Ready, Steady, Go!
Getting Started on Your In-house E-Learning Project
Starting an e-learning project is an exciting opportunity to create something impactful and meaningful, whether it’s a new hire on-boarding course, compliance training, or a bespoke leadership programme.
However, before diving into development, there’s some groundwork to do. Careful preparation can save you headaches later and ensure your project runs smoothly, stays on budget, and achieves its goals.
In this article, I’ll walk you through the key elements to consider before kicking off your e-learning project, from resources and technology to templates and timelines.
Why Preparation Matters
Much like constructing a house, a strong e-learning project needs a solid foundation. Skipping the preparation stage can lead to:
“You said an orange tree”
Misaligned expectations between stakeholders.
Unforeseen costs or delays.
A course that doesn’t meet learners’ needs or business goals.
Taking the time to plan upfront helps you anticipate challenges, manage resources effectively, and set realistic goals.
Many of the activities below, I undertake with clients during a Discovery workshop.
An essential activity, whether face-to-face or online, this gives the project a great foundation and ultimately determines whether the project will go ahead and if so what the solution will likely be.
Other activities will be incorporated during the Analysis phase of the project, where we get into the details of what the learning needs are and scoping a solution.
1. Define Project Scope and Objectives
Start by clarifying what the project needs to achieve and its boundaries. This includes:
Purpose: Why is the course needed, and what problem will it solve?
Learners: Who is the target audience, and what are their needs?
Outcomes: What should learners be able to do by the end of the course?
This information will guide every subsequent decision and keep the project on track.
2. Identify and Allocate Resources
E-learning projects require a mix of skills and tools. Make sure you have access to:
People: Who will be involved? You’ll need project managers, instructional designers, subject matter experts (SMEs), developers, and testers.
Tools: Does your organisation have access to e-learning authoring tools like Articulate 360 or Adobe Captivate? Will you need graphic design or video editing software?
Content: Gather existing materials, policies, and data that could inform your course.
Allocate responsibilities early to avoid bottlenecks. For example, who will write scripts, source visuals, or review drafts?
3. Choose a Project Planning Approach
Effective project planning is essential to ensure the project stays on course. The methodology you choose will influence how you manage tasks, timelines, and iterations. You may already have a preferred methodology used within your organisation, but you may want to consider a methodology designed for e-learning.
Here are three popular approaches to consider:
Waterfall (ADDIE):
A traditional, linear model that works well for projects with clear, fixed requirements. The stages—Analysis, Design, Development, Implementation, and Evaluation—are completed in sequence. While thorough, it can be less flexible if changes are needed mid-project.
Agile (LLAMA):
The LLAMA (Lot Like Agile Management Approach) method, designed by Megan Torrance, blends Agile principles with e-learning development. It emphasises rapid iteration, collaboration, and regular feedback loops. This is ideal for projects where priorities might evolve or where stakeholder input is ongoing.
Hybrid:
A combination of Waterfall and Agile, this approach uses a structured start but allows for iterative development in later stages. It offers the best of both worlds for teams balancing flexibility with structure.
Whichever method you choose, ensure your team and stakeholders understand the process to manage expectations effectively.
4. Establish a Budget
Understanding your financial constraints upfront helps set realistic expectations.
Your budget will need to cover:
Staff or contractor costs.
Software licenses and subscriptions.
Assets like stock images, videos, or voiceover talent.
Technology for hosting the course, such as a Learning Management System (LMS).
If you’re working with a limited budget, prioritise the essentials and consider where free resources or tools could be used.
5. Create Timelines and Milestones
Without a clear timeline, projects can drag on or become chaotic.
Develop a project schedule that includes:
Key milestones (e.g., draft completion, stakeholder reviews, testing, and launch).
Time buffers to accommodate unforeseen delays.
Deadlines for individual tasks and team members.
Tools like Gantt charts or project management platforms such as Trello, Monday.com, or Asana can help you visualise and track progress.
6. Choose Technology Wisely
The tools and platforms you choose will directly impact your project’s quality and efficiency. Key considerations include:
Authoring Tools:
Select one that matches your team’s skill level and course requirements. Popular options include Rise 360 for responsive courses or Storyline for more customisation. But there are many different authoring tools out there and you can create great e-learning using PowerPoint. It just depends on your learner and what you as a business need to track or use for hosting the course.
LMS:
If you don’t already have an LMS, explore options that suit your organisation’s size and needs, like Moodle, TalentLMS, or LearnUpon.
Compatibility: Ensure your course will work across devices and browsers your learners are likely to use.
You can deploy your content on your network or an external site like AWS for simple access for learners. When you don’t need to track completion or manage your learners, you may not need an LMS.
7. Develop Templates and Frameworks
Templates save time and ensure consistency. Before starting development, consider creating or sourcing:
Design Templates: Layouts for slides, quizzes, and interaction screens.
Style Guides: Fonts, colours, and tone of voice guidelines.
Content Outlines: Frameworks for organising material into sections or modules.
These resources help maintain a cohesive look and feel, even if multiple people contribute to the project.
8. Plan for Communication and Collaboration
Clear communication is the backbone of any successful project. Set up processes for:
Regular updates to stakeholders.
Collaboration between team members using shared tools like Google Workspace or Microsoft Teams.
Document management to keep all resources, feedback, and drafts organised.
A shared communication plan ensures everyone stays informed and aligned.
I send a weekly report to all of my clients, alongside real-time tracking via my portal. Keeping your stakeholders up to date is essential.
Documentation management must be planned for. E-learning courses can contain hundreds of assets, which, along with project documentation and contributions from SMEs, can quickly create a mess if not organised and stored appropriately.
9. Anticipate Risks and Challenges
Preparation also involves identifying potential roadblocks. Common issues include:
Scope creep: Prevent this by agreeing on objectives and avoiding unnecessary additions.
Technical hiccups: Test your tools and platforms early.
Resistance to change: Engage stakeholders and learners to build enthusiasm for the project.
Being proactive about challenges allows you to mitigate them before they derail your progress.
Create a risk register, design a change process and manage those requests effectively.
Conclusion
Starting an e-learning project is an exciting endeavour, but success depends on solid preparation. By defining the scope, gathering the right resources, setting a budget, and choosing a suitable project planning approach, you’ll ensure a smoother journey from concept to completion.
Remember, time spent preparing is never wasted—it’s an investment in the project’s success.
And remember, if you need a hand with templates, planning, or technology advice? Get in touch, and let’s make your next e-learning project a success story.