Learning management systems are highly useful in streamlining e-learning and training of students and employees. Integrating it with third-party tools like PrepAI will increase its efficiency. Here, we’ll discuss the ways to ensure seamless LMS management.
LMS, or Learning Management System, is a software application that combines learning content, guides, and programs on a single platform. Educational institutions and business organizations use it to provide e-learning opportunities to students and employees.
Statistics show the global LMS market will be $22.4 billion in 2023. It is expected to touch $30 billion by 2025 at a growth rate of 21.1%. LMS streamlines online learning and is versatile enough for training and development, employee onboarding, customer education, extended enterprise training, etc.
Many LMS platforms offer a plethora of features. Most can be customized to suit your requirements and integrated with third-party applications. From eCommerce to automation to data collection and quiz makers like PrepAI, you can set up several integrations to enhance LMS capabilities and get better results.
In this blog, we’ll read more about the learning management system features and benefits and how to manage your LMS seamlessly.
What are the Key Features of a Successful LMS?
Cloud-based LMS platforms gained popularity for being more versatile, customizable, and user-friendly. However, when choosing an LMS solution, you should look for the following features:
Intuitive Interface and Design
User-friendliness is the biggest factor to consider for a learning management system. After all, a complicated interface is less likely to encourage participation. Students and employees prefer simple, clean, and easy designs. Similarly, admins who handle the backend processes, like giving permissions, controlling access, setting up lessons, etc., should also find it easy and stress-free to use the platform.
In short, the LMS should make everyone feel involved in learning. It should encourage them to spend time on the platform and improve their skills. A good LMS will increase the engagement rate.
eCommerce Integration
eCommerce integration is not necessary for business organizations unless you plan to have paid training programs. However, this feature is useful for educational institutions, training centers, coaching institutions, etc., where students can pick and choose the courses they want to join and pay for those. Integrating a payment gateway with the LMS platform will enable users to pay and access the course from the same interface. It helps you track the details without creating duplicate data.
Multiple Formats and Languages
Technically, these are two learning management system features. The platform should allow users to import and export the content in different formats like HTML, PDF, JPG, MP3, etc. so that they can read or listen to the courses as per their choice. Similarly, the platform should support multiple languages for users to learn in a language they are comfortable with.
LMS translation can be done at two levels. The first is where the language settings will be changed for everyone by the admin. The second is where each user can choose a language, which will be limited to their account and devices.
Course Management
In today’s scenario, businesses need to constantly revamp their training modules and materials to keep the content up to date. You should be able to update and change the courses on the LMS without contacting the vendor every time. While it seems like a basic feature, not all systems offer this. The LMS should allow you to update course content, create and reuse templates, assign badges, scores, etc., and change the order of the courses whenever necessary. Most importantly, this should be done easily without errors or glitches.
Security Settings
Data security is a must to ensure user information is not compromised or accessed by outsiders. Firstly, you can ask the LMS vendor about their data policy and compliance. Then, ensure the following aspects are included:
- Strong passwords
- Two-step verification
- Regular data backup
- SSL certification
- System audit
- Locked content
- Single sign-on
- GDPR Compliance
The security features will minimize the risk of data theft and also make it easier to conduct tests online through the LMS. You can track and monitor which users have attempted the tests and decide how you want to share the results.
Blended Learning
Blended learning is a combination of online and in-person learning. Just like how some people prefer audiobooks while others read physical books, everyone has a different preference for learning. LMS platforms should cater to diverse users by allowing them to choose how they want to learn or train. For example, employees can opt for live sessions or watch recorded videos. They can interact with trainers through the LMS or schedule a meeting for face-to-face interaction. LMS should encourage self-paced learning to increase user participation.
Assessments and Gamification
Learning and assessments always go hand in hand. No training or course is complete without a test at the end. Assessments and tests help understand how much knowledge users gained from the course. LMS platforms can be integrated with top-class AI exam generator tools like PrepAI to automate the process. PrepAI is an advanced quiz maker with Bloom’s Taxonomy update to create HOTS (higher order thinking skills) questions that test analytical and comprehension abilities.
PrepAI accepts multiple input formats and allows trainers to export the question paper offline or conduct tests through the same interface. The assessment tool automatically generates a range of questions for the given input. You can choose the type and number of questions (MCQs, fillups, true/ false, and descriptive) and conduct quizzes at any time. It takes just a handful of minutes to create a question paper and edit it.
Once the assessment is complete, the results can be published through the LMS platform to allot rankings or scores and create a competitive environment. Gamification of lessons through quizzes and scoreboards increases user engagement.
What is LMS Integration?
The LMS can be integrated with HRIS, CRM, analytical tools, certification tools, communication platforms, etc. This helps maintain a record of employees and customers who accessed your training modules. From measuring processes to collecting data for analytics, you can set up proper data flow within your business. Other common integrations are Google Analytics, Facebook Pixel, Salesforce, CE Broker, Zoom, Microsoft Teams, PrepAI, etc. However, before you begin, you should determine how ready you are to organize and use an LMS in the establishment.
