E-learning platforms are intricate systems that comprise multiple components. Each of these components should be meticulously planned and executed, as the choices made during the implementation phase will have a significant impact on the user's experience. While it's true that no e-learning platform can be perfect, it is essential to understand the key features and steps involved before implementing one.

Defining goals and expectations

When it comes to eLearning platforms, it is essential to determine the target audience and the goals to be achieved. For instance, a platform designed for students will serve different purposes than one tailored for a sales team in a company. Therefore, it's essential to identify the platform's purpose and the intended audience.

For instance:

• Onboarding new employees
• Training sales team on new products
• Preparing students for final exams

Moreover, the expectations placed on the eLearning platform help define its character and type. For instance, if the platform is designed for periodic testing and used occasionally, it may not require advanced features, while a platform for daily distance learning would require more advanced solutions.

Points to consider:

• What type of knowledge or skills need to be transferred to participants?
• What business objectives need to be achieved through the platform?
• What effects are expected?

The answers to these questions will be the basis for selecting a platform that is either less advanced (if it is not a tool for everyday use) or tailored to the needs of enterprises with hundreds of users.

Content creation and management, content personalization

When it comes to training, the manner in which the course materials are presented plays a crucial role in the learning process, i.e. their creation. Therefore, during the implementation phase, it is important to consider the possibility of adapting the tools and content formats to suit the individual needs of the learners. The most effective and convenient form for learning is video; however, it is also important to support others, such as DOCX, PDF, PP or audio. Selecting the best format to suit your organization's needs becomes initial when learning or getting acquainted with new content.

It is significant that the platform provides easy content management: creating, editing, and publishing content. The editor should be intuitive enough that even inexperienced users can easily decide:

• What should the course look like?
• What form should it take and what content should be included?
• Who should have access to it, and at what level?

Additionally, it should be easy to personalize content to the individual needs of participants, especially in environments where many types of courses are implemented. These types change dynamically, and the number of users using the e-learning platform is high. An intuitive dashboard is critical to the success of the entire training experience.

The learning management system should also provide tools for organizing content logically and restricting access to selected topics to specific individuals or departments.

Points to consider:

• Who will be responsible for content creation and update?
• Which tools and their forms best suit the organization and type of course?
• What are the procedures for adding/editing/deleting courses?

The answers will help you select flexible online training management software that changes with your organization's needs or a pre-built solution that comes with built-in tools and features.

Features

Online courses rely on the modules of e-learning platforms. This is the most essential aspect, so before you decide to implement a learning management system, make sure you understand what the service provider offers. Using the functionality of the Edito e-learning platform as an example, we will discuss the most important ones:

E-learning courses

This segment allows administrators to create and edit training courses and knowledge tests. A convenient panel allows for easy content entry in the Lessons section - determining the form, editing, and adding the necessary materials. It is possible to specify the requirement to pass the lesson, e.g. reading the entire content. The Topics/Links feature allows for grouping course elements and external resource links. The Tests module is crucial for e-learning. The administrator determines factors like the creation of tests, setting passing thresholds, and determining the number and order of questions within tests.

Coordinator profile

This module allows for assigning permissions to instructors or group supervisors who manage specific aspects of the training courses. It also has a Report feature that generates a detailed summary of each course (status, start and end dates, approach attempts or final result) and course component (participant data, personal data, status and completion, etc.) in XLSX format. This module consists of a report that allows you to generate a detailed summary for each User (status, start and end dates, approach attempts or final result) and course componets (participant data, personal data, status and completion, etc.) in XLSX format. It also provides a preview of the Course (access status, number of passed and failed courses, permissions, etc.).

Certificates

The administrator can choose which elements the certificate will include, such as color, logo and layout. As a result, the generation of the certificate only requires the imposition of individual data by the system, such as personal information, final grade, and course title. Once a user completes the course, the certificate is automatically generated, which is a significant improvement and time-saver, especially when dealing with a large number of participants.

Link Directory

This feature allows you to store important documents, links, and files of different types, including videos. The internal search engine has filters to help you find content by category faster.

