Migrating from a legacy learning management system (LMS) to a modern platform like Intellum is more than a technical project; it’s an opportunity to rethink learning strategy, streamline operations, and set learners up for success.
Over years of guiding clients through implementations of all sizes, our Professional Services team has identified some key lessons that consistently make the difference between a smooth, efficient migration and one that struggles to gain momentum. (These tips were recently used to help a new client get up and running in the Intellum LMS in just 6 weeks!)
Lesson 1: Prepare the Data
The first question we ask in any implementation is simple: Is your data ready?
User data and content need to be accessible, reviewed, and cleaned up before migration begins. Move only what’s useful, and leave behind what won’t be needed. Projects sometimes get delayed when bulk data can’t be exported from a legacy system. Preparing early avoids that bottleneck.
How should you organize your data? Spreadsheets are a good bet. They help teams see what they have, what should come over, and what can be left behind.
Lesson 2: Define the MVP Site
With the essentials in hand, the next step is focus. It’s tempting to launch everything at once, but the most successful projects clearly outline their minimum viable product (MVP) site.
Decide what content will go live and which learners will have access at the end of implementation. Think about rollout strategies: QA testing, a soft launch for a smaller group, and a broader launch once the foundation is solid.
Mapping what the site looks like after 12 weeks, six months, and beyond keeps everyone focused on today’s priorities, while still planning for scale.
Lesson 3: Identify Resources Early
Even the best plans hit roadblocks when the right people aren’t available. Bottlenecks usually occur when technical contacts, design resources, or decision-making stakeholders aren’t engaged from the start. Whether through ticketing systems, standing meetings, or escalation paths, getting on their docket early keeps critical tasks moving forward.
Lesson 4: Avoid the “Lift and Shift” Trap
One of the biggest pitfalls of any migration is the urge to treat it as a “lift and shift.” It’s easy to just copy everything from the old LMS to the new one, but that’s not the most strategic approach.
Migration is the perfect time to weed out older content that is no longer relevant, purge inactive users, and flag legacy courses that could benefit from a rebuild in modern tools. Some clients use this moment to refresh outdated SCORM courses in Intellum Evolve—turning migration into an upgrade.
Lesson 5: Be Open to New Approaches
A new platform is a fresh start. Trying to force a round peg into a square hole by making the new system behave like the old one only creates frustration. Instead, let your goals and business outcomes guide decisions.
Stay open to new workflows, new features, and new strategies. Yes, this requires change, but there’s a reason you’re changing platforms! To get the results you’re after, you may need to adapt your own workflows. This is where your vendor can be a strategic partner: Lean on their experience supporting other programs with implementation.
Lesson 6: Maximize Learner Engagement
Last but not least, migration is about more than just moving systems. You also need to set your learners up to succeed. A thoughtful brand experience paired with clear materials (FAQs, how-to pages, “what’s new” guides) helps learners adapt quickly. Instead of feeling the friction of change, they see the benefits up front. That energy boosts engagement from the first login and sets the tone for what’s to come.
From Migration to Transformation
While we typically think of migration as a technical project, it’s really an opportunity for a strategic reset. Preparing your data, defining a clear MVP, engaging the right resources, and resisting the lift-and-shift mentality all build momentum toward a better learning experience. When clients approach migration this way, they don’t just move to Intellum. They transform how learning happens in their organization.
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