The Definitive Guide to Learning Management Systems (LMS)

A Learning Management System is an online software platform designed for the creation,
delivery and tracking of e-learning courses and programs. LMS systems are used both for
educational and corporate purposes.
An LMS is composed of a server and a user interface. The server is where the creation, delivery
and management of e-courses takes place. The user interface (UI), on the other hand, is the
platform on the user’s (student or corporate client) end used for the actual consumption of the
course materials.
LMS systems were first used in higher education institutions but have become popular in other
areas including corporate learning and training. Indeed, they help a growing number of learning
institutions and businesses to train and manage their students/employees using a model that
does not require physical participation.
The amount of information that can be designed and delivered using an LMS system is
enormous. Notably, compared to traditional modes of learning, learning management systems
can also include video and webinars to enhance the learners’ experience. If you have a lot of
content and your audience is large, you should consider an LMS.
Benefits of LMS
1. Centralization of content. LMS platforms will allow you to put all your data in one place.
Certainly, you don’t need separate hard drives to store course material which reduces
the risk of data loss. Also, it makes the designing of courses easier.
Besides, cloud-based Learning Management Systems allow all users to access
information from one central hub and makes online collaboration possible.
2. Promotes a blended learning approach. By combining in-person and online learning
strategies, LMS platforms yield the benefits of both these approaches. Hence,
competency gaps are bridged thereby helping students and employees to focus on their
growth.
3. Unlimited access to course material. Once a student or employee enrolls for a course
via an LMS, he/she can consume the material at anytime, anywhere. In fact, LMS
platforms have granted access to global audiences regardless of their time zones.
4. Saves learning costs. LMS platforms reduce learning costs by eliminating expenses such
as instructor fees, classroom rentals, and printed material costs. Instead, by having
webinars and a digital repository for all learning material, these costs are eliminated.
5. Reduces learning times. LMS courses are flexible and allow the users to pick only the
content they need. Thus, scenarios such as sitting through a lengthy online or offline
training course have been successfully eliminated.
6. Easy tracking of progress and performance. LMS platforms help learners to create
milestones and gauge their performance. For instance, most systems allow the users to
 continue from their last saved sessions. Also, they can take tests and quizzes to assess
their understanding of the course material. Moreover, most LMS platforms come with
analytics and reporting tools that help the learners to identify areas they might be
lacking or excelling.
7. Easy update of eLearning courses. To update existing courses, you just need to log in
and make necessary changes. You don’t need to create new courses. In comparison,
traditional learning models required that the moderator creates new material and then
send information individually to learners every time there is a change to the content.
8. Compliance with regulations. Compliance laws keep changing and it becomes an
arduous task to ensure that learning content is compliant. Fortunately, LMS platforms
make it easy to adjust content from time to time to meet these standards.
9. Integration with social networks. Most learning management systems allow their users
to link with social networks such as Facebook and Twitter. This helps to reap the
benefits of connecting with other learners using social network platforms such as
Facebook groups. To add, learners can also connect with each other on online forums
which are also included in LMS platforms.
10. Enhance collaboration. An LMS environment allows students and teachers to connect
and work together on different tasks. Instructors will use the platform to create lesson
plans and distribute learning content. Students, on the other hand, will use discussion
forums to contribute what they have understood and ask questions.
When Do You Know it’s Time to get an LMS?
The eLearning industry is growing and experts calculate that its value will hit $15.72 billion by
2021. In fact, it is estimated that 87% of learners use some form of LMS for their eLearning
needs. But when will you know that it is time to get an LMS for your organization?
When you feel that your current training model is not delivering results as intended, an LMS
might be a good solution. Mostly, you may want your students or employees to take some form
of online training. Instead of sending training material via email, a Learning Management
System will surely help. Here are some signs that your institution/organization needs an LMS:
If you are unable to track the progress and performance of learners, an LMS is definite must-
have. Especially, most current training models do not have report-generating mechanisms
making it hard to assess if learners are excelling or failing.
For employers, compliance is important for business. LMS platforms help to keep your learning
content compliant as opposed to conventional training methods.
Training in most institutions and organizations is disorganized. Course materials are usually
delivered in an unstructured manner. For instance, training seminars may be held on an
impromptu basis which is against the learners’ wishes. The solution is to get an LMS to
streamline learning which will be done at the users’ convenience.
