Segment 2: The 5 MOST Fundamental Steps to eLearning Success

Five Fundamental Steps to eLearning Success

Common sense dictates that students who understand the flexibility and job-related benefits of eLearning will be the most enthusiastic participants. To engage members of your organization, and help create a strong foundation for the new training resource, focus on these five fundamental areas:
 

• Program Identity • Solicit Management Support • Conduct Orientation Sessions

• eLearning User Guide • Engage Employees Through eMail & Intranet • Tap into Existing Resources

1. Program Identity
Every organization has a distinct identity, as does your favorite restaurant and sports team. Your eLearning program isn't any different. To promote the new program effectively leverage the Empire KnowledgeBank brand. And create a mission statement that represents your organizations objectives.

This will help frame all your promotional activity, and give your program focus and perceived value.

»Top


2. Solicit Management Support
The success of any new workplace initiative will depend in large part on the extent to which management backs it up (supervisor level through upper management).

Upper Management (executive-level: Commissioner, CEO, CIO, CFO)
Upper management may have signed off on your eLearning strategy and purchase, so you're half way there.

Now, let's make sending an email or memo introducing eLearning from your Commissioner, HR Director, CIO or CFO a top priority. Line managers, supervisors and employees pay attention to initiatives that are endorsed by upper management. This message will communicate to all employees and supervisors that eLearning (workforce development) plays an important role in supporting organization objectives. A well-timed and well-executed kick-off message will add instant credibility and respect for the program. Support may be conveyed in a meeting, in a letter or email.

Many times executive management will want to create this message themselves. Others will welcome one that's already crafted for them, and they can adjust it to suit their personal style and the organization. Here is a Sample Message from Commissioner, HR Dir, CIO or CFO to staff.

Line Managers and Supervisors
Typically eLearning users/employees report to line managers and supervisors. Managers and supervisors have a vested interest in how each of their employees spends his/her time. These eLearning gatekeepers must believe in the value of eLearning in order to justify training at the desktop and grant employees time on the job to complete training. It's key to communicate specifically "how" employees will be working with eLearning tools and the benefit to the organization.

Application of eLearning:
• Complete mandated training?
• Fold into an official training program(s) like “new manager development”

• Support a software conversion?
• Allow for cross training and new skill development ?
• Provide career/professional development opportunities?
• Or will it be a combination of these applications?

Primary benefits to management (supervisor must understand "what's in it for them"):
• Provide training to employees when it's most needed - with no waiting
• Minimize employee time "out of the office"
• Reduce travel expenses associated with outside training classes
• Save significantly compared to contractor classes
• Develop skills from within the department
• Perfect prerequisite training for live events that employees are to attend

Set managers expectations accurately - communicate program facts from the start that:
• eLearning courses are "self study", employees may access courses from their workstation, designated office PC's, or from home at any time that is convenient 24x7.
• eLearning course sessions (training time) are typically 30-90 minutes and courses are usually completed in multiple sessions (total course time varies by course). Sessions do not require ½ or full day commitments out of the office.
• Manager approval is NOT required for employees to take eLearning courses or if approval is required explain the process
• User statistics are maintained by the eLearning system recording which courses each employee takes, date and time of course (first and last log-in), and assessment scores. This information is available to managers on request.

We recommend that an overview to eLearning is handled during a meeting (see number 3 below). This format gives weight to the subject and allows for questions to be answered directly and efficiently. Use email as an introduction or back-up communication tool. Here is a Sample Message to Management to send your line managers and supervisors prior to your meeting.

»Top


3. Conduct Orientation Sessions
Deliver formal presentations during departmental meetings to build program support. This is the most effective way to gain program momentum quickly and effectively.

Supervisors/Management:
Management presentations should come prior to distributing eLearning to users and prior to user orientation sessions. The objective of this 30 minute session is to help management understand the application of eLearning and how their employee will benefit form its use on the job.