What are the Steps in LMS Integration?
Create an LMS Integration Team or Hire Offshore Experts
The first step is to build a team with members from different departments to discuss which integrations are necessary to customize the LMS for your organization. At this point, hire offshore experts to help choose the right applications and set up end-to-end touchpoints for seamless integrations. For example, the PrepAI team provides personalized integration solutions to help establishments connect their LMS with the online quiz maker tool.
Develop a Plan and Timeline
The integration process will depend on the LMS you choose. On-premises LMS platforms take more time to integrate than cloud-based applications. It also depends on how many third-party apps you want to integrate. These will have to be listed in the order of priority and added to the setup gradually to ensure proper data flow.
Data Migration and System Integration
This step is vital in connecting the LMS with independent software applications and databases in your enterprise. The process gets complicated if you are replacing your existing LMS with a newer version or model, that contains the existing data, user accounts, etc., which will have to be migrated from one platform to another. Errors at this stage can result in system crashes and poor user experience with repeated failures.
Trial Run and Testing
Once the LMS is integrated with other apps, you should conduct a few trial runs to ensure there are no glitches. For example, after integrating PrepAI with your LMS, you can create some automated quizzes and take the tests. Then, ask a few employees to volunteer as beta users to test the LMS features and report errors they come across. Fix the errors and run a few more tests. The platform should be made accessible to all employees only after it has been thoroughly tested.
Monitor Results
Continue monitoring the LMS system and its integrations when it is in use. Measure the engagement rate and find ways to make the platform more user-friendly, engaging, and useful to your employees. A good LMS application should deliver the expected results and increase ROI and employee performance.
How to Organize LMS?
Setting up LMS and integrations is one part of the process. You need to ensure it is useful to employees and easily provides them with the information they need. So how do you organize your learning process to make it more effective?
Check out the below methods to begin the process:
Topic-Wise
The training material will be extensive and include an array of topics and subcategories. Group the courses based on the theme or category and arrange them topic-wise. This is pretty much a straightforward process and takes the least time to organize your LMS.
Chronology-Wise
There’s no denying the benefit of topic-wise organization but sorting the content in a chronological or sequential order will help employees know how to structure their learning. For example, when the lessons or modules are arranged date-wise, employees can complete one after another without missing information in the process. It is also an easy method to track the program.
Self-Paced Learning
The self-paced-based organization is gaining popularity in recent times. In this method, you organize the courses in the order of learning and add checkpoints after each course or module. The user can progress to the next module only after completing the current one. Here, you can also include a test or a quiz to assess whether the employee is ready to learn more. The online test maker will automatically generate a quiz at the end of the module.
In many instances, there is no time limit for self-paced learning. The focus is on gaining as much knowledge as possible rather than completing the course.
How to Increase Engagement on LMS?
User engagement is vital in measuring the success of LMS and training programs. A well-organized LMS will attract more employees to actively take part in training and development programs.
But how do you use LMS effectively? Here’s how:
Allow Users to Submit Questions
Users will have doubts when learning new topics. Provide them with a feature to ask their questions through the LMS. These can be answered by the trainer in real-time or during fixed periods.
Take Attendance
Employees will be regular when they know their training sessions are being tracked. Take attendance at the beginning or end of each session. It is one of commonly used the LMS functions.
Live and VoD Lessons
Allow users to choose their learning methods. Provide options to attend live classes or watch the recorded videos at a later date. You can also offer ways to convert video content into text and audio.
Create Micro Courses
People don’t have the time for lengthy sessions, where they have to sit for hours to complete a module in a single stretch. Break it up into smaller courses. This lets them clear each course faster.
Course Combo Packages
Group and organize the courses into different packages based on the topic, importance, relevance, etc. This will nudge employees to take up more courses and expand their knowledge.
Provide Feedback
Make it a point to provide feedback at the end of each session or at the end of the entire program. This feedback has to be detailed and constructive to help the employee understand their strengths and weaknesses and use the newly acquired knowledge to increase their performance at work.
Host Quizzes and Q&A Sessions
Quizzes and question-and-answer sessions are always encouraging. It’s easy to conduct quizzes by integrating PrepAI with your LMS applications. You can set up rewards or a scoreboard to nudge more employees to take a quiz and flaunt their skills.
Conclusion
The LMS is the central point of your training and development programs. The efficiency of the program depends on how effectively the LMS platform works and engages the users. Tools like PrepAI enhance learning management systems by providing customized solutions. Talk to our team to integrate PrepAI, an online test maker with your LMS platform. The tool is scalable, customizable, user-friendly, and cost-effective. SMBs, MSMEs, large enterprises, and educational institutions can use PrepAI in their establishments.