If your training costs are too high, it is wise to get an LMS. Costs such as travel expenses for
trainers, venue and accommodation fees will be minimized or abolished. As a result, the savings
can be used to enhance the LMS platform that you choose.
If your institution or organization has mobile or remote learners and workforce, on-site training
may prove daunting. With a cloud-based LMS, your users can log-in from anywhere and
consume the same learning content available on-site.
Most learning content is ‘boring.’ Consequently, learners get detached and do not get the
benefits of the training. LMS models are versatile and provide enhanced features such as
gamification that make the eLearning experience enticing.
At times, learners may want to specialize in different fields. Of course, they might have some
core courses that they need to take in common but still, others might require specialized
training. An LMS will aid in achieving that by creating groups of unique learners.
Conventional training methods are characterized by a lot of manual tasks. These include
enrolling, physical capturing of class material on notebooks or on devices, and sitting-in for
exams. An LMS eliminates all these by automating most of the processes thereby saving time.
If your organization is using so much resources to distribute learning material, it is time to get
an LMS. Some organizations have to print many training manuals and content that add up to
their operating costs. Also, the distribution of these materials is exhausting and time-
consuming.
Lastly, if you have an old LMS platform that cannot accommodate all your learners and their
needs, it is wise to get one that is scalable. Most of these systems cost money but investing in
one will save you more in the long-run.
LMS and eLearning Software
The two may be confused as one and the same thing. However, there are some differences. An
LMS platform focuses on the learning and tracking of progress of the learners. In contrast,
eLearning software offer curated digital libraries that include video, online courses and eBooks.
Thus, for eLearning software, the focus is to provide the learner with an online library for self-
guided learning. It also offers integration with LMS platforms. Fortunately, most vendors sell
eLearning software that can be integrated with various LMS platforms.
Types of LMS Software
Corporate LMS and Academic LMS are the two types available on the market. The former is
used by organizations to educate and train employees, while the latter is used in educational
institutions to create and distribute school courses as well as to track students’ progress.
Indeed, the functionality of the two is similar, however, they are designed to suit the unique
needs of their clients.
An academic LMS can be designed for K-12 schools, universities or colleges. While the functions
may be the same, an LMS designed for higher learning will have more features such as lengthy
tailored feedback. In contrast, a K-12 program may have lesser features to make it simpler to
use for students at that level.
LMS vs. VLE (Virtual Learning Environments)
The two are almost the same product but their respective software have differentiating aspects.
A VLE is more of a collaborative platform with emphasis on discussion, forums and other peer-
to-peer functions.
In comparison, an LMS places emphasis on performance tracking and analytics. Thus, some
developers have created virtual-only learning software which do not exactly fit into the model
of an LMS.
Types of LMS Deployment
Cloud-Based LMS
This type is hosted on a cloud where the vendor maintains the systems and does upgrades and
updates. Users are required to log in using a username and password to access content. Hence,
there is no need to download software.
This makes it a great option for organizations that need to access the service immediately.
Sadly, personalization and branding for this type of LMS deployment is not possible.
Self-Hosted LMS
The LMS vendor in this case will allow clients to download end-user software or purchase
installation discs. This type allows the user to customize the platform and take more control.
The downside is that you have to pay for updates.
Desktop Application LMS
Similar to self-hosted LMS, desktop application LMS is installed on a user’s computer and can be
remotely accessed by other users on other devices. This makes collaboration by learners
possible.
Mobile Application
This type allows the user to access learning material on a mobile device.
LMS Customers
Students – These are the end users of Academic LMS platforms. They log into the platforms to
access school-based learning content.
Employees – These are the end users of Corporate LMS platforms. They use these systems to
access work-related learning and training.
Teachers/Instructors – These are the tutors who upload digital content. They create the
information to be used by the end users or they can use material created by another party.
Administrators – They analyze data collected by LMS platforms to evaluate learners’ progress.
Mostly, they integrate the LMS with Student Information Systems to enhance a smooth
transition from one platform to the next.
Organizations – These are corporations and they use LMS to track their employees and launch
training initiatives. Also, they may use these platforms to manage franchises and record sales
activities.