Sessions typically include the following agenda items:
- Overview of eLearning (supplier/OFT, subjects offered, how it's accessed, etc) - (5 minutes)
- Brief presentation of the training site and how users navigate (10 minutes)
- Program facts including internal policies/procedures (see number 2 above) - (5 minutes)
- Benefits to management (see number 2 above) - (2 minutes)
- Q & A (10 minutes)

Most common management questions and concerns are:
I have to provide training time during work hours?
Answer: yes, but it's far less time then required to attend a live class off site

How long is a course?
Course length varies, but training time is typically 30-90 minutes per session

How do I know if one of my people has been taking a course?
Answer: the system collects user usage data including course title, log-in (date/time first & last) data, and assessment scores. Reports are available on request from your eLearning administrator.

What if an employee is taking a course not related to their job?
Answer: if you suspect this request report data and take appropriate disciplinary action
Note: many organization make use of an eLearning usage policy that employees are required to agree to prior to getting access to eLearning - this step assists in avoiding and dealing with disciplinary issues. Here is a sample usage policy.

How are eLearning licenses purchased and paid for?
Answer: Licenses are procured centrally on an annual basis through the NYS Technology Academy. Each license provides
a user with unlimited access to all resources for 1 year.

Use this cartoon to demonstrate why your dept needs training and get some laughs while you're at it. Click here to view and print.

eLearning Users:
The objective of this 30 minute session is to help users understand what courses are available, how to navigate the site and apply eLearning on the job or in pursuit of advancing their career.

User sessions typically include the following agenda items:
- Overview of eLearning (supplier/OFT, subjects offered, how it's accessed, etc) - (5 minutes)
- Presentation of the training site and how users navigate (20 minutes)
- Program facts including internal policies/procedures - (5 minutes)
- Q & A (10 minutes)

Most common user questions are:
Can I access training from home?
Answer: yes, but do not expect compensation in any form - this is on your time

How long is a course?
Course length varies, but training time is typically 30-90 minutes per session

Do I get credit for course completion?
Answer: explain your dept policy

Are courses accredited?
Answer: Yes many are. You can also earn Continuing Education Units (CEU's) that are transferable. Go to
this URL for more information: http://www.netg.com/Catalog/Accreditation/default.asp

Do courses provide certification?
Answer: no certification is only acquired by passing a test at an authorized testing center. The courses "prepare" you pass certification exams.

I have "unlimited" access to all courses?
Answer: yes, but understand that you are to take courses relative to your job during work hours (management has access to course usage data on all employees)

eLearning site user guide
Be sure to equip users with resources. Here are a few for you to leverage:

» User Guide:  -- note:  This guide may be too long to print -- You may create an abbreviated version or email it to users.

» Tips for Effective eLearning

» Do Not Disturb Sign

Organize an Open House
Organize informal brown-bag lunch seminars or departmental gatherings to help build word-of-mouth momentum for eLearning. Use this opportunity to provide an introduction and tour of the new eLearning resource

Here are Tips on How to Organize an Open House.

Note: open houses are not intended to replace formal supervisor and user presentations!

»Top


4. Engage Employees Through email and Internal intranets
In addition to hearing from management, launch your eLearning program with a series of enthusiastic and detailed how-to messages directed to employees. In all communications with employees be sure to set expectations correctly; convey that eLearning is a tool to provide training on demand and that this state-of-the-art resource will compliment live instructor-led training (if you offer instructor-led training).

View a Sample Message to Users.

 

Post eLearning program information (what it is and how to request access) on your company intranet or wherever employees are accustom to going for training information

»Top


5. Tap into Existing Resources
Draw attention to eLearning by leveraging training resources that are already in place. Ironically, one of the best places to talk-up the benefits of eLearning is during instructor-led classes. Instructors should discuss the benefits of the new resource, and what subjects/courses are available. Also plan to cover how employees access the site and an overview of major features.

Post eLearning promotional materials wherever students sign-up for instructor-led training courses, too. Here's a Sample eLearning Promotional Flyer that you can easily customize.

When launching and/or updating the program, remember to take advantage of:

• Your organization's newsletter
• Bulletin boards
• Intranet sites

Wait, there's more. We've also prepared an Guide to eLearning Marketing & Promotion.

»Top


In Closing
Good luck implementing the first stages of your eLearning program. There's much to do, but your efforts will pay huge dividends!

»Top