How to improve documents with authoring tools

The use of documents, in companies, is a fundamental practice to ensure consistency, efficiency, and compliance in business operations.

A classic and widespread example of documents in companies is the onboarding procedure for new employees. This type of content generally includes all the necessary steps to integrate a new employee into the organization, such as preparing documentation, initial training, assigning a mentor, and setting up work tools.

If you have a Learning Management System (LMS), be it SAP SuccessFactors, Moodle, Cornerstone or any other one, it is indeed a great idea to use it for distributing documents to the company personnel involved.

Documents in the LMS generally consist of one or more Word, PDF, or PowerPoint files.

To use it in an LMS, the ideal solution is to convert the document into an e-learning module, to:

• increase engagement,
• leverage interactive mechanisms for deepening information (we talked about this here),
• add intermediate quizzes for self-assessment of knowledge,
• ultimately take advantage of all the reporting possibilities guaranteed by SCORM’s format.

Unfortunately, not all documents can be easily converted into e-learning modules, due to time, budget constraints, or simply the nature of the content itself.

Yes, it is possible! We have devised a quick system to convert documents into SCORM format while maintaining their original appearance and inserting them as online modules within the LMS (SAP SuccessFactors).

In this way, the distribution activity is very fast, and the data collected on the actual viewing of the document by the staff is much more reliable and detailed.

Summarizing, the advantages of this solution are:

• Precision: document delivery via LMS targets a specific segment of the company population
• Reliability: The actual viewing of the content and the time spent viewing the file are tracked
• Compliance: Systematic confirmation from the user about reading and understanding the file is obtained
• Production Speed: It is a quick solution to implement
• Consistency: The form of the modules is consistent with the company’s coordinated image
• Automation: Module assignment can be automated and regulated according to predefined automatic assignment criteria
• Sustainability: The modules produced in this way can be easily updated over time in line with company needs and policies.

This type of solution is typically applicable to the onboarding of new employees but can also be very useful for ensuring compliance for companies operating in regulated sectors or requiring continuous and traceable training.

Does your company also distribute documents via LMS?

Do you want to improve your processes for sharing and tracking users on documents?