beginner s guide to elearning systems
Chapter 1 The benefits and challenges of elearning Benefits of elearning Challenges of elearning and tips to conquer them Chapter 2 Reducing capital investment Saving money with elearning Quantifying return on investment Chapter 3 Streamlining existing processes Situations where elearning can streamline workplace training Chapter 4 Overcoming Opposition to elearning Chapter 5 Five steps to make elearning work for your organisation About E3 Reducing capital investment Online training and compliance solutions for your business 1
In the fifteen years that e3learning has been in business, we have watched the appetite for online learning steadily grow in Australia and beyond. We have also witnessed increased knowledge surrounding elearning experiences and have been excited to improve our offerings in this innovative space over time. When it comes to this form of workplace education, all stakeholders have high expectations. Senior executives want a return on investment, and middle management expects increased productivity and staff are looking for minimal disruptions and an active learning experience. Implementing online learning is an easy and effective way to save time and money. Namely, elearning can reduce training costs, rapidly deploy learning content to your staff, improve knowledge retention, create a more productive environment and help to reduce staff turnover. The following will elaborate on these benefits, helping you to make a business case for elearning in your organisation. beginner s guide to elearning systems 2
Chapter 1 The benefits AND challenges of elearning beginner s guide to elearning systems 3
What is elearning? Simply put, elearning delivers educational course material online rather than in a classroom-based environment. This form of learning can be helpful for a wide range of industries, especially as the workforce changes to accommodate older workers and a freelance economy. Many standard industry compliance courses (e.g. Workplace Health and Safety, Anti-Bullying, Privacy and Fraud Awareness) can be purchased off-theshelf. They can also be re-branded to align with your company s look, feel and existing training materials. Alternatively, elearning courses can be created from scratch to meet your organisation s specific requirements, using a combination of slides, animation and interactive experiences. Today s workforce expects ever more flexible working conditions. elearning is a simple answer to the problem many businesses face of bringing teams of people together in one place at the same time for training. But the benefits don t stop there. beginner s guide to elearning systems 4
Benefits of elearning Cost saving elearning eliminates the need for booking expensive spaces, trainers and equipment. After an initial investment, the same course can be used time and time again, anywhere in the world. The return on investment of elearning also comes from reducing the impact on staff productivity and eliminating the need for travel to off-site training facilities. Self-paced learning By distributing e-courses, your staff can learn at their own pace and work around their schedules and rostered shifts. Those who are already familiar with course content can skip ahead, and those who are struggling to grasp a concept can rewind and review before proceeding. Reduced scheduling conflicts There is no need to set aside an entire morning or day for everyone to attend training, or the need to have to repeat the course for those who cannot attend. Staff will be able to complete online training in their own time, limiting the impact on your organisation. Consistency In a classroom environment, teacher approach can differ. So can student attention levels. With elearning, every student receives the same training from the same materials. By requiring each staff member to pass an online test before training is marked as completed, online courses also ensure that the material has been absorbed and properly understood. beginner s guide to elearning systems 5
Global reach International organisations can share the same elearning courses in multiple languages. Reporting If the majority of employees are failing certain test questions, this can indicate that the training needs revising. With online training, reports are easily accessed from a central location and feedback can be gathered electronically. Employee empowerment Employees who feel confident in their knowledge and abilities are more capable and more productive. The flexibility and scalability of elearning allows more employees to access training on a more regular basis in order to expand their skill base. Higher organisational adaptability According to IBM s Value of Learning Report 1, companies that outperform their competition develop capabilities that allow them to adjust and react to changing conditions in the marketplace. These outperformers are more likely to be able to quickly build skills required to stay relevant and competitive. 1. https://www-304.ibm.com/services/learning/pdfs/ IBMTraining-TheValueofTraining.pdf beginner s guide to elearning systems 6
Challenges of elearning and tips to conquer them Converting outdated materials e3 works with organisations in Australia and around the world to deliver off-the-shelf and bespoke learning programs on a range of topics. In some instances, converting previously used classroom based materials can be challenging, especially when courses are designed to be presented in person. An experienced elearning consultant will be able to overcome this barrier, having dealt with similar learning materials on previous occasions. Out-of-date content With many industries constantly revising their standard practices and requirements, most compliance training courses regularly need updating. Engaging the services of an organisation that has its finger on the pulse in this area means you ll be notified when regulations change and when to expect the latest versions of your elearning courses. beginner s guide to elearning systems 7
