Rapid E-learning: Project initiation checklist

Transcription

1 Rapid E-learning: Project initiation checklist Spring 2008

2 Rapid E-learning: Project initiation checklist Start rapidly, but start it right If you are starting a rapid e-learning project, you will accelerate your progress by ensuring the key elements are in place to get going. Doing so will save valuable time down the line rectifying unresolved issues or help prevent unnecessary development or time spent on tangential activities. This short insight report from Kineo, leaders in rapid e-learning, explains Differences between rapid e-learning and standard e-learning project definition The key actions you need to take to initiate your rapid e-learning project It includes a checklist of key project initiation tasks that you can use as a baseline, adding specifics relevant to your organisation. To learn more about our approach to rapid e-learning and how it s made a difference for organisations including Google, BP and Cable & Wireless, contact us: info@kineo.co.uk + 44 (0) Not to be copied, reprinted or redistributed without permission. 1

3 Why use a project definition checklist? If you are starting a rapid e-learning project, you will accelerate your progress by ensuring the key elements are in place to get going. Doing so will save valuable time down the line rectifying unresolved issues or help prevent unnecessary development or time spent on tangential activities. What s different when initiating a rapid e-learning project? Other than the obvious reduction in time required, the activities break down differently as we show here: Approach Traditional e-learning Rapid e-learning Project initiation activities Content sourcing Stakeholder management Initiation workshop with key stakeholders ½ day Project initiation / requirements documentation 1 2 days Content receivable from multiple sources and unfiltered Can take 1 3 days to analyses per hour of e- learning Extensive group of stakeholders engaged at key stages: Sponsor(s) Subject matter expert(s) Line managers (2 4) End users (2 6) Project briefing form 1-2 hours SME briefing 1 hour Resource booking 1 hour Ideally content is received ready to go, i.e. filtered to contain only what s relevant for the rapid e- learning programme Filtered content should take no more than 1 day per hour of learning to analyse Reduced stakeholder group Some roles may double up. Other should be restricted to a smaller group (e.g. 1 line manager; 2 end users) Documentation Objective is to create a detailed PID followed by design documents, scripts and signoff A shorter form describing project stakeholders, objectives, next steps Objective is to get quickly to prototype Not to be copied, reprinted or redistributed without permission. 2

4 Rapid project initiation process at a glance In rapid e-learning projects, there are three key strands to successful initiation: Use the set of checklists below to ensure you take the right approach to project definition. We recommend you copy them into a new template that you can use on future projects, adding your own specifics to them. Not to be copied, reprinted or redistributed without permission. 3

5 1. Confirm learning requirements, stakeholders, budget, resources, deadlines Task Establish a brief set of learning objectives before you progress (You may already have agreed these): Comment / choice They should be SMART (specific, measurable, achievable, realistic and timed). Map out a (reduced) set of key stakeholders and decide how best to involve them in the project: The more you involve, the more time it takes to manage the project, but the counter side to this is that you may get more buy-in the solution with more stakeholders. These questions will help you work out the best way to work with them: What s their interest in this project? Interested or committed? What s in it for them? How exposed are they if the project is not a success? What s their previous experience of (and attitude to) e- learning? How influential are they to the success of the project? Could they be a champion after the learning goes live? How much time will they be prepared to devote to the project? Not to be copied, reprinted or redistributed without permission. 4

6 Confirm what the key stakeholders want from the learning intervention. You could send them a proforma briefing which outlines: Objectives Success criteria (e.g. availability; cost saving; speed of rollout?) Timescale (all at once; phased delivery; urgency?) Development budget (internal vs. external resources; capacity?) Audience (size; location; availability) Desired performance (measurable? Issue to be resolved?) Tracking / evidence (needed? What data? How often?) These factors will help you determine the right development approach for the project, i.e. which rapid e-learning tools are best suited to addressing your needs. Confirm who s going to review what, when and how: A key task at this stage is to walk everyone through the timeline in detail, be clear on whose input is needed when, and book their time. You should also agree how you re going to review: live meetings, calls, webinars, using issue management tools or a combination? Make sure all reviewers are signed up to the approach upfront. Check on branding requirements: Rapid e-learning needs to carry brand, but is sometimes exempted from full brand guidelines. It s key to establish at the start what the brand requirements are and who can help in the brand team. Ensure that the formal requirements for the programme are aligned to the business needs of your stakeholders. What are the sort of things you would like to see from the evaluation of the impact of the e-learning? If these are not in your initial objectives and success criteria for the e-learning, they need to be You may need to go deeper to establish these requirements. If so, check out our rapid training needs analysis guide. Do you have the right resources? Is the deadline is too tight to guarantee delivery? Do you have access to suppliers or freelancers who can be brought in to accelerate development? Do you need specialist skills (e.g. graphics, video, audio, animation) to complete the project? Not to be copied, reprinted or redistributed without permission. 5

