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How do you optimize your LMS usage and reduce unnecessary expenses?

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Learning management systems (LMS) are essential tools for delivering online courses, managing learners, and tracking their progress. However, they can also be costly and complex to maintain, especially if you have multiple platforms, features, and integrations that you don't really need or use. In this article, you will learn how to optimize your LMS usage and reduce unnecessary expenses by following these six tips.

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1 Audit your LMS needs

Before you invest in a new LMS or upgrade your existing one, you should conduct a thorough audit of your LMS needs and goals. What are the main features and functionalities that you require for your online courses? How many learners and instructors do you have and expect to have in the future? How do you measure the effectiveness and satisfaction of your online learning? By answering these questions, you can identify the essential and optional aspects of your LMS and avoid paying for things you don't need or use.

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Grant Drmaj, MEd

Instructional Design | Digital Learning | Dog Dad
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This is an important one. During your audit, make sure that you are engaging experts in the area of learning technology! This may not be a current skill set of your IT department, so make sure to include them in the discussion as well since they may need to do some back-end support when looking at integrations via APIs or setting up your SSO.

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2 Compare LMS options

Once you have a clear idea of your LMS needs and goals, you can compare different LMS options and find the best fit for your budget and expectations. There are many factors to consider when choosing an LMS, such as the pricing model, the support and maintenance, the scalability and security, the user interface and experience, the customization and integration, and the feedback and analytics. You can use online reviews, demos, and free trials to evaluate the pros and cons of various LMS platforms and select the one that meets your requirements and preferences.

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Grant Drmaj, MEd

Instructional Design | Digital Learning | Dog Dad
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Shop around, and don't be afraid to change providers every 3-5 years. Technology has advanced leaps and bounds in the past couple of years, and with discussion around xAPI and CMI5 languages to support digital learning content you need to make sure you are getting what you need at the time you need it.

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3 Streamline your LMS content

Optimizing LMS usage and reducing unnecessary expenses can be achieved by streamlining content and making it more engaging and effective for learners. This can be done by organizing content into clear and logical modules and units, using multimedia and interactive elements, applying the principles of microlearning and chunking, as well as regularly updating and deleting outdated or irrelevant content to keep your LMS fresh and relevant.

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4 Train your LMS users

To make the most of your LMS, you need to train your LMS users, both learners and instructors, on how to use it properly and efficiently. You can create an orientation course or a user guide that covers the basic features and functionalities of your LMS, such as how to access, navigate, communicate, collaborate, submit, and assess online learning. You can also provide ongoing support and feedback to your LMS users through online forums, FAQs, helpdesks, or tutorials. By training your LMS users, you can improve their confidence and competence in using your LMS and reduce the need for troubleshooting or technical assistance.

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Grant Drmaj, MEd

Instructional Design | Digital Learning | Dog Dad
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You teach your teams how to use things like HR information systems, content management systems, and lead management software every day. Make sure that a similar approach is taken when looking at your learning technology. If people don't know how to use it (or if it isn't intuitive), they won't open it and you'll waste money by paying for a tool you aren't capitalizing on!

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5 Monitor your LMS performance

To optimize your LMS usage and reduce unnecessary expenses, it is important to monitor your LMS performance and evaluate its impact on your online learning outcomes. The built-in analytics and reporting tools of your LMS can be used to track and measure indicators such as the number and activity of LMS users, the completion and retention rates of online courses, the satisfaction and feedback of learners and instructors, and the achievement and progress of learning objectives and competencies. Through this monitoring, you can identify the strengths and weaknesses of your LMS and online learning, allowing you to make informed decisions on how to improve them.

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6 Review your LMS contract

The last tip to optimize your LMS usage and reduce unnecessary expenses is to review your LMS contract and negotiate the best terms and conditions for your online learning needs. Pay attention to the duration and renewal of your subscription or license, fees and charges for features, services, and integrations, cancellation and termination policies of your provider, data ownership and privacy rights of users, as well as service level agreements and guarantees. By doing this, you can make sure you are getting the best value for your money and avoid any hidden or unexpected costs or risks.

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Grant Drmaj, MEd

Instructional Design | Digital Learning | Dog Dad
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This goes hand in hand with making sure you review your needs every 3-5 years. You may have termination clauses that require a certain amount of notice, penalties for overuse, or even requirements to stay with them for a certain amount of time. Make sure the contract aligns with your goals and covers any potential costs or conflicts around service agreements.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Christopher Lind

Bridging Business, Technology & Human Experience | Executive Advisor | AI Ethicist | Business Transformation | Devoted Husband and Father of 8
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The first thing I’d encourage anyone reading this to consider is challenging whether the first statement in the article is true for your organization. Don’t get me wrong, LMSs can be a great and essential tool in a learning org, but that can’t be an automatic assumption. With the diversity of edtech, your investment may be better spent on something that more directly solves your biggest problems. Even if it is, don’t assume all LMS functionality is equal. There’s a broad array of hybrid/multi-purpose solutions and picking one that best addresses your unique gaps will ensure you get the biggest bang for your buck.

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How do you optimize your LMS usage and reduce unnecessary expenses?

1

2

3

4

5

6

7

1 Audit your LMS needs

2 Compare LMS options

3 Streamline your LMS content

4 Train your LMS users

5 Monitor your LMS performance

6 Review your LMS contract

7 Here’s what else to consider

Digital Learning

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How do you optimize your LMS usage and reduce unnecessary expenses?

1

2

3

4

5

6

7

1 Audit your LMS needs

2 Compare LMS options

3 Streamline your LMS content

4 Train your LMS users

5 Monitor your LMS performance

6 Review your LMS contract

7 Here’s what else to consider

Digital Learning

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