Medium and small businesses – Smaller and medium companies may use LMS so that they can
cut on human resource management costs.
Freelance users – These are neither part of a learning institution or company. They are
independent users who want achieve a certain learning objective.
LMS Licensing Models
There are three basic LMS licensing types.
Open Source. These systems are online-based and free to use. You are allowed to change the
source code to suit your needs. In case you encounter problems or troubleshooting difficulties,
there is an online community of users ready to assist you. However, you need experience in
coding to use this type of platform.
Paid License. These come with monthly or yearly subscriptions. Such a license gives the user
additional benefits in the form of advanced personalized support and more friendly features.
Free License. They are similar to open source only that no programming knowledge is required.
The drawback is that there is no support for the user. To get the most of these types of LMS,
you will have to deal with a steep learning curve.
LMS Pricing Options
Freemium. The types of LMS in this category offer basic functionality. For you to access
advanced features, you will must pay an upgrade fee.
Subscription. In some LMS platforms, for you to access advanced features and personalized
support, you need to pay a monthly or yearly fee. In some cases, the platform will allow you to
pay different prices for different packages. The more superior the package, the higher the fee.
Licensed. This model allows client to pay a fee for all end-users instead of paying per user. The
fee can be a one-time lifetime access fee or an annual fee.
LMS Technical Standards
LMS technical standards should integrate seamlessly with your LMS. You should decide on one
that is favored by content creators and can be scaled as your institution/company grows. Each
standard has its own strengths and limitations. That said, below are the four main standards in
use today:
1. SCORM 2004
SCORM (Shareable Content Object Reference Model) is a programming standard that is used by
developers so that eLearning software products integrate with other programs. It allows
eLearning software to communicate with LMS software. Specifically, SCORM 2004 makes
eLearning content shareable across all platforms.
Pros
Creating SCORM content is easy and user-friendly. You don’t need programming knowledge to
create learning material.
SCORM is supported by most developers and authoring tools. Hence, migration from one LMS
platform to another is easy.
Cons
The last SCORM update was in March 2009; more than a decade.
It does not support offline learning; no Internet connection, no learning.
Tracking options are limited and include assessment scores, time spent on courses and
completion levels. Advanced metrics like engagement are not included.
SCORM works only within the LMS environment. Thus, publishing SCORM courses on your
website or mobile app is impossible.
SCORM is Flash-based even with the migration to HTML 5. Despite HTML’s capability to publish
SCORM content, the quality of media like videos is inferior.
2. AICC
AICC (Aviation Industry Computer-Based Training Committee) allows eLearning content and
LMS platforms to communicate though HSC (Home Access Center) protocols. Information is
transmitted via HTML and then the LMS gives back the information in text form.
Pros
AICC supports HTTPS (Hypertext Transfer Protocol Secure) data transfer making it very secure.
AICC data can also be stored on a separate server or domain from the one hosting the LMS
thus, it is flexible.
Cons
AICC was disbanded in 2014 hence there are no longer any updates. Consequently, most
content creators are abandoning it.
AICC has very limited tracking features. In fact, of the four LMS standards, it has the least
number of tracking abilities.
Compliance varies for AICC. A system may be technically-compliant, however, most features
may have to be encoded manually.
3. Tin Can API
This is also referred to as xAPI or Experience API and is seen as an enhancement to SCORM. It
features tracking activities and allows external learning. It also allows advanced learners to
develop and deploy mobile apps.
Pros
xAPI tracks advanced data such as games, simulations, blended learning and mouse-clicks. To
add, the analytics from xAPI data are so comprehensive giving content creators enough
information to build even better courses.
It allows for offline learning. In case there is a loss of Internet connection, the learner can
complete a milestone which will then be uploaded to the LMS once the connection is restored.
xAPI permits learning outside an LMS environment. Indeed, it can record learning activity taking
place through software such as CRM (Customer Relationship Management) systems.
xAPI allows creation of content that is mobile-friendly. Information does not have to be
consumed via a web browser alone since dedicated mobile apps can also do the job.
Cons
Compared to SCORM and AICC, xAPI is not widely-adopted. However, content developers are
quickly embracing this standard.
