Using SharePoint as an eLearning platform

Many businesses we’ve spoken to don’t always have budget to invest in heavy and expensive eLearning platforms. However, they need their staff to be able to regularly brush up on skills and knowledge – or even have a lite eLearning platform for induction training. Luckily, SharePoint Online can be utilised for this very purpose.

Scenario

Here’s a scenario (one of many as seen in our Automation & Office 365 downloadable guide) Before kicking off a large project, the Project Owner (Ian in Marketing for example) needs to brush up on some specific PM skills and knowledge. It can be time-consuming trying to find the relevant training information – Ian isn’t sure where the latest company guidance on PM is, or where he’s meant to find (and register for the training modules). Once he does find it, he’s unsure how to note that he’s completed it.

Solution

Many businesses conduct training in-house; however, it can of course be a cumbersome process for the user involved – on top of trying to learn something new, they’re having to navigate a clunky and possibly outdated learning system!

Additionally, if there’s no budget for an expensive learning platform, staff may need to be left to their own devices to manage their CPD. With Office 365, eLearning platforms can be built in-house without the need of a third-party program. They can be used for knowledge refresh purposes or as part of the induction process.

Which Apps should I leverage in Office 365?

SharePoint Online & Office 365! Read more about how to best utilise apps at your disposal in our guide here.

Users can be sent certain documents to work through as part of their training; and once they’ve read it, this can be acknowledged in SharePoint for their manager to view (and
can report on!) If preferable, a more interactive e-learning experience can be created within SharePoint. If Ian wants to test his skills, or a new employee needs quizzing on a company policy, quizzes can be created in the learning platform at the end of each chapter/ stage for users to test their knowledge.

Highlights of this solution

  • With SharePoint, e-learning platforms can be built in house without the need of a third-party program.
  • These can be used for knowledge refresh purposes or as part of the induction process.
  • The e-learning platform can be interactive; add quizzes to your resources

Our best practice tips when it comes to automation & workflows

As a Microsoft Gold Partner, we’re keen to offer best practice advice before you start creating workflows. For starters, we’d say that you can’t (and shouldn’t!) automate everything. Some things just need to be a manual process.

Governance and compliance are key to establish before workflows become the solution. You should be able to know where specific data resides in your organisation and who has access to it. SharePoint’s workflows do have permission features so approval can be logged before the workflow proceeds further.

These ‘stop points’ are essential not just for best practice, but for possible auditing purposes too. Spending time planning and creating a workflow can save your organisation lots of money and consequence – especially for sensitive accounting information for example. We’d recommend that you visually lay out the workflow into a flowchart diagram before going ahead. If you want to know more about automation and Office 365, read our downloadable guide here.