How to choose an LMS

- Learning Management System
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- Employability Software

By Jess Gillett

Product Manager

Jess is a senior learning & product professional in the Access Learning team. She is a Product Manager, leading a team of Product Owners to grow and develop the Access LMS, our award-winning SaaS based learning management system.

In this article we'll cover how to choose the right LMS for your business, exploring:

Your business goals and objectives
How to choose an LMS that suits your business
Key features: what to look for in an LMS
Optimising engagement with your LMS
How to choose an LMS provider

Choosing an LMS? First, define your business objectives

To meet the needs of your business, it's good to know exactly what you require from a learning management system.

As a starting point, define and outline your business objectives clearly and simply so that you know what you need to achieve. This will involve stakeholder discussion and consultation to answer some key questions:

How will you use it? Is it for general training, compliance, development or is there another requirement?
What will be a successful outcome for you? Will it be based on achieving 100% training completion on time, every time? Or will you be looking to set more holistic goals, such as a reduction in compliance-related issues, or increased performance in specific areas?
When setting your objectives, be SMART in your approach. SMART stands for specific, measurable, achievable, relevant and timely. This will ensure you're setting realistic goals and can document outcomes from your new LMS, allowing you to calculate the ROI of your Learning Management System and communicate its value. This will allow you to address areas of improvement if needed.

Once you have agreed on what to look for, ensure your objectives are clearly and succinctly documented for future reference.

Business size

This will dictate the number of users your learning management system will have.

Does your business have plans for growth?

Ensure the solution you choose is scalable without dramatically increasing your costs. Software-as-a-service (SaaS) models allow new users to be added easily and they are fully scalable, so they can grow with your business.

Budget

Be clear on your L&D budget and how much of this is available when you start talking to LMS providers.

Make sure you find out minimum costs for software, as well as digging into hidden costs and extras. Some questions to ask include:

What support is included?
Are any training packages included? If so, can you select the training materials you need?
Are course updates included? If not, this could become costly when there are mandatory compliance updates.
Are any discounts available/are there course bundles that could save you money?

Management and access

Consider who will be using the system and what access they will need, as this could affect the type of system you consider. How many people will need to have admin rights?

You might also need to manage materials and programs within the system, setting up group training programs or specific pathways for individuals or teams.

There may be specific materials needed for new starters, or targeted learning for people in different departments.

Ensure all of this can be easily managed within your chosen LMS.

Integration

Consider the different systems you work with and what you would need to integrate with your new LMS.

Do you have existing HR systems, for example, payroll or people management systems? Other options you should consider include:

Office365 programs
Microsoft Teams or Zoom
Single Sign On, which can make the LMS easily and securely accessible
Analytics tools, including third-party tools such as Google Analytics

Data security, safety and support

Your LMS will contain sensitive information so data security is paramount. Cloud-based systems have highly advanced security features that can cover your needs.

Features to check off the list when choosing include:

An IP blocker to prevent hostile IP addresses accessing data
Automatic data backups to protect data
Advanced password authentication to control access from any device, including mobiles if applicable
Anti-spam features to prevent compromising user data
Domain-based registrations, which can also be combined with password protected domains
Anti-virus options to protect against malicious software
Data encryption to ensure data safety across different apps and devices

What support will you need to get up and running?

If you have an existing solution, find out if a new provider could support you during the switchover.

How to choose an LMS: key features

Ready-to-use eLearning content: Select a solution that provides off-the-shelf eLearning content for immediate use.
Additional eLearning content on subscription: Consider the scalability of your LMS and ensure it offers access to additional eLearning content, whether brandable or from third-party providers.
Mobile LMS access: Determine how learners will access assigned learning materials and consider the necessary accessibility options.
Reporting tools: Assess your reporting needs, including team dashboards, report builders, completion views, and customizable options for tracking CPD and external qualifications.
Compliance monitoring: Choose an LMS that automates completion and reporting, simplifying compliance management within your team dashboard.
Automated learning management: For larger organisations, prioritize features that enable automated learning processes, such as auto-assignment for new joiners.
eLearning content creation: If content creation is important, seek an LMS with easy-to-use tools like Access eCreator for building tailored courses.
Content uploading: Ensure your chosen learning management system allows hosting of content from other providers or uploading custom training courses.
Event management and creation: Look for an LMS that supports both in-person training and recording of sessions, helping you facilitate and schedule real-world training.
Forms and workflow management: Evaluate whether your LMS enables form setup, workflow establishment, and streamlined training pathway management.
User experience: Ensure the design of your chosen system is both user friendly and aesthetically pleasing to encourage learner engagement.

Choose an LMS that fulfills these key features to easily assign, track, and manage training across your organisation.

Explore the features of our market-leading LMS

Find out more

Choosing an LMS to optimise employee engagement

As well as deciding on the core features you need, you should consider how content will be delivered to and consumed by your learners.

Engagement is critical: simple, interactive content delivery helps to ensure employees get the most out of every learning experience.

To increase training uptake and information retention, consider an learning management system that incorporates the following features:

Self-service learning. When employees can engage with learning on the go using their personal devices, uptake and engagement tend to be higher.
Microlearning. Courses can be made available in bitesize chunks that are easier to absorb.
Gamification. Apps and quizzes make learning more enjoyable and engaging. Access Gamebrain is a great example, using a repetitive, interactive gameplay format to embed knowledge, encourage participation and build business culture.
Engaging training formats. Training can be delivered in various formats – do you want to feature subject matter experts from your organisation? Or perhaps you want to be able to include video links from platforms such as YouTube or Wistia?

Who is the best LMS provider for you?

Looking to kick-start your exploration of an LMS? Here's where to begin:

Comprehensive Content: Start by assessing the depth and breadth of the content offered. Ensure it aligns with your business requirements for a meaningful learning experience.
Credibility Counts: Evaluate the provider's credibility and reputation. At Access, we have financial services learning content accredited by the London Institute of Banking and Finance (LIBF), and health and safety learning content accredited by RoSPA, for example.
Established Reputation: Prioritise providers with a well-established reputation. Look for those with positive industry feedback and end-user reviews. Trustworthy input from industry specialists can be invaluable in your decision-making process.

The next steps

Select your non-negotiable features
Explore LMS providers and the options they can offer
Make a shortlist
Contact providers and find out if you could work together
Explore the range of eLearning courses available to meet all your training needs

In summary, to choose an LMS you should: - Define your business objectives - choose an LMS which suits your business size - Understand what key features are included in an LMS - consider how content will be delivered - Select the most suitable LMS provider for your specific needs

Learn how to use an LMS to stay on top of regulatory compliance

Access Workspace Demos

How to choose an LMS for health and safety training

Choosing a suitable LMS for health and safety training is crucial for keeping your employees compliant and on top of their mandatory training needs. When looking at different LMS options, consider its mobile compatibility for ease of use, expert credentials and reporting and analytics tools. All of these factors will help you make an informed decision to ensure your employees have access to sector specific and targeted health and safety training.

Can an LMS be branded to my business?

Yes. Our Access LMS allows you to add your own logos, images and text along with course icons and descriptions. Further options for brand colours and logos are available, and any content you create can look and feel exactly how you need to it to within branding guidelines.

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How to implement an LMS in 8 easy steps

In this article we'll look at implementing an LMS, taking into account such factors as size of business, stakeholder influence your specific requirements.

How to choose an LMS: a full guide for your business