4. IMS LTI
The LTI (Learning Tools Interoperability) standard was developed by IMS Global Learning
Consortium. It allows course content and learning material from different creators to be
launched within an application’s tool. Also, it creates web-based learning content and remotely-
hosted applications.
Pros
Integrations with existing LMS platforms is faster and at lower costs since vendors can adopt an
interoperability approach.
IMS LTI software and courseware can be used elsewhere outside the environment of origin.
Future migration to other LMS systems is seamless due to the interoperability function.
Cons
This standard requires the cooperation and collaboration of industry players. Thus, many
parties have to be involved to make it efficient.
Older but desirable applications may not necessarily conform to LTI. Hence, based on LTI
compliance, an institution/company may opt for a subpar application.
Points to Consider when Choosing an LMS
Perhaps you are running a small business or a learning institution and you have seen immense
growth over the years. With such scaling of your company or institution, there will arise the
need to train employees on new work-related concepts, or update students with newer
courses.
Next, you hear about LMS platforms and are sure it is the solution that your organization is
looking for. Whether you want to acquire a new one or migrate to a newer one, there are a few
things to consider.
You need to carefully analyze, compare and contrast different LMS platforms in terms of their
services, features, pricing and options for you to make an informed choice. Here are some
points to consider.
What is the purpose of the LMS? Of course, you need the system to streamline operations. If
you can handle your organization’s needs effectively through your work force, then there is no
need to get an LMS. You should only consider one if the tasks to be handled are more than
what your work force can handle.
Some of the reasons institutions and companies opt for LMS include administration, 24-hour
content access, onboarding, performance tracking and compliance.
Who are Your End-Users? Are you dealing with employees or school-going students? Corporate
LMS and Academic LMS have varying features. Also, are you dealing with many employees or
students? As such you may need an LMS with mass registration features.
You also need to consider the location of your audiences. If they are remotely located, you
need an LMS that can be downloaded on their computers or mobile devices. Also, you need to
consider how tech savvy they are.
Budget. Work within a reasonable budget from the onset. If the cost of acquiring the LMS
overweighs the benefits, it is pointless to get one. The typical costs to consider include
annual/monthly fees, startup fees, and staff expenses.
What are Your Expectations? You need to consider if you want an LMS platform with pre-
installed courses or one that requires you to create your own content. To add, be clear on the
type of tracking metrics that you are looking for. Moreover, you may want to consider if the
LMS you choose allows offline learning for users with poor Internet connections.
Admin Skill Level. Do you have a dedicated admin who will help to manage the LMS or you will
entirely depend on tech support from the vendor? Take note that depending on the licensing
model you choose, not all LMS platforms come with tech support.
Features. The next section of this guide will exhaustively talk about the features of a good LMS.
However, some of the standard features to look out for include tracking and reporting,
compliance, custom branding, assessment and testing, and SCORM and xAPI compliance.
Mobile Friendliness. Mobile devices are increasingly becoming the preferred devices to
connect to the Internet. Undoubtedly, as education and training shifts to online platforms, a
mobile-friendly LMS will suit all users.
Content Creation/Content Management. Most LMS platforms have both these features.
However, some clients prefer one of either. Having a platform that can allow content creators
will give instructors the ability to design their own courses as opposed to managing pre-existing
ones.
User Friendliness. Most LMS users are tutors and students. Therefore, a user-friendly system
will make learning easy and fun.
Scalability. Your chosen LMS should accommodate your organization’s growth. Factors that
allow scalability include features such as native content creation and gamification, pricing, and
whether the platform is on-premise or cloud-based.
Key Features of a Good LMS Platform
Content Creation
This allows instructors and tutors to design their own courses using web tools. They can embed
content from the Internet or create their own from scratch. Indeed, a good LMS’s content
creation feature should allow the user to create many types of interactive content.
Other systems need third-party course creation tools. A good LMS does not need such and
these course-authoring tools should be inbuilt and cloud-based so that clients do not have to
download additional programs on their computers.
You should also have a media library where you can store material such as employee
handbooks, technical documentation and one-off videos. This content may not be needed for
the lessons but you may still want learners to access it. Besides, you can opt to purchase
subscription for an integrated course content library that features loads of pre-built content.
