Learn - How to handle learning activity for new starters

In this article, we’ll show some example set up options for new starter training in Learn to help you decide what processes are right for your organisation.

We recognise that every organisation is different with different processes, so there is no ‘one size fits all’ answer here. You may also have different requirements for different parts of your organisation and for what you need new starters to focus on.

Consider what key learning a new starter requires to introduce them to your organisation and to their role. This is usually one-off learning relevant just for new starters.  Keep any ongoing companywide learning resources separate wherever possible as this may need to be completed on a repeat cycle throughout an employment lifetime.

One-off learning may include welcome messages/meetings with key people in the business, ways of working, data protection information etc.

Why new starter experience is important

First impressions count!

This is the opportunity to do just that and make a good impression on the new starter. It also helps to get them up to speed quicker in their role and feel they are part of your organisation.

Consider if learning can be phased over the first days/weeks/months to ensure new starters aren’t overwhelmed by everything that they need to do initially.

• What are the key business requirements and priorities?
• Will the new starter experience need to differ by department/for temporary or seasonal workers? Or will a one size fits all approach work?

Automate the admin actions for new starter learning assignments

Consider options to automate new starter learning. This helps provide consistent assignment of learning rather than relying on administrators to action directly. This helps release the burden from an administrator and creates a more efficient and consistent approach.

Automation can be achieved by use of Groups and Group Rules. Also, by including references within the HRIS data used to update users in Learn, to populate groups/change group membership accordingly.

Where it is not possible to include a reference in the HRIS, this can be added in Learn LMS and controlled by the learning team.

IMPORTANT - If you need to make changes to your data feed files or need further guidance, please contact the customer support team to discuss and to agree actions required.

Two suggested approaches on how to share new starter learning

This is not a definitive list so you may need to revise and adapt. We believe these can work well for many of our customers.

Option 1 - Simple and straightforward

Learning linked to one group: ALL COMPANY

All training for new starters is linked to this Group. This option provides lots of learning all at once and may include a specific new starter course. It could be:

• one Course with one Lesson. This is the simplest option.
• one Course with multiple Lessons, e.g. keep yourself safe, data protection etc.
• multiple courses.

Naming conventions can be used to make it clear when learning needs to be commenced e.g., ‘Week 1’, ‘Week 2’ where all learning is assigned at the same time. Pre-requisites and/or group rules used to stagger out the release of learning. The downside here is that they may not get sight of upcoming learning so won’t be aware of all that will be required.

Option 2 - Non-repeating learning

Your set up could look like this:

1. NEW STARTER Group – used to push out their one-time learning. This may also include elements such as live events/welcome calls that only new starters get to see as it’s relevant just for them.
2. ALL COMPANY Group – used for other learning which may or may not repeat and is not unique to the new starters but is relevant to all users.

For the NEW STARTERS group, you would:

• Create a Group called NEW STARTERS
• Assign new starter learning, with deadlines if required
• Put ALL new starters in it*

* People could be added to a group either manually or by the data-feed, or by Group Rules.

Best practice and further learning

Wherever you can always try to keep your approach as simple as you can to help you manage it in the future. There are other ways to achieve this so the information in this article will not cover all possibilities as they are likely to be more complex.

Learn more in The Academy

View the 'Big picture: people' to see how Learn LMS handles new starters, leavers and anyone who needs temporary access to Learn LMS.

View 'Big picture: assign training' to see how training is assigned in Learn LMS.

For more information on how the People data feed and Group rules can be used to automate training assignment, take a look at ‘Automate learning assignment’.

View 'Managing data and processes in Learn' to see how the People Data feed is essential for training deployment, continued development, and reporting, and how to keep on top of things when your data changes, and your uses for it evolves.

For more detail on Compliance reporting view ‘Forecast and report Compliance’.