Reluctant learners Students who prefer to have face-toface time with a teacher may be hesitant to embrace elearning. In some instances, this issue could be worked around by having a more senior person sit with them while they complete the training. Some businesses find it troublesome to get all staff to complete their online training. Regular timed reminders are effective in reducing this problem. You can also consider incentivised learning, helping to speed up completion rates. Hands-on application Many industry courses require students to demonstrate physically what they have learned. In cases where an in-person demonstration is required (e.g. to demonstrate practical skills), online learning can still offer tangible benefits. For example, it can provide theoretical material, instructional videos and more electronically, allowing the learner to focus on the skills needed and get better value from their practice. beginner s guide to elearning systems 8
Chapter 2 Reducing capital investment In the IBM report mentioned above, researchers found that new employees are 42% more likely to stay when receiving the training they need to do their job properly 2. What s more, IBM also explains that 75-80% of managers believe effective training is critical to project success. beginner s guide to elearning systems 9
It is safe to say that training is an important activity in every successful organisation. Classroom-based training involves numerous costs, including: Room hire / use Employee time Trainer fees Travel time for staff and trainers Catering Printed materials Stationery Equipment Alongside this is the fact that even with all these costs in place, fact-to-face learning requires employees to physically attend every session but the reality is that illness, deadlines and scheduling conflicts mean that most sessions will have one or more absentees. This requires the session to be run again, or other ad hoc catch-up arrangements to be made. In either case, additional costs are involved. For all these reasons, it can be challenging to justify the capital investment required for workplace training programs. But the reality is that not implementing training programs will have you operating in a false economy. 2. IBM Value of Training Report https://www-304.ibm.com/services/learning/pdfs/ IBMTraining-TheValueofTraining.pdf beginner s guide to elearning systems 10
Saving money with elearning The upfront costs of elearning can vary, depending on the solution you are after. A custom course with bespoke animation may seem pricey, but it is still more cost effective than repeatedly providing that same course in a classroom where scheduling, illness and delivery can all compromise the effectiveness of the learning. Another benefit to consider is that elearning programs can lead to shorter training sessions overall (as faster learners will be able to proceed at their own pace), meaning attendees will spend less time away from their other duties. They also typically generate higher user engagement than face-toface programs, again because learners can make their way through the material at a pace that suits their individual learning style. Needless to say, both these factors help improve a course s ROI. It is possible to pay a one-off cost for a course or to pay an ongoing subscription fee for courses that are regularly updated; these choices will have different price points, which may vary on the kind of content you need delivered, so it s worthwhile speaking to a provider about how much you ll need to budget. beginner s guide to elearning systems 11
Getting set up with elearning does require some initial investment, but it can save money in the following ways: Time Classroom based learning can take half a day or even more if people are late or unable to keep up with the set pace of the class. Encouraging your organisation to use online education can result in employees spending less time away from their most pressing tasks, reducing the impact of training on productivity. Reduced risk; reduced insurance Learning in a virtual environment can give students an understanding of dangerous tasks with less risk, reducing the potential for costly accidents. Reducing the use of perishables and equipment In food and hospitality situations, elearning can allow students to be hands on with virtual examples of perishable material without having them go to waste. In an industrial environment, students can get to know the equipment they ll be using without having to interrupt operations out on the warehouse floor. beginner s guide to elearning systems 12
Quantifying return on investment The costs and savings of elearning can be easy to define, but measuring total return on investment can be tricky. If you re looking to make a business case for introducing online learning, your executive team will want to know how you ll measure ROI. Some KPIs to keep in mind, include: Overall employee satisfaction and staff retention before and after introducing elearning. Staff productivity before and after online training (it is claimed that every dollar spent on online training results in $30 of productivity 3 ). Profit and loss improvements before and after training. Reduction in complaints and workplace incidents (after issuing compliance training). Ongoing reduction in training costs through the use of scalable and redistributable elearning courses. In order to track and maximise ROI, consider implementing an elearning strategy with measurable goals and predicted outcomes for your business. And, in order to really sell it to your executive team, ensure that your strategy and outcomes are aligned with the organisation s overarching strategy and values. 3. Shift elearning http://info.shiftelearning.com/blog/bid/301248/15- Facts-and-Stats-That-Reveal-The-Power-Of-eLearning beginner s guide to elearning systems 13
Chapter 3 Streamlining existing processes All companies are required to provide their staff with a certain level of training, generally on an ongoing basis. When dealing with the complexities of employee training, hands-on management should be minimised in order to reduce disruptions and maximise consistency. beginner s guide to elearning systems 14
Situations where elearning can streamline workplace training Most departments will be feeling the push from above to streamline workplace operations. But with staff turnover, contingent workforces and the need for rapid change in many industries, the challenges of streamlining can seem overwhelming. elearning can help minimise the challenges and simplify the processes for change, compliance and training. Let s look at some scenarios where online training can help: You have new staff The simplicity of elearning comes into its own for businesses that are constantly welcoming new team members. Setting up these newcomers with an online course the day or week they arrive means that they will be up to speed from the get go. Organisations that still conduct face-to-face inductions find they are limited as to when they can on-board new staff. Some staff can be present for several weeks before being properly introduced to the business, its culture, its policies and procedures. This exposes the organisation to errors as well as a lack of productivity. You have safety training obligations Businesses that have in-house fire wardens, WHS reps and first aid attendants can take advantage of elearning to ensure compliance. Online training can also be used to train new representatives quickly when somebody leaves the organisation. beginner s guide to elearning systems 15
