Is It Time to Refresh Your LMS Content or Replace the Platform?

Explore how often, when, and why you should update your LMS, what elements need the most attention, and when it’s time for a full LMS replacement. Clara and Eric break down practical steps and real-world examples to ensure your LMS stays relevant, engaging, and effective long-term.

Transcript

Chapter 1
Enhancing LMS for Long-Term Engagement

Clara Jensen

Hey everyone!! Welcome back to Knowledge Anywhere’s podcast series, it’s our third episode of ‘Getting the Most From Your LMS’! I’m your host, Clara Jensen, and as always, I’m joined by the one and only, Eric Marquette. Eric, how have you been?!?

Eric Marquette

Hi Clara! I’ve been pretty good… thanks for asking!!! Actually, believe it or not, I’ve been looking forward to chatting with you about today’s topic… I feel like “keeping your LMS up-to-date,” is really one of those things people know they absolutely should do, but wouldn’t you agree, it’s just so easy to let it slide, right?

Clara Jensen

For sure! And I’m very glad you brought it up! That’s actually why we’re here today…. And as we mentioned last time, in this series, we’re covering everything from selecting an LMS to integrating it into your organization, engaging users, tracking data, creating meaningful courses, and so much more — basically, as we say, all things corporate online learning!! And today’s episode is all about keeping your LMS up-to-date. It’s one of those things that’s always on the list, but unfortunately just never at the top. — And as a result, you might not even notice the impact right away, which makes it much easier to ignore. But over time?… I just can’t stress this enough, but that’s when you really start seeing those drop-offs—and then you start seeing less and less user engagement, totally outdated content, and just overall so many missed opportunities.

Eric Marquette

Great point, and I think it’s worth mentioning that keeping your LMS current isn’t one-size-fits-all — some elements require attention more often than others. Like…for instance, let’s take badges and assessments … I would say they’re usually on a six-to-twelve-month cycle. But keep in mind that If you leave them too long, people will stop noticing or simply caring. On the other hand, with resources like guides or templates?… I’d say quarterly is a solid rhythm. Would you agree?

Clara Jensen

Oh absolutely. And I’d also like to add that learning paths fall into that same category — they really don’t need constant updates, but a yearly review can be helpful, unless you know that your organization’s growing very quickly. —And now that we are talking about this, a few years ago, I was helping a nonprofit that had trouble keeping their volunteers engaged. What ended up actually working wasn’t a full blown makeover — it was the small changes. They started updating their digital badges every six months — just slight tweaks to the design and criteria — and honestly, the shift in user engagement was quite substantial, to say the least. And although it might seem like a very minor change, what it did was ignite people’s interest and motivate them to continue learning.

Eric Marquette

That’s a really nice way to put it… And you know.. I think what many people really underestimate is the importance of those small updates. Even just adding a new badge tier or updating the overall look can get folks excited and engaged once again. And with the assessments, if you’re not mixing up the questions or adding new types, people start memorizing answers instead of actually learning, and as we know, there is no long-term value in that.

Clara Jensen

Exactly. And don’t forget about resources—if you’ve got outdated PDFs or broken links, it’s just frustrating for learners. I always recommend doing a quick audit every quarter. Remove what’s old, add what’s new, and maybe organize things so people can actually find what they need. It’s not glamorous, but it works.

Eric Marquette

And you know, the learning paths—that’s pretty much your learning roadmap, right? And if you’re not updating them to match your business goals, you’re basically sending people in the wrong direction, believe it or not. And you know, I myself like to use analytics to identify which paths are working and which ones need improvement. Sometimes you just need to add a new course or simplify the steps.

Clara Jensen

Oh yeah, and don’t forget due dates and timelines. I mean, I always forget to check those, but if your compliance deadlines shift or your business priorities change, you absolutely have to update those schedules. Otherwise, you end up with a bunch of people missing deadlines for no good reason.

Eric Marquette

That’s right, and automated reminders are your friend in this case. Set them up so people get a nudge before things are due. It’s a small thing, but it really keeps everyone on track. So, bottom line here, refreshing these elements regularly is by far the best way to keep your LMS engaging and relevant. It’s certainly not a one-and-done deal.

Chapter 2
Best Practices for Updating Course Content

Clara Jensen

…Okay, so we talked about updating LMS…now, let’s talk a little bit about the course content itself. This is where the actual learning occurs, but it’s also where things can become stale quickly if you’re not careful. I usually tell our clients… you should review your compliance training at least once a year, or whenever there’s a regulation change. You certainly don’t want to mess around with that stuff—outdated compliance content can get you in some real trouble.

Eric Marquette

That’s right, and skills-based training is a little more flexible, but still, every six to twelve months is a good rule of thumb. If your industry’s moving fast, maybe even more often. And onboarding—oh man, onboarding is always evolving. I like to review that quarterly, especially if your company’s growing or rolling out new tools.

