Organizations grow, evolve, and adapt—and so should their learning management systems (LMS). When your current LMS no longer meets business needs, migrating to a better-suited platform can address skills gaps, improve performance, and ensure long-term competitiveness.
While the rewards of LMS migration are clear, the path to successful implementation can be complex. This guide breaks down the process, from identifying the need to ensuring a smooth rollout—backed by case studies, industry stats, and expert tips to help you avoid common pitfalls.
🎯Jump to our 11-step LMS implementation checklist
Why LMS migration is on the rise
According to a 2023 insight from Brandon Hall Group, 83% of organizations had made at least one LMS change in the preceding five years, citing poor user experience, rising costs, or lack of scalability as top reasons. Similarly, Training Industry reported that 67% of L&D professionals faced challenges with reporting and tracking learner progress — highlighting a key driver for switching to systems with robust analytics.
Together, these statistics underscore a critical truth: not all LMS platforms are created equal, and relying on the wrong one can undermine your learning strategy and jeopardize long-term business success.
What is LMS migration?
LMS migration is the process of transitioning from your existing learning management system to a new one. This includes:
- Selecting a new LMS aligned with your needs
- Transferring data such as courses, users, enrollments, and progress
- Testing system functionality and usability
- Training users and optimizing platform features
Whether upgrading to gain advanced functionality or downgrading to reduce cost and complexity, the goal is to improve learning outcomes and align training tools with your strategic goals.
Poor user experience, rising costs, and lack of scalability are among the top reasons for a change in learning management platforms in the five years preceding 2023.
Source: Brandon Hall Group
🚨 10 signs you need a new LMS
- Poor training outcomes - This is the crux of the matter. After all, what’s the point of having an LMS that doesn’t help your team build the skills they need to improve performance and keep your business profitable? It’s high time to switch when you have tried everything — customizing the system, changing training content, and streamlining the process — without seeing significant improvements in key metrics such as learner engagement and knowledge retention.
- Clunky user experience - A difficult-to-use interface can sap the motivation of your learners to complete assigned courses and further explore the platform. When learners find the system difficult to navigate, they’ll be less likely to use it effectively. This leads to low engagement and job satisfaction. Avoid this situation by switching to an intuitive platform that offers personalized learning paths, social learning features, and better accessibility. In particular, next-gen learning experience platforms (LXPs) are designed to rev up engagement by focusing on learner needs and preferences.
- Outdated technology - Are you still using on-site platforms with limited accessibility and content format support? Are staff bored with thick PDF documents and trite presentation decks? Have they experienced the convenience and outsized impact of microlearning? Is your training tool being phased out by the provider? Cloud-based LMS solutions that deliver rich media content directly to your staff’s mobile phones, tablets, and home PCs might be the change that can dramatically transform your learning and development (L&D) program.
- Painful administration - Dashboards and reports are meant to make LMS administration easier and more effective. But if this is not the case with your current platform, then you might want to consider switching to one with robust reporting capabilities, comprehensive data analytics, and intuitive dashboards. This will enhance the ability of your training managers and LMS administrators to monitor and fine-tune the elements and processes of the training program to achieve business objectives faster and more effectively.
- Rising costs and surprise fees - Does your current LMS charge you for every new feature you want, every additional staff you enroll, and every request for technical support or maintenance service? Have you greenlighted a vendor lock-in arrangement? Perhaps it’s time for some serious accounting. These are mostly legacy SaaS practices and you need to put all these unnecessary financial burdens behind. As previously mentioned, the LMS market features a few outstanding options with affordable pricing models that can give you significant cost savings without skimping on quality and performance.
- Disjointed training tools - Gone are the days when companies used separate tools for creating instructional materials, delivering training content in the prescribed format, and managing the learning process for individuals and teams. Are you still practicing this Stone Age approach? Today’s leading LMS platforms already consolidate multiple systems and tools (e.g., content library, course builder, ready-to-go templates, administrative dashboard, gamification features, assessment methods, certifications, etc.) into an all-in-one learning solution. The best of them even provide enhanced capabilities such as AI-assisted content authoring.
- Inadequate customer support - An LMS can have a wide range of nice features and then just leave you facing issues and challenges on your own after getting your company in their customer list. Or, perhaps the vendor does provide after-sales support but their response seldom meets the timeliness and effectiveness you expect from a dependable service. Neither is good for any long-term relationship. If this is your experience, then it’s time to ditch the vendor and look for a better partner.
- Scalability issues - Your company is growing but your current LMS lacks the bandwidth to accommodate more users, courses, and resources. If upgrading your subscription to the next tier doesn’t match the scale, pace, and objectives of your organizational growth, then switching becomes imperative.
- Security and compliance gaps - Just like your company, industry standards and regulatory requirements also evolve. When your LMS lacks any new feature required by relevant legislation or industry best practices, it’s always smart to stay ahead by partnering with a solution that does. Some regulatory mandates such as those on privacy protection and data security heavily penalize violations. On the other hand, not implementing industry standards severely limits your access to potential clients, partners, and investors.