Content Management
An LMS should let you easily create and deliver courses to your learners. It should feature a
drag and drop functionality to enable you arrange content. To add, it should support multiple
content formats including PDF, Word document, spreadsheets, video, audio, and live sessions.
Content management also entails learner assessment. Assignments and exams are the best way
to achieve this. Also, learning paths let you combine courses to help learners individually track
and achieve their goals.
E-Learning
Your platform should allow you to assess learners and address any gaps. Hence, your LMS
should come with eLearning assessment features. Most systems come with eLearning
assessment tools that give reports and help in tracking learners’ progress.
E-Learning should allow learners to rate courses and leave comments. Additionally, lessons
should be taken in the appropriate order by enabling lesson gating. With this feature, the
learner can only access the next lesson by completing the prior required lessons.
Quizzes and assignment at every point of the journey are necessary. The learner should also
have learning paths and checklists that include courses, activities, and assessments. Moreover,
eLearning should include interactive video presentations.
User Experience
Your chosen LMS should have a responsive design that allows everyone to benefit from your
online course. For instance, mobile users should have the same experience as those using
desktop computers. Mobile learning will help to reach even more learners and your chosen
LMS should preferably come with an Android or iOS app. Also, your platform should be easy to
navigate making it easy for users to access coursework.
Other features that give a user-centered experience include user groups for learners accessing
the same courses, user permissions, user transcripts, user profile fields and single sign-on (SSO).
Gamification
Learning in the traditional sense is ‘boring’ for most learners. Hence, it is important to
incentivize the process. Gamification makes the experience a competitive one. It creates
milestones, goals and achievements that motivate your learners.
Still, gamification may not make the subjects more interesting. However, it will enhance learner
engagement, speed up learning, and improve compliance.
Reporting
It is important to know how your training is performing. Reporting is a valuable feature that
gives actionable data on users’ progress. These include exam results, survey responses, and
training history.
Having such information helps to analyze data and identify trends in learning. In turn, you can
highlight training gaps and improve future courses. Overall, reporting informs you how your
training is impacting the learners.
Additionally, you will get valuable insights. For example, if you notice that learners are
downloading a video lesson as opposed to accessing a PDF manual, it will be wise to create
more video content and give learners what they naturally prefer.
Notifications
Notifications are important since they keep the learner abreast with all the latest information.
For instance, any new additions to their courses will be communicated to them via
notifications. Also, new courses, important announcements, events, and other information –
not necessarily related to learning – can be relayed via notifications.
Notifications can be in the form of email or auto notifications within the LMS platform.
Social Capability
A good LMS should emphasize collaboration and peer-to-peer sharing. Most platforms have
social media tools where learners can share their experiences. Social learning also gives you the
ability to track online discussions, create groups, and add other important elements such as a
news feed onto your courses.
Customization and White-Labelling
Branding is key for any institution/organization. Indeed, your chosen LMS should reflect your
brand and be recognized by your audiences. Therefore, your LMS should allow you to import
your logo, images, and other elements unique to your business. Such a platform lets you ‘own’
the system.
White-labelling allows you to remove the vendor’s brand from the LMS. You can also customize
the URL that came with the platform, and remove any links and references to the vendor. Such
customization makes the learner identify the platform as designed and created by you.
Virtual Classroom
Learners should have the capacity to attend lessons in a model similar to a physical classroom
setup. Virtual classrooms help to achieve that. Video conferencing creates a virtual
environment for learners who need a one-on-one classroom feel.
Forums, messaging boards, and comments can be used to address learner’s questions.
However, virtual classrooms may help learners to ask difficult questions and get their answers
instantaneously.
Hence, your LMS should be integrated with 3rd party virtual classroom tools such as Zoom, Big
Blue Button, Webex and [Link].
Event Management
Learning is structured based on timelines. Your chosen LMS should allow you to create learning
events, schedule virtual classrooms and webinars, and share your calendar with your learners.
Besides, reminders are helpful in ensuring you don’t miss or skip any learning activity.
E-Commerce
If you are thinking of making content for a wider audience, consider an LMS with e-commerce
integration. You can make extra money by selling your courses on a subscription model. A
learner will need to create an account on your platform and make a payment (one-time or
recurring) to access your content.
