Businesses that need easy, out-of-the-box systems to deliver training online are increasingly turning to Learning Management Systems in the cloud. Startup costs are low, they’re scalable, they can be deployed quickly, and many of them provide a great learner experience. For small audiences, infrequent learning or when simplicity is paramount, a cloud LMS is likely the right solution. But they’re not right for every situation, and for many organizations, hosting their own LMS is an overlooked—yet potentially better—solution to learning. We put together a list of 11 reasons to explain why we set many of our clients up with their own LMS (typically WordPress-driven) rather than rely on a cloud solution.
1. Your Rules
With a cloud LMS you’re stuck with what’s offered. Customization is generally limited to branding and some basic options, which may or may not include the functionality you really want. Want to mix facilitated sessions with self-directed modules? Maybe integrate event planning, webinars, ecommerce and social sharing? What about custom automated emails and reporting? With your own WordPress-based LMS, like the ones we offer our clients, you’re only limited by your imagination. Choose from thousands of widely-tested plugins to add capabilities or dig into the code and make the system do whatever you want it to.
2. Your Data
What happens when a cloud LMS vendor disappears, has a catastrophic failure, you outgrow it or new policies require it to be hosted externally? What if your data privacy rules mean storing data in specific countries? You’re out of luck with a cloud solution. With your own LMS you own the database—and the data. Whether it’s for custom reporting, data portability, easy batch changes or something else, direct access to the learner database means more flexibility and less reliance on a third party.
3. Your Security Standards
I’ve already written about the security practices of cloud LMS vendors before. They’re generally lacking. With your own system, you can apply as much or as little security as you need. Restrict access to specific IP blocks, build in 2-factor authentication, put the system behind your firewall—there are no restrictions on how you secure your own learning systems.
4. Lower Total Cost of Ownership
Yes, getting started with a cloud LMS system is very inexpensive. But then you keep paying forever, potentially spending thousands of dollars monthly as your learning programs grow in popularity. Once that happens, it can be very difficult to migrate away from a cloud provider to a solution that’s more cost-effective. Yes, setting up your own LMS costs significantly more initially, but the ongoing costs—regardless of the number of users—can be as low as $0 if you can leverage existing infrastructure.
5. Nothing Disappears Tomorrow
If a cloud LMS vendor disappears, so do your courses and data. When was their last backup, and do you have a copy of your data? With your own LMS, your platform can’t disappear tomorrow because you own it (and take the necessary steps to keep it safe). Sure, there’s a risk that the creator of the tools you use could stop supporting them, but you never risk losing your platform and data. And you’ll have plenty of developers and access to the code to lend a hand if you need it.
6. More Development Support
Need extended support or customization for a cloud product? Chances are you’re locked into using the vendor. With your own solution, like one based on WordPress, there are thousands of developers ready to help out and many active development communities. You’re not tied to