If you are an HR, L&D or compliance leader, you have likely asked yourself some version of this question:
“We know our training needs an upgrade… but where do we even begin?”
Whether you are trying to move off spreadsheets, digitise outdated manuals or replace a rigid LMS, it is normal to feel overwhelmed by the scale of the challenge. The good news? Starting does not have to mean knowing everything. It just means knowing the next right step.
At Skypiom, we have guided many organisations through this exact journey — often starting with one course, one metric or one pain point. Here is how you can do the same, with clarity, confidence and control.
Step 01.
Start With “Why Now?”
Before you open up a browser tab and start Googling LMS providers, stop and consider: why is this happening now?
Every training transformation begins with a trigger. Perhaps your current system is outdated or unsupported. Maybe compliance demands have increased and your manual processes cannot keep up. Perhaps leadership is asking for better reporting, faster onboarding or evidence of return on your training investment.
Defining the “why now” gives your project the urgency it needs to gain internal support. It also helps you frame all future decisions through the lens of solving real problems – not just acquiring new technology for the sake of it.
Think through what has changed. What is no longer working? What business objectives are being held back by your current training setup? The clearer you are here, the easier everything else becomes.
Step 02.
Focus on Outcomes, Not Features
When exploring learning systems, it is easy to get distracted by feature lists. Every provider promises everything: dashboards, gamification, certificates, analytics, you name it. Do not start with features. Start with outcomes.
What do you want this system to enable? Imagine it is six months post-implementation. What has improved? What problems have disappeared? Are managers more empowered? Are compliance audits easier? Are learners more engaged?
These questions bring clarity to your system requirements. They shift the conversation from what the system can do to what you need it to achieve. That clarity is powerful – and it is what turns a tech purchase into a strategic investment.
Step 03
Bring the Right People to the Table
One of the biggest mistakes we see is trying to drive learning system decisions alone. Training does not happen in isolation – it touches HR, IT, operations, compliance, and learners themselves.
Start by forming a small cross-functional working group. Include someone from each key area: a training leader, a system administrator or IT advisor, a compliance representative and even someone who will be using the system day-to-day as an administrator.
This group will give you a more complete perspective on what success should look like, highlight constraints you might have missed and help you avoid roadblocks during rollout. It also builds early buy-in – which you will need when it is time to go live.
Step 04
Take Stock of What You Already Have
You likely already have more training material than you think. It may not all be formal or organised, but it is there – in documents, spreadsheets, slide decks and the heads of your subject matter experts.
Before considering what you need to create, audit what already exists. Gather manuals, onboarding resources, compliance materials, customer service guides – anything that is used to train or orient staff.
This not only saves you time and budget later on, but it also helps define the scope of your migration. You will see what is reusable, what needs an upgrade and what needs to be built from scratch.
If possible, note who owns each piece of content and how it is currently delivered. You will likely find some easy wins – content that simply needs better delivery, not a full rebuild.
Step 05
Start With One Course That Matters
One of the best ways to test a new system is with a single, high-impact course. Many organisations choose to begin with induction or compliance training – something that applies to most staff and has clear value if done well.
This first course is your pilot. It helps you get familiar with the platform, understand how assessments work, gather learner feedback and see how reporting functions in practice. It also sets the tone internally – showing stakeholders what is possible and giving you a concrete success story to build from.
Do not worry about making it perfect. The goal is progress, not perfection. Once the course is live, use feedback to refine both the content and the system configuration. Then, when you are confident, start scaling.
Step 06
Evaluate Vendors Based on Partnership and Not Just Based on the Platform
Most learning systems will cover the basics. What separates a good vendor from a great one is not just the platform – it is the partnership.
When reviewing providers, look beyond functionality. Ask whether they understand your industry. Can they guide you through content creation? Do they offer implementation support tailored to your needs? Will they help with reporting, compliance audits, or system optimisation?
Pay attention to how proposals are presented. Are they customised to your business? Do they clearly outline pricing and scope? Or do they feel like a generic sales deck?
Trust your instincts. You are not just buying software – you are choosing a long-term partner. The relationship matters.
Step 07
Clarify Your Service Level Agreement
Once you have chosen your system, the next step is formalising it in a Service Level Agreement (SLA). This is more than paperwork – it is your safety net.
The SLA should clearly define what is included, how support works, what the pricing model looks like, and how updates or changes are handled over time.
Look carefully at how the vendor approaches things like downtime, data security, user limits, and integration support. If anything is unclear or overly complex, ask for clarification or revisions. A good vendor will work with you to ensure mutual understanding – and protect both parties from future surprises.
Step 08
Embrace Flexibility in Content Development
Course content does not need to be elaborate to be effective. In fact, some of the most impactful training starts simple – a clearly written document, a narrated presentation or a well-structured assessment.
Video can be highly engaging but it is not always necessary. In many cases, mixing formats – like combining a short CEO welcome video with downloadable documents and a short quiz is more effective and budget-friendly than a full production.
The key is to match the content type to the topic and audience and wherever possible, reuse and repackage what you already have.
If your LMS requires complex authoring tools to create courses, consider the learning curve. At Skypiom, we believe in using standard tools – like PDFs and MP4s to make content creation accessible to everyone, without sacrificing quality.
Step 09
Make Assessments Work for You
Assessments are more than just quizzes – they are your best tool for understanding training effectiveness. They give you insight into learner retention, course relevance and instructor impact.
Start simple. Build a small bank of multiple-choice questions tied directly to your course objectives. Then use the results to fine-tune content, identify knowledge gaps, and prove progress to leadership.
Over time, assessments also become a quality assurance loop – helping you evolve both the training itself and how it is delivered. The more data you collect, the more strategic your decisions become.
Step 10
Don’t Be Afraid to Outsource (Strategically)
You do not have to do everything in-house. In fact, many successful training initiatives use a blend of internal expertise and outsourced support.
Think of it this way: your team knows your content best – your culture, values, processes and expectations. However, bringing that content to life through video, animation, or instructional design might not be your core strength.
Outsourcing gives you flexibility. You can get high-quality results faster without hiring permanent staff or adding complexity to your project. Whether it is polishing a manual, recording a voice-over or producing a training video, choose the level of support that makes sense for your goals and budget.
Step 11
Roll Out in Phases
Launching a new learning system does not need to be all-or-nothing. In fact, phasing your implementation is often the best approach.
Start with your pilot course. Learn from the feedback. Then expand gradually – adding more courses, more users and more functionality over time.
This approach reduces risk, builds confidence and gives you time to refine your approach based on real-world usage. It also keeps learners engaged as they are introduced to the platform in manageable waves.
As you grow, so does your insight into what works – which courses drive results, where learners struggle and what content needs a refresh.
Step 12
Demand Real Support
Support is not a nice-to-have. It is essential.
During and after implementation, you will need real help – not a faceless call centre or a “community forum.” Look for a vendor that offers dedicated support, preferably from people who understand your business and your goals.
Ideally, you will have a single point of contact – someone who champions your success, responds quickly and can escalate issues when needed. For larger deployments, this person might even act as an account manager or strategic advisor.
At Skypiom, we believe this level of support is non-negotiable. If you are putting your trust in us to manage your organisation’s learning, we will be there – consistently and competently.
Final Thoughts
You Don’t Need to Know Everything. You Just Need to Start.
Transforming your training environment can feel intimidating. But the reality is: you do not have to map everything perfectly from day one. You just need to start moving with clarity on your goals, support from the right people and a system that evolves with you.
The most successful Skypiom clients did not start with perfect plans. They started with a conversation, a priority or a pain point. From there, we built the rest – together.