- Integration nightmares - In a highly connected environment, an LMS solution should play nice with other business tools, especially those already in your technology stack. A siloed LMS can hinder a smooth and secure data transfer from one system to another. At the minimum, your learning platform and all the relevant data it hosts should integrate seamlessly with your HR software, CRM solution (if you need to train customers about your product), and content repositories/knowledge base. Such integration helps streamline workflows by eliminating manual data entry; improves data accuracy by reducing the likelihood of human error; and establishes a more cohesive environment for learners.
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🕒 How long does LMS migration take?
Migration time depends on several factors, including company size and the system complexity of your current LMS and the new platform. It may take anywhere from a few days to several months.
Here are some key factors that can influence how long the migration will take:
- Data volume and formats
- Customization level
- Technical challenges
- Internal resources
- Vendor support
With this in mind, it's essential to set the proper expectations, both in your own mind as well as that of other stakeholders. Having a clear roadmap of the process is absolutely crucial.
✅ 11-step LMS migration checklist
To ensure a seamless transition and successful launch of your new learning platform, follow the 11-step checklist below. It outlines the key stages, from forming an implementation team to monitoring and optimizing the system after launch.
Step 1: Assemble a cross-functional migration team
At the onset, establish accountability and structure by forming a core group of experts and other stakeholders to plan, guide, and manage the process. This group should include relevant decision-makers from HR, L&D, and IT, as well as leaders from various teams.
🕵️Get the scoop: 8 Reservations L&D stakeholders have when investing in a new system
Step 2: Define goals, success metrics, and timeline
Don’t rush without a solid, comprehensive, and detailed transition plan. Involve all stakeholders in finalizing each milestone. Establish your purpose, expectations, and functional requirements for the new LMS. For example, you should clearly lay out whether the migration is for improving user experience, accelerating course completion, building a larger selection of training materials, or enhancing administrative capabilities. This can help you set measurable benchmarks for determining migration success.
Step 3: Evaluate and select the right LMS
Review the market and evaluate various platforms that fit your requirements based on features, integration capabilities, scalability, and costs. To ensure a smooth transition, confirm whether a shortlisted LMS supports the content standard you prefer such as SCORM or xAPI. Calculate the full migration cost including licensing, data transfer, and training expenses.
Assess each vendor’s track record. Create and send a request for proposal (RFP) to each shortlisted vendor. Select the platform that best fits your business goals, learners’ preferences, and L&D budget.
Here are some resources that can help you make a smart strategic decision:
- Types of Learning Management Systems Explained
- What to Look For in an LMS: 12 Things to Consider
- How to Measure the ROI of Your Learning Platform
Step 4: Audit your current system
Review all relevant data in your system to identify what needs to be migrated, converted, archived, or discarded. Prioritize data integrity.
Step 5: Clean, map, and back up your data
Create a copy of important data and remove clutter. If needed, convert important content into formats supported by the new LMS. Create a comprehensive map of all the cleaned and updated data to be transferred to the new system. These include system settings and configurations, user information, subject categories, courses, learning materials, assignments, progress records, assessment data, historical reports, analytics, and other resources and data.
Step 6: Execute migration with security standards in mind
Comply with all data privacy, security, and ethical standards when taking this step. Migrate all elements and data you previously mapped for transfer.
Step 7: Pilot-test with a small group
Conduct a thorough assessment of the new platform using a small group of users (administrator, instructors, course developers, and learners) before launching the LMS to the entire organization. Perform tests for functionality, data validity, and user experience. Gather feedback and take remedial actions when needed.
Step 8: Integrate with existing tools
Most leading platforms integrate readily with common tools in a company’s technology stack. To establish a cohesive environment for staff, link your LMS with your HR platform, communication apps, and other relevant tools.
Step 9: Launch with a clear communication plan
Determine the best time to launch your new LMS. Create a communication plan and execute it on the launch date. Keep all stakeholders and learners engaged and informed.
Step 10: Train users and provide ongoing support
Ensure success by empowering learners with all the guidance and resources they need to use the platform. Provide introductory materials or set orientation schedules to familiarize learners with the features and workflows of the new platform.
Step 11: Monitor results and optimize continuously
Track the performance of your new LMS. Make the most of the administration dashboard and reports while also collecting feedback directly from all users. Take the required corrective measures to improve engagement and optimize the platform.
💡 How to overcome common migration challenges
Despite your best efforts, you may run into challenges when moving from one learning management system to another. Luckily, for every challenge, there’s a solution.
|
Challenge |
Solution |
|---|---|
|
Data loss |
Audit and use migration tools with validation steps |
|
Downtime |
Migrate during off-peak hours and notify users |
|
User resistance |
Provide hands-on demos and share benefits |
|
High costs |
Choose transparent vendors and ask for discounts |
GoSkills in focus: a migration maven
GoSkills is ranked #1 for ease of setup and holds a 99% ease-of-administration rating on G2. With flexible pricing (including free team plans), AI-powered course creation, and plug-and-play integrations, it’s a top pick for small businesses and growing teams.
The ease of implementation and ease of integration made this the easiest add-on I’ve seen in decades. Great customer support!
— Grace G., Verified User via G2
Your next move
LMS migration doesn’t have to be painful. With careful planning, the right tools, and a platform like GoSkills, you can turn your training transformation into a strategic win.
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