referred to as computer-based training (CBT) systems, although some are more advanced than others.

The term “learning applications” is used by this book’s authors to describe the software that sits on top of a learning management system, but it should be noted that many LMS offer additional features, such as file-sharing or discussion forums, which do not fall into what could strictly be considered a “training application.”

Personalized E-Learning

Personalizing e-learning through training applications can be carried out in several ways. This includes using learner data collected during interactions with an LMS to make instructional decisions about how training materials adapt to learners for whom they are inappropriate and using adaptive delivery systems to make training more relevant to the individual.

In many cases, this involves techniques such as machine learning (which is a form of intelligent software that can examine historical data about how individuals interact with an LMS to improve future instructional decisions), which allows for greater personalization without the need for human involvement or input from IT experts.

Is An LMS Worth It?

The advantage of using an LMS is that it serves as a single source for all knowledge management, e-learning, and collaboration tools used within an organization. However, this can also lead to problems if the LMS itself has technical or functional issues.

Using the same software across different areas of an organization may mean you are missing out on more fitting tools available elsewhere; yet each area may have its own needs, which would make another LMS unsuitable because it is not explicitly designed for a specific task (e.g., project management support).

User customizations can partially mitigate this problem: when users are given access to modify their own learning portals, they can tailor the software to their particular learning requirements — overcoming limitations associated with a generic LMS.

How Do You Get Users To Make The Most Of Your Corporate LMS?(9 Pro-Tips)

An often overlooked yet crucial factor when implementing a Learning Management System into a corporation is training users on maximizing its potential through effective use — together with some simple but effective strategies that can help boost participation among employees.

One thing, in particular, that must be considered when planning e-learning for your company is making sure people understand why they need to participate at all (i.e., the benefits of doing so) and what is expected from them. This will help alleviate any resistance that may come up when employees face new changes in the workplace, including adopting a new learning tool.

Most LMSs provide users with online courses to help improve their skills in specific areas. However, there is still some uncertainty regarding how practical these courses are at providing employees with the knowledge they need to excel at their jobs — especially if they fail to take advantage of or fully understand it.

The best way to overcome this challenge is by having ongoing training sessions which are well organized, interactive and require all participants to engage regularly (i.e., making no assumptions on whether they already know everything). This can be achieved through holding monthly meetings where employees are asked to discuss what they have learned and any issues they may have encountered with completing their coursework.

1.Encourage Communication

Suppose you want your organization to make the most of its new e-learning software. In that case, training users on using it effectively is just a part of the equation. Communication plays a vital role in helping people feel more motivated and engaged about using these tools.

They learn valuable skills without feeling like they are being forced to do so or are being overlooked by management. It does not matter if you are planning for internal or external learners to use an LMS platform within your company; communication between everyone involved is crucial for a practical learning experience.

Let it be known from day one that the organization places a high value on skills development and is willing to invest in its future through this platform. Since an LMS can be used for so many things, it should not be regarded as just another piece of software but rather a major investment that can help everyone feel like their voice is being heard (through effective communication).

2.Ensure Socialization

It may seem surprising to hear at first, but coming together outside the workplace (i.e., socializing) can make your workers more productive at work, especially when trying to get them engaged with new e-learning tools or techniques.

When people get together outside of their typical working environment, they begin to feel comfortable around one another. Therefore, they are more willing to express their frustrations or concerns with being more active in the learning process.

These meetings could be arranged during lunchtime, after work, or can even take place outside of your workspace (i.e., at a local restaurant). Getting together regularly will allow for better communication and help to keep things fresh and exciting, giving employees something to look forward to rather than dreading it.

3.Empowerment

If you want your company to make the most out of its new Learning Management System, then you must empower its users by giving them ownership over their development through choosing which skills they need to learn towards improving themselves within the organization. This helps build employee self-esteem and allows each person to gain a sense of importance within the company as they are given the freedom to strengthen certain skills of their own choosing.

The importance of allowing your employees to feel empowered can be observed in online reviews that follow e-learning solutions — especially from people who have described how a learning solution has helped them in some way. They are usually very positive and say things like “I couldn’t do my job without this” or “This was the only answer I needed.”

When someone develops a new skill, they begin to realize that it is not just beneficial for work but also that it can improve other areas of their life (i.e., help with school projects at home, give them a hobby or even teach them something useful). Therefore, providing an LMS that focuses on helping people develop their skills to control is more likely to give them a sense of importance within the workplace while also encouraging them to become better problem solvers (through empowerment).

