Choosing an Online Learning Platform is not “just” about selecting and implementing software, much like an ERP selection and implementation is not “just” about picking software. When software is intended for the entire organization and aims to support the business or another organizational purpose, everything starts to influence everything else.
This includes:
Strategy
Responsibilities
Processes
Communication networks
Systemic structures
Organizational culture
So, whether you’re choosing an online learning platform for the first time or replacing an existing system, take a moment to consider your overall situation. The right platform can support agile learning and competency management within the organization, potentially serving as a strategic tool.
The Software Selection Process
Here’s how to approach selecting an online learning platform (or any crucial software for the organization):
Step 1: Clarify Your Objective.
Reflect or discuss with a group what you want to achieve with this software. Is your aim to support continuous learning and competency development? Enhance the visibility of organizational competencies? Boost revenue or market position through a more skilled workforce? Or is it about cost-effectiveness: reducing the need for classroom training and minimizing the time spent organizing and managing training?
Think also about how you’ll know you’ve reached your objective. What does success look like?
Step 2: Processes.
Are the processes needed to use the software in place? Do they need improvement, construction from scratch, or change?
Software alone isn’t enough. Without a process that integrates the software into your ecosystem, the purchase may become a burden rather than a solution.
Examples of online learning platform-related processes to consider:
Who determines training needs and goals?
Does training content need to be linked to competencies?
How will course and training content be created and managed?
How will user management and visibility be handled?
How will training impact be verified, if at all?
Step 3: Stakeholders.
Identifying the stakeholders and potential user groups involved with the software is crucial. Involve these groups to assess their specific needs. For example, trainers, administrators, HR representatives, learners, and team leaders all have distinct requirements.
Consider using open-ended and scaled questions in surveys to gather stakeholder input.
Step 4: Feature Listing.
From your survey responses, create a list of desired features for the software. Review this list with representatives from various stakeholder groups and the IT department. Be sure to include GDPR and WCAG 2.1 A or AA compliance.
Step 5: Research and Contacting Vendors.
Thoroughly research available options, reviewing platforms on sites like G2 and Capterra. Share your feature list with selected vendors.
Help is available for this and prior steps; you can receive a ready-made list (with around 100-140 vendors) to contact if needed.
Step 6: Review Results.
Assess responses quantitatively, scoring based on how well each platform meets your needs. Arrange meetings with the top providers to view demos and evaluate usability.
Step 7: Pilot Testing.
Select a few top options for a pilot test. Ideally, include representatives from each user group and provide them with a clear evaluation matrix for guidance.
Step 8: Make the Purchase.
After selecting a platform, work closely with the vendor on the implementation project, ensuring that existing processes support software usage and vice versa.
Assistance is Available
This selection process may seem extensive, but it’s essential for avoiding costly mistakes. By dedicating time to the selection, you’re more likely to find the right software from the start.
YH Training provides support throughout the selection process or at specific stages, with clients in both the private and public sectors, including SMEs and large enterprises.
Important Reminder:
YH Training Oy does not receive any financial or other benefits from recommending specific software. Our software selection projects are carried out objectively to meet the client’s needs, and we remain an independent and ethical provider you can trust.
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