Clara Jensen

Absolutely. And you can’t do it in a vacuum. You need feedback from learners and trainers. I remember working with a company—this was a few years back—they were getting dinged on compliance audits because their onboarding modules were out of date. So we set up a quarterly review process for them, brought in compliance personnel and some recent hires, and just kept making adjustments. It actually prevented a couple of costly errors down the line.

Eric Marquette

That’s an excellent point. And you know, feedback is everything. I always say, don’t just rely on your gut—leverage those analytics. Look at completion rates, see where people are dropping off, and use that data to figure out what needs fixing. And don’t be afraid to test the new content with a small group before rolling it out to everyone. It’s way easier to fix problems early on.

Clara Jensen

Absolutely! And collaborate! Subject matter experts, HR, compliance, department heads—they all have a piece of the puzzle. I mean, I’m not an expert in, say, food safety, but I know how to make sure the right people are in the room when it’s time to update that training.

Eric Marquette

Totally agree. And don’t forget to mix up your formats. Microlearning, videos, interactive quizzes—people learn in different ways, so give them options that work best for their learning style. And, uh, don’t be afraid to try something new. Worst case, you get feedback and improve it next time.

Clara Jensen

So true! And honestly, the best LMS admins I know are those who aren’t afraid to iterate. Test, get feedback, adjust, repeat. It’s not about getting it perfect the first time—it’s about making it better each and every cycle.

Chapter 3
Knowing When to Replace Your LMS

Eric Marquette

…Alright, … so we’ve talked about refreshing and updating, but sometimes you hit a wall, and it’s just time for a new LMS. It’s a big move, but there are some clear signs. Like, if your platform just can’t keep up with your needs, or people are constantly complaining about how clunky it is, that’s a red flag.

Clara Jensen

Yeah, or if your vendor stops supporting the system, or you’re paying way too much for what you’re getting. I always say, if you’re spending more time fighting with your LMS than actually using it, it’s probably time to start looking around. Most organizations conduct a comprehensive evaluation every three to six years, but sometimes you need to move faster if things change.

Eric Marquette

That’s a good point, and when you do decide to switch, don’t just jump in. Start with a needs assessment—gather input from everyone who actually uses the system, not just administrators. Figure out what features you actually need, what’s missing, and what would be helpful and nice to have. Scalability is huge, especially if you’re constantly growing.

Clara Jensen

Yeah, always, always, and always do your research. Compare your options. Read those reviews, ask for demos, and just talk to other organizations. And most importantly, don’t forget about data migration—that’s where things tend to get really messy. So definitely work closely with your new vendor, test everything, and always, always back up your data before you start transferring it elsewhere, trust me when I say it.

Eric Marquette

Yesss , I couldn’t agree with you more!! And actually, training itself is another big one. A new LMS is only as good as the people using it. So definitely set up hands-on sessions, make some quick-start guides, and find a few “super users” who can help and educate others. And another thing is to communicate—let people know what’s going on, why, when, and where. Hands down, this is what really, really helps with the whole buy-in process and overall significantly reduces that panic factor that we know.

Clara Jensen

And don’t just launch and walk away. Challenge the new system, maybe gather a small group, get as much feedback from them as possible, and make those tailored adjustments. Once you’re live, keep monitoring—use analytics, gather all the feedback, and stay in touch with your vendor. A good partnership there makes a world of difference, believe me when I say it.

Eric Marquette

Right. And I actually worked with a tech startup last year—they’d outgrown their old LMS, quite significantly, and the switch was a little bit bumpy, but because they planned ahead and communicated back and forth about what was happening, it ended up being a massive success for them. Their new platform scaled with them as they grew, and engagement pretty much skyrocketed. So, yeah, it’s a lot of work, but you know, it definitely pays off.

Clara Jensen

Oh, totally! And remember, your LMS isn’t a “set it and forget it” type of thing. Whether you’re making small changes or doing a full replacement, the effort you put in really does pay off in the long run.

Eric Marquette

That pretty much sums it all up. Alright, everyone, I think that’s a wrap for today’s episode. Thanks for hanging out with us as we talked about the why, the how, and everything in between for keeping your LMS up-to-date. Thank you so much for tuning in—hope you’re walking away with fresh ideas and a little bit of inspiration to level up your training game. Keep learning! We’ll be back soon with more tips and stories to help you get the most from your learning platform.

Clara Jensen

Thanks, Eric! It’s always a pleasure to chat… And as always, a big thanks to everyone listening—and don’t forget to keep your LMS in good shape! We’ll catch you next time!

Eric Marquette

Until next time, folks—take care and stay curious!