7 2. Source the learning content Task Is the existing content up to date? If not, what needs to be done to make it ready for use? Is some content more ready/more urgent? Should you descope to focus just on that? Comment / choice What format is it in? Is it ready to go for rapid e- learning? (i.e. structured in PowerPoint and contains only the relevant content) Business documentation Intranet / website Training packs Exists as e-learning but needs updating Video / audio. Is the content owned by a subject matter expert? Are they available for the project? Are they scripting content? If so, have you agreed a template? Are they trained in your authoring tool and ready to start? Or do you have to source content from scratch working with a new subject matter expert? If so, how much extra time do you need to spend on the project to accomplish this? How far and how well does it cover the learning objectives for the e-learning programme? If there are gaps how will you bridge them? Has the content been approved and by whom? What kind of ongoing review would be required when it becomes rapid e-learning? How much could directly be transferred to rapid e- learning content? What other content is needed? Not to be copied, reprinted or redistributed without permission. 6

8 What other content delivery channels are required? Face to face Virtual classroom Coaching Other (state). 3. Plan your internal implementation channels, communications and marketing Task How are you going to deliver the rapid e-learning? Via your LMS? Via ? A non-tracked intranet site? A secure or open website? Through virtual classroom sessions? Comment / choice You should confirm the delivery route at the start and ensure that any technical resources required (e.g. for upload of content to an LMS) are ready for your testing schedule and go live date It s a good plan to work on a technical integration in parallel with content development (have test cases ready to go when integrating in a new environment). Think about how you will tell everyone about the new programme: You may have a number of marketing channels you currently use successfully You can tell people about the rapid e-learning in exactly the same way as other courses You will need to tell people when and where they can get access to the programme and, if e-learning is a new medium for them, you may need to get them ready for this new way of learning. The key stakeholders in any e-learning implementation will be both the learners and their managers. Find out when there are opportunities to talk about and show the programme, if appropriate: Lunch and learn events Internal newsletters Team meetings. Not to be copied, reprinted or redistributed without permission. 7

9 You can build up a degree of anticipation through teaser campaigns using or the Intranet: These will all need to be synchronised carefully with the anticipated production milestones and planned for at the start Always be conservative in your planning as it is a poor start to your marketing campaign if you fail to meet your promises. Do you need to follow up the learning? Are completion reminders needed? Are reinforcement learning or s required? Key actions Rapid E -learning: Project initiation checklist : Aim to kick off any rapid e-learning project with a quick briefing proforma which states: - Objectives - Success criteria - Audience - Budget - Timescales -Delivery channels Seek out ready to go content by liaising with subject matter experts in advance or giving them templates to fill in as part of the start up phase Think about the launch, communications and sustainability at the outset. Not to be copied, reprinted or redistributed without permission. 8

10 Take it further What do you want to do? Identify the right stakeholders Determine how to manage the project Determine how to manage the subject matter experts Determine how to plan your marketing campaign Ensure learners remain engaged Check out these Rapid Guides Rapid Approach to Stakeholder Management Rapid E-learning Project Planning and Risk Tool How to Manage Subject Matter Experts How to Communicate and Launch Rapid E-learning How to Sustain Performance from Rapid E-learning All these and more are available at Kineo s Rapid E-learning Store: For more information on Kineo s Rapid E-learning services: info@kineo.co.uk, or call +44 (0) Not to be copied, reprinted or redistributed without permission. 9