4.Organization

For your business to make the most out of its LMS, it must be organized by having each staff member clearly understand how they need to use it. For example, if you want employees from different departments or locations around the country/world who have never worked together before, put them into groups and make sure everyone knows what they are expected to do (record weekly assignments, etc.). This may seem like overkill at first, but it will allow for greater productivity when using an LMS because there will be less frustration and confusion.

For example, if a group of people are all accessing the same LMS but have very different ideas about using it, it won’t be long before things become toxic. The only way to prevent this from happening is by encouraging each team to develop their own training methods (i.e., which modules will apply best to their department) and then share these with other groups for learning cycles to remain organized across the board.

5.Keep Things Simple

Keep things simple by creating small groups within your LMS; data being organized and presented clearly allows for greater usability and higher value to be gained from using an e-learning solution. Some companies even go as far as creating sub-channels inside their learning platform, allowing them to divide up employees into various categories (management, finance, marketing, etc.) to view information that relates directly to their role within the company or industry.

If a company does not organize its internal LMS, then the employees will likely experience greater confusion which can result in frustration — especially among the younger generation who are used to having everything they need at their fingertips through smartphones and tablet devices.

Therefore, it is best to keep things as simple as possible whenever working with learning management systems (LMS); otherwise, you may find that people start complaining about how difficult some of your e-learning modules are when using them on mobile devices or desktops.

If there’s too much information being presented all at once, then everything becomes overwhelming for an employee, causing them to give up on trying new skills because it’s “too hard” or “not user-friendly enough.”

6.Organize Your LMS

Take the time to organize your LMS so that each department working with it can benefit from their learning skills. This way, everyone will feel more confident and motivated to work towards their goals because everything presented to them will be explicitly designed from the ground up (instead of being a generic e-learning module that could apply to absolutely anyone).

7.Learning Cycle

The problem with people who are new to e-learning modules is that they sometimes forget about how important it is to try something out first before expecting immediate results — otherwise, you may find yourself “burning out” while trying too hard when using an LMS for the very first time. It’s not uncommon for new employees to want instant gratification; believing they should have mastered every skill within a couple of days after starting their first day on the job.

These expectations should be kept realistic and in line with how long people think it’ll take to learn new skills through an LMS. Otherwise, you might find yourself wasting valuable time trying things that ultimately won’t apply to your specific industry or role within a company.

Most of the time, training programs are designed so that employees can use them when they have some free time. This is because there’s no reason for anyone to rush themselves into learning something new without taking their time and adequately reviewing everything before moving onto the next module.

8.Keep Track Of Your Progress

If you expect your employees to put any effort into using e-learning modules, it is essential to give them constant feedback on how they’re doing. Learning platforms should be designed so that employees have a way to track their progress, whether it’s by using a leaderboard or achievement system of some kind — allowing them to see what skills they need to work on next and how long it’ll take before they’re able to advance onto the next level (if available).

By taking your time with an LMS, you can help establish realistic expectations for everyone involved, reducing the likelihood of frustrations while also increasing productivity through proper training and positive reinforcement when needed.

However, if this doesn’t happen, then people are forced to guess at their own skill levels and will often feel like they’re wasting their time with whatever modules they may have been instructed to complete…and if you don’t keep track of your progress, then you could wind up with a frustrated employee who doesn’t have any motivation to continue using an LMS at all.

9.Maintain Social Connection

Here’s one last “pro-tip” for anyone trying to use e-learning modules: ensure there are opportunities for people to connect through an internal social media platform that’s tied into the LMS itself. Otherwise, you may find yourself dealing with employees who don’t feel as motivated as they should, considering their peers might be posting about their successes and accomplishments online. In contrast, others around them seem more involved in the company than they are.

It always helps to foster positive relationships between co-workers, creating a healthy environment where people can get along even if they’re only spending a couple of hours together per week. In some cases, employees will be competing with their co-workers for a spot on the leaderboard or to reach certain goals before anyone else can get there, so it’s essential that everyone feels like they have something to work towards (instead of focusing on just themselves and their careers).

Bottom Line

You should always take your time when learning anything new — especially if you expect others to follow suit and do the same. By taking things one step at a time, you’ll be able to understand better how everything works within an LMS, allowing you to develop your knowledge in ways that will enable you to focus more on what matters…without feeling tempted by distractions from other parts of the system that aren’t a big deal at all.

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Resources and References:

• Must-have LMS Functionalities
• Effectiveness of Training
• Communication at the Workplace