Some great e-commerce features that your LMS should have include promo codes (in case you
want to offer discounts), affiliate tracking to assign commissions to your affiliates, and credit
card processing for all major credit cards and debit cards, and other payment gateways.
Administration
Your platform should come with easy-to-use administrative features. First, you should easily
create and add unlimited admin roles. You should also be able to create sub-administrators
who can only access the functions that you assign to them.
To add, a good LMS should come with a report builder and an analytics dashboard. You should
also easily create transcripts and gradebooks that can be downloaded by your learners.
Moreover, a team lead dashboard is a great tool to track supervisors’ progress.
SCORM AND xAPI Compliance
As discussed above, there are four main compliance standards. However, SCORM and xAPI are
the most common. Indeed, having an LMS with either of these will help you to standardize
content.
Importantly, you should easily and intuitively upload SCORM and xAPI course material in no
time. Also, take note that your course-authoring tools should also be compatible with these
standards to ensure readability of your files.
Training and Support
Your vendor should provide free training on how to use the LMS platform. This helps to get
started as soon as possible and not waste time with trial and error. Besides, customer support is
essential so that you can get professional troubleshooting and other personalized help.
Integration
Your LMS should integrate with other software that you are using such as your webinar tool, HR
software and CRM system. Such integration automates most functions such as the creation of
learner profiles, onboarding, and data synchronization.
API (Application Programming Interface) integration is a function that permits multiple
applications and software to interact and share data. Having API integration with your LMS
helps to push and pull data. Indeed, such automation helps with time-consuming administrative
activities.
LMS Trends You Should Know
Whether you are looking for an LMS platform, have one already, or want to upgrade to a better
one, trends in the LMS industry will help you to make informed choices and decisions. Certainly,
you will have the ability to forecast what the future eLearning industry will look like and will
have knowledge regarding the latest in technology.
LMS to LXP
LMS platforms are here to stay, however, LXP (Learning Experience Platforms) are introducing a
shift towards more engaging and curated content. However, LXPs are more of eLearning
platforms and thus, may benefit employers more. Educational institutions will perform better
with LMS. Nonetheless, the migration to LXPs might affect the choice of platform for some LMS
clients.
Multi-Channel Learning
Millennials are fast becoming the majority of learners in class and at the workplace. They are
tech savvy and this calls for a shift in the modes of training for this category of learners. They
are learning many skills at the same time and using the same skills either in school or at the
workplace.
A multi-channel approach to learning will help millennials to access course content any time,
anywhere. In turn, they will utilize their acquired skills much faster.
Experience Beats them All
There are different aspects of learning in a physical classroom and acquiring knowledge via
LMS. However, hands-on experience is priceless. Hence, LMS platforms are incorporating
experiential learning to help learners utilize their skills.
There are eLearning simulations and case studies which allow learners to test their knowledge.
Such activities equip learners with skills to handle everyday challenges. Consequently, learners
evolve into a better workforce that can handle everyday life and workplace situations.
Learners Have Unique Interests
It doesn’t matter if a group of learners are taking the same course. Each individual has unique
learning preferences. LMS platforms are, therefore, developing platforms that contextualize
learning.
Personalization is an aspect to watch out for as you look to purchase or upgrade your system.
Without a doubt, a tailor-fitting platform will equally serve all learners’ needs.
Emphasis on Social Learning
Despite tailor-making learning experiences for individual learners, social learning helps to
create deeper learning. Therefore, most LMS platforms will combine contextualized and social
modes of learning.
Social learning helps to collaborate and share knowledge, thereby enriching the overall learning
experience.
Video is King
Videos are powerful in terms of grabbing attention and entertainment. Thanks to the
development of high-speed Internet such as the rolling out of 5G networks globally, streaming
and uploading videos is easy.
Videos make LMS content more interactive and fun. Besides, they can be used to complement
other media such as documents and audio.
Final Thoughts
Your chosen LMS should centralize learning and also scale your operations. It should also
reduce the bulk of some administrative tasks, deliver training at a cheaper cost, and help you to
track your training as well as the progress of your learners.
In doing so, you are able to identify gaps and improve on areas that are lacking. Especially,
begin by outlining your objectives and noting down the features that an LMS should have to
help your institution/organization achieve its goals.