You have compliance training obligations Educating staff about intellectual property, workplace harassment and workplace safety is important for every business, but can often feel like a chore for management and staff alike. Using an off-the-shelf elearning course enables staff to complete the training more quickly. It also frees up the time of those who would otherwise have to dedicate hours to organising face-toface sessions. You need to train remote workers For companies that operate from several locations or employee telecommuters, the expensive process of bringing everyone together for training, or constantly requiring a trainer to travel to destinations, can be eliminated with elearning. This approach also means schedules can be flexible and people can find the best time to complete training for themselves based on their workload. You need to implement change management Communicating changes within the business to a wider workplace can be difficult, especially when you have multiple managers sharing information with different teams. With the help of online technology, all staff can get the same message at the same time. You want custom-made simulated environments When space is at a premium, elearning means that new staff can learn exact tasks without being in anyone s way. elearning programs can display virtual workplaces that exactly reflect what new team members will be faced with after they have been trained. beginner s guide to elearning systems 16
Chapter 4 Overcoming Opposition to elearning At an upper management level, the long term cost effectiveness of introducing elearning can make it easy to justify. beginner s guide to elearning systems 17
Incoming staff and millennials are likely to take elearning in their stride, especially for inductions, compliance and risk management. However, introducing elearning to existing employees can be met with opposition, especially if they are not comfortable operating online software or are used to learning in a classroom environment. The benefit of elearning is that employees are free to learn at their own pace and this is a fact that should be sold to your staff if you face reluctance. Courses can be designed to be straightforward, with a combination of slides, simulations and activities. Generally, all that is needed to move forward is a single click action. elearning information is presented clearly and often repeated. Interactions are meaningful, relevant and designed to maximise learning. If students have questions they can always ask their superior or deliver feedback electronically. Longstanding employees, who may have already been through similar training on or offline, have the advantage of being able to skip through slides if they feel they are already familiar with the material. They can fast-forward to the test questions in order to prove their knowledge and complete the unit sooner. With workplaces increasingly relying on technology to boost efficiency and productivity, elearning is becoming the norm. The issue of employees being reluctant to take part is likely to diminish as they increasingly see the benefits of this practice. beginner s guide to elearning systems 18
Chapter 5 Five steps to make elearning work for your organisation When done properly, implementing elearning can be hugely beneficial for organisations of all sizes. To maximise your return on investment there are some steps you need to take. beginner s guide to elearning systems 19
1. Prepare in advance Broadly speaking, developing a custom course can take several weeks from the provision of raw materials to final execution, implementation and roll out. When deciding on an elearning strategy, make sure there is ample time for the courses to be prepared and delivered. It is also important to take the time upfront to outline your objectives with your course provider in detail. 2. Avoid information overload It can be tempting to pack an online learning course with reams of information that can take hours to wade through. The reality of the average attention span is that 80 words per slide is ample and 45 minutes to one hour of training is the maximum before students lose concentration. Making training clear, straightforward and interactive means employees will be better able to retain what they ve learned and will be able to make use of it more productively. beginner s guide to elearning systems 20
3. Allow for fast-forwarding, but make assessments compulsory Busy workers struggle to set time aside for compliance training. Long-term employees may be required by law to sit through training they have encountered in the past. To solve these problems, give employees the flexibility to skip slides so that they don t avoid learning completely. Let them skip ahead to a multiple choice or short answer tests if they re confident they can answer all the questions without viewing the material first. 4. Make learning enjoyable Mix up the experience with slides, gamification activities and interactive graphics to ensure that your elearning content is entertaining, as well as informative. Give students the opportunity to choose between reading transcripts, learning by listening and task-based learning in order to optimise their experience. 5. Consult your employees Gather employee feedback about the course structure and content so that you are aware of what s working for them. Ask them what they d like to learn and how they think it would improve their output at work. beginner s guide to elearning systems 21
A final tip When choosing an elearning provider, make sure you speak with a reputable organisation that has a well-established history. Provide them with your list of objectives and they should be able to respond with a clear outline of how they can help you achieve them. beginner s guide to elearning systems 22
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