How to Change LMS Providers
To stay competitive and meet evolving training needs, it’s important to know when and how to make the smart switch to a new LMS vendor. Read on to find out how to choose a new training platform provider and migrate successfully.
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The In-Depth Guide to Making an LMS Really Work for Your Business
Whether you’re new to LMSs or want to get more out of your current environment, this guide will help you make the most of your investment.
Why Change Your LMS Vendor?
Here is a list of common reasons for switching LMS providers:
- Inadequate features. Your current LMS doesn’t have the functionality or capabilities your organization needs.
- Poor user experience. Users find the system difficult to navigate, leading to low engagement and satisfaction.
- High cost. The costs associated with the current LMS are too high compared to its benefits.
- Lack of support. Inadequate customer service or technical support from the LMS provider.
- Measurement problems. The current LMS cannot scale effectively to meet the growing needs of your organization.
- Integration problems. Difficulty integrating the LMS with other key systems and tools used by your organization.
- Old forum. The LMS is based on outdated technology that does not support modern learning methods and tools.
| Expert insight
There is one very difficult reason: change in your eLearning activities and processes. For example, you may need mobile learning capabilities to support remote workers, or you may need robust analytics to track student progress more effectively. Before deciding to change LMS providers, consider whether you really need a new LMS or if you should simply review and adjust your eLearning strategy to better align with your current needs. Additionally, some eLearning providers, such as iSpring, are open to adding custom LMS capabilities based on customer requests. See if you can ask your vendor to add a new feature that meets your evolving requirements.
Michael Keller |
LMS Migration: 5 Key Steps
If you’re ready to switch your LMS provider, follow this simple switching process.
Step 1: Review Your eLearning Goals
Take the time to review and refine your eLearning objectives to reflect any changes in your business goals and training needs since implementing your current system. Explore what you now aim to achieve with your training programs, whether it’s improved performance tracking, better user interaction, or improved compliance monitoring.
For example, if your revised goal is to support distance learning, make sure the new LMS offers robust mobile access and offline capabilities. If you need to increase engagement, look for features like gamification or interactive content.
Pro tip: Check with your students and current LMS administrators. Discuss what they do and don’t like about the LMS you’re currently using. This will help you identify specific areas for improvement and ensure that the new system meets the needs and preferences of both users and administrators.
Step 2: Create an LMS Data Migration Checklist
Imagine you are moving to a new address. There are always boxes with things to take to your new home, and there are boxes to put things in to throw away. Apply the same principle to the LMS migration and decide what content and data to upload to your new system. List everything properly, including:
- Lessons and learning materials. Determine which training modules, videos, documents, and other educational content need to be transferred.
- User data. Collect information about all active and inactive users, including their profiles, roles, and access levels.
- Completion records. Ensure that records of completed courses, certificates, and student progress are included.
- Test data. Collect results from quizzes, tests, and assessments to maintain a record of student performance.
- Reports and statistics. Transfer important reports and statistical data to continuously track progress and results without interruption.
- System settings and configuration. Document current system settings, customizations, and settings to replicate or upgrade to a new LMS.
Step 3: Establish Your New LMS Budget
A specific budget will help you narrow down the list of LMS vendors to consider. Start by assessing your current usage of the existing LMS, including subscription fees, maintenance costs, and any additional costs for training and support. Factor in potential savings from improved efficiency and reduced administrative tasks. Consider both upfront costs and long-term costs (development, scaling options, custom feature requests, etc.). Align your budget with your revised eLearning goals to ensure you are investing in an LMS that meets your needs without exceeding your financial limits.
Step 4: Set a Migration Timeline
Define the main stages of LMS migration and set a deadline for each. In general, you will need to pass:
- Seller’s choice. Evaluate and choose a new LMS provider based on your needs and budget.
- Data backup. Copy all current LMS data to prevent any loss during migration.
- Data mapping. Map existing data fields to the new LMS to ensure compatibility and integrity.
- Content migration. Transfer courses, user data, and other content to the new system.
- Inspection and approval. Test the new LMS with the migrated data to identify and correct any issues.
- Riding. Train administrators and users on the functionality of the new LMS.
- Be live. Formally switch to the new LMS and provide support for any immediate issues.
- Post-migration QA. Review the migration process and make any necessary changes.
| Expert insight
If your organization has special security policies or industry-specific data protection standards, consider moving to an LMS that offers system deployment locally. That way, you can be sure that your training data is stored and managed within your secure infrastructure, complying with all necessary regulations. iSpring Learn has already released 80+ hosted LMS versions to companies in various industries and continues to provide 24/7 support with LMS maintenance and updates for each customer. Take a look at iSpring Learn to see if local hosting is the right choice for your organization.
Michael Keller |
Step 5: Choose a New LMS
Now it’s time to choose your new dealer. Select your candidates and schedule demos or start LMS trial sessions to see how well the software works and whether it meets all your needs.
Pro tip: Consider creating a request for proposal (RFP) to send to potential vendors. The RFP should outline your feature-specific requirements, goals, and budget, allowing vendors to provide detailed proposals on how their solutions can benefit your business. Read this detailed article on creating a short but specific RFP that will save you tons of time when choosing a new LMS.
Once you’ve chosen a new eLearning platform, go back to your project timeline and take care of data migration, system testing, and user onboarding. Be sure to communicate clearly with all stakeholders throughout the process and provide ongoing support to address any issues that may arise with the new system. Launch a test project to see if the LMS is working properly and collect early user feedback for quick fixes.
The Last Word
Adopting an LMS as a tool to improve your training programs is more than just a technology upgrade—it’s an opportunity to change the way your organization learns and develops as a whole. Beyond the nuts and bolts of moving, setting up, and tracking performance, consider fostering a culture of continuous improvement and innovation in your training programs.
Encourage feedback from students at all levels and be open to trying new features and methods. Keep an eye on industry trends and take part in adapting your LMS to meet the changing needs of your workforce. The ultimate goal is to create an engaging, effective, and stimulating learning environment that encourages innovation and effective engagement. Enjoy the process and watch your business grow along with your employees’ skills and abilities.
Want to Learn More About Getting the Most Out of Your LMS?
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