Implementing an LMS – Formative Presentation

Implementing an LMS – Formative Presentation Jenna & Megan March 6, 2011

Agenda • Learn about the Problem • LMS – Definition and Benefits • Review the Relevant Literature • Role of Employee Education Dept. • Proposed Action Plan (not in PP) • Consider the Outcomes • Theories Considered (not in PP)

The Problem A large multi-site non-profit organization is looking for ways to better connect employees for communication purposes and collective learning. The Action Learning Team, led by members of the Employee Education Department, has been asked to identify a learning management system that meets two objectives (1) sharing information, such as memos, updates, etc.; and (2) will provide employees with a platform for collective learning through a web-based learning and experience/knowledge sharing system.

Additional Info about the Problem • Work-sites are spread across the province • The majority of employees work shifts and staff may not see each regularly • All work-sites have computers • Based on the type of work, employees do not usually do a significant amount of computer-based work as part of their normal work day • All employees have e-mail addresses

Additional Info about the Problem • Employees range in age from 20 to 65. • Largest cohort is between 40 and 50 • next largest group is between 20 and 25 • Many employees have been with the organization for a long time (e.g., greater than 10 years), often in the same position.

Additional Info about the Problem • Each work-site team meets face-to-face every 4-6 weeks • Employees work in teams; however, these are “work teams” (Raelin, 2008) focused on productivity and service, not learning • Employees within a work-site team are interdependent

Additional Info about the Problem • Management spends more time at computers and has more opportunities to interact with employees from other work-sites • A corporate office of about 20 people includes: • Human Resources Department, • Finance Department, • Employee Education Department, and • Upper Management positions

Additional Info about the Problem • Current communication strategies are from primarily from top to bottom and include: (1) written memos sent by paper using a courier system to all locations or electronically using e-mail to all work-sites; (2) verbal communication that flows down verbally through the layers of management; (3) sharing information via the internal web-page that all employees can access.

The Problem - Importance • Communication has been identified as an opportunity for improvement on recent employee satisfaction surveys • Upper Management is supportive of learning between work-sites, but is unclear of how to go about changing the current opportunities to lead to improvement in this area

The Problem - Benefits • Access to timely communication across entire organization and all employees • Increased employee engagement • Opportunities for Employees from all level to participate in discussions • An organization more focused on learning together • Sharing experience and expertise will result in more consistent high quality services across all sites

JENNA HERE IS A SPLIT WHERE YOU SHOULD INCLUDE THE WHAT IS AN LMS content and links. See the file I sent the other night called Additions to A3. Add whatever you think is good.

Effectiveness of an LMS • Allan & Lewis in their study of nursing who participated in a virtual learning community, noted that membership offered new opportunities for collaboration and enabled participants to learning and working at a time and place that suited their individual preferences. • Communities of Practice whether face-to-face or web-based offer opportunities for two-way flow of information (Sauve, 2007).

Benefits of an LMS • Accessibility/Flexibility • “Virtual learning communities provide an opportunity for individuals with a common purpose to come together across barriers in time and space” (Lewis & Allan, 2005) • Provides an avenue that allows all staff to access resources, discussion forums , and the option to e-mail others at any time • Can access from any computer, not just from their work-site • Access to employees beyond their own work-site

Benefits of an LMS • Financial • “Organizations are drawn to online training in an attempt to cut costs and create material that can be delivered anytime, anywhere, and tailored to meet individual needs” (Sitzmann, Bell, Ely & Bauer, 2010) • Productivity is higher because employees can participate in discussions from their work location so travel time and days away from the work-site are not required. • There are a number of free LMS systems available.

Literature Review • Collective Learning • Collective learning similar to collaborative learning, both can occur any time people gather together. • For a collective learning environment to thrive, leaders must be committed to learning and value the idea of being a learning organization (Senge, 2006)

Literature Review Prior to implementing the LMS for collective learning the following themes should be considered: • The important role trust plays in collective learning; • The role of leadership in any change and in fostering a learning culture; • Impact of employee age on change and technology uptake; • How adult learning techniques to enhance the experience for participants

Literature Review • Importance of Trust • Trust has also been identified as the foundation to effective teams in work settings (Lencioni, 2002). • Building trust in teams and on-line communities may take a significant amount of time.

Literature Review • Role of Leadership • Leaders can influence employees’ perception and response to change by getting employees involved in the change process. • “Change agents” (peers involved in leading the change) help others learn to work together in new and different ways. • Engaging employees means that leaders need to advocate power, which can be challenging in some organizations. • Leadership can show support by ensuring the required technology is available and acknowledging the time commitment required by those who participate (Allan & Lewis, 2006).

Literature Review • Worker Diversity (i.e., Generations in the Workplace) • Research has shown that millennials find social media a more useful learning tool than generation X workers or baby boomers (Ketter, 2010). • Madsen, Miller & John (2005) observed that older employees were more committed to their organization and also more open to change. • Some generations work to live, while others live to work, which can influence their willingness to stay late and/or pursue learning on their own time (Generational Difference Chart) – could be important if time for participation in the collective learning settings is not incorporated into existing work schedules.

Literature Review Incorporating Adult Learning Techniques Employees are in control of their learning and can immediately apply concepts and theories-Experiential Learning “In a learning organization, the company doesn’t ‘force employees to learn, but creates a context in which they will want to learn’ ” (Raelin, 2008). Employees have full access to resources, discussion forums and can email other staff for advice or suggestions

Additional Literature to Consider • Role of the facilitator/moderator in on-line settings • Features of a web-based learning management system that are most effective at fostering collective learning • Availability of technology & tech support required to ensure smooth implementation • Project management of LMS and discussions

Role of Employee Education Dept. • Considered by others to be most knowledgeable with respect to workplace learning • Will lead Action Learning Team made up of employees from all levels • Responsible to oversee implementation and on-going maintenance of LMS

Action Plan Communication

Challenges • Availability and Access of computers • Buy in from management • Clear expectation of involvement online • Financial Implications • Participation from all employees • Research and selecting an LMS

Impact • Employees all on the same page – all have access to the information at the same time • Ability to communicate to all members of the organization • Flexibility in terms of access, when to contribute, how to contribute, time to reflect before contributing • Contribute leads to engagement & motivation (Pink, 2009)

Results • Staff are informed • Employee engagement increases • Learning shared across organization (e.g., levels, geography, etc.)

Possible Unexpected Results • Upper management better understands the experiences of front line employees • More computers/technology in the workplace • More employees engage in continuing education because comfortable with an LMS

Maybe the Wrong Solution • Through this project, we (Jenna & Megan) have begun to ask the bigger question of whether or not an LMS the solution to the articulated problems. • See article for more on this idea… http://janeknight.typepad.com/socialmedia/2010/05/what-is-the-future-of-the-lms.html

Implementing an LMS – Formative Presentation