Claire Schooley

What are the essential factors in deciding whether to convert existing classroom-based materials to an online format in developing an e-learning program?

All materials presented in a classroom setting are not appropriate or cost effective for online learning. The advantages of online learning must outweigh the disadvantages for both the learner and the developer to make the conversion process cost effective.

Travel for learners, costs from loss of productivity, training location fees and instructor costs must be weighed against the cost of redesigning the course into an interactive experience that engages the learners. Consider the amount of face-to-face interaction that is critical in the course and whether this can be accomplished through online collaborative meetings and activities. If an online course can provide a rich and engaging experience for the learner and will have repeated uses (with updates) by a distributed audience, the conversion endeavor is an investment worth doing.

Essential factors to consider are (1) the live interaction requirement, (2) cost factors, (3) skilled e-learning staff/consultants and (4) reeducation of learners to online learning. Course conversion, however, does not make a complete e-learning program. Custom-developed and off-the-shelf courses combined with some traditional classroom-based courses along with the conversion courses make up a blended e-learning solution.

A training that requires a lot of give and take among learners, such as a negotiation or facilitation class may not be the best candidate for conversion. If the course is built around the interaction of the learners, a face-toface classroom course is more appropriate. However, background material in preparation for the classroom course may be done online. This online preparation allows the face-to-face instruction to begin on a level playing field.

Because of the elimination of travel and associated costs, online courses save money. However, for the first year to 18 months after startup, the technology purchases, staff hires and development costs are substantial and, therefore, immediate savings will not be realized. Most businesses need an enterprise-wide "blended" learning program. This includes classroom courses, custom-produced and off-the-shelf courses that are asynchronous or synchronous in their approach, and such a complete program takes time and money to build.

Course conversion costs are about $25,000 and up for a two-hour course, depending on the kind of interaction needed. The costs are in the design and the technology needed for an effective program. A new course of similar length costs more than $65,000. However, once produced, except for occasional updates, the reusability of the courses with additional groups of learners is where the savings happen. Online instruction is also faster than classroom instruction, due in part to the nature of the medium and also the fact that learners can move through the course at their own pace.

Another online course cost is the purchase of a learning management system (LMS). An LMS manages the launching, assessment and record keeping of the e-learning solution. These range from $200,000 to $1 million depending on the functionality desired. Additionally, off-the-shelf courses complement the custom developed courses and costs range from a few dollars to $200 and up depending on the number of learners. There are substantial breaks for high learner volume. The average number of off-the-self courses an employee takes during a year is two to three.

A traditional training department most likely will not have staff with the skills necessary to do the online conversion or design new online content. Such work requires the expertise of an instructional designer and a producer who understands e-learning. The other option is to outsource the conversion process to a company who specializes in this work. The traditional trainer can learn to facilitate online learning, as well as develop online training sessions — some make the transition easily and others are best to remain in the classroom role.

Online learning requires employees to learn at a computer, be self-motivated and be willing to learn independently. This is a dramatic shift from the classroom style of learning. Even those who are involved in a technology industry have seldom used technology for formal learning. Employees need an introduction with quality courses and support as they make the adjustment. Support groups within the organization help with this transition. As e-learning becomes more common in the workplace and integrated with employees’ work responsibilities it will grow to be an accepted part of the culture. The cost of activities to help prepare employees for this online learning through hands-on training, marketing and public relations (PR) activities is often overlooked.

If conversion of courses seems appropriate, be aware of these potential problems:

• Replicating the classroom in an online format: In online learning, the learner chooses when to learn, does so at his/her own pace and is in control of the learning. Therefore, the traditional linear approach with extensive reading of text and numerous slides of information are generally unsuccessful. Since the classroom dynamics are not present, the online approach must engage the learners, have them respond to questions, scenarios and make decisions as they are learning the content. Special links to Web sites or supplementary material make for an enriching experience.
• Doing too much too quickly: Convert one course at a time and put a lot of planning into the course. At the same time, introduce the concept of online learning and get employees ready for this new learning experience.
• Relying on course templates: It is a false belief that with course content templates all that is needed is to pour in the content and have a finished product in a few hours. These become the page-turner courses that turn learners off to online learning.