All functionalities of the Edito platform are reusable and can be used in any part of the platform. The structure of the platform is fully configurable.

Users

This feature provides a panel for managing user accounts. You can add and remove users, assign permissions, change or force a password change, block accounts, and view login history. Users can also access and fully edit their data in the "My Account" tab.

Course paths

That is the space to create, manage, and group course paths. The administrator can assign any number of courses, set course access dates, and assign users or entire teams.

SMS API

SMS notifications are read by 99% of users. SMS API to Application Programming Interface allows admins to send information to users not only via the e-learning platform or email, but also via SMS. It provides personalized content and high reception efficiency. Ultimately, it shortens the distance between the organization and the course participants.

Notifications

The administrator can send information to the users about essential course-related aspects, such as assigning a new course, reminding them about the upcoming course completion date, passing information, etc. This ensures a clear information structure and constant contact between the trainees and the platform administration.

Chat

The system operates via the web browser, enabling fast and direct communication with users. As users have continuous access to the system, it facilitates real-time exchanges of questions, answers, and discussions. This feature helps users better understand the learning material and promptly resolve any questions.

FAQ

The platform offers a centralized knowledge base where course participants can find answers to common questions without having to ask the platform administrators. This saves time for both parties. The knowledge base is equipped with a WYSIWYG editor that helps ensure that the text is formatted correctly as the answers are being written.

Implementation plan and training

Effective implementation of a new system is crucial, particularly in large companies, as it helps expand the knowledge and skills of employees. To ensure a smooth transition, it is important to define the work calendar and maintain the structure of daily tasks for everyone involved. The responsibility of addressing these issues falls on the e-learning platform provider. The implementation process of the new system should be minimally invasive yet efficient.

Therefore, it is the customer's responsibility to inform the crew about introducing the new tool. An exemplary implementation company should have well-defined scenarios that will streamline the whole process and ensure high-quality cooperation. One of the best ways to achieve this is to provide training which can be tailored to different groups of recipients:

• Admin Training: Learning how to manage and configure the platform, create courses, and manage students.
• Instructor Training: Learning how to make learning content, monitor student progress, and provide support
• User training: Learning how to use the platform, register for courses, and actively participate in courses.

Questions to ask:

• What are the deadlines for the main phases of the project?
• When will the project be announced in the company structures?
• Who will supervise the platform, and how will they be trained on the new tool?

Providing employees with a comprehensive tool is only half the battle. Ensuring that they are proficient in using it is equally important. Therefore, proper training is crucial for the success of the implementation.

Data security and privacy policy

Security is a crucial concern when it comes to e-learning management systems. It involves safeguarding sensitive user data like personal information, logins, passwords, and internal data of institutions. Safety is of utmost importance, and it's worth exploring what distance learning systems offer.

First, the law - E-learning platforms must adhere to strict practices and regulations to secure student data. To ensure data security, the storage and processing of participant information are subject to stringent data security standards such as the General Data Protection Regulation (GDPR), which is mandatory in the European Union.

One of the fundamental protection measures in online education is data encryption. The most secure platforms use advanced encryption technologies (SSL/TLS) that protect data during transmission between the server and users. The data obtained is unreadable without the appropriate key, making it an effective security method.

Multi-factor authentication and access control are additional tools used by educational platforms. They require both a password and a verification code, ensuring that it is impossible to log in even if someone gains access to a password.

Advanced platforms also allow administrators to set access levels, specifying who can access different platform levels.

Another critical aspect is securing educational content. Technologies like Digital Rights Management (DRM) enable you to control access to and download course materials, preventing unauthorized copies or distribution. Watermarking course materials is also a common practice.

Points to consider:

• What type of security mechanism does the service provider offer?
• Is it possible to customize the security to your needs?
• Is data protection for users and your company additionally paid?

Conclusions

There are various key issues to consider when planning to implement an e-learning platform. It is crucial to invest time in comprehending the needs, selecting appropriate tools and strategies, and ensuring data security to enhance the success of the e-learning project. It is also important to remember that this project is an ongoing process that requires continuous monitoring and improvement as technology advances and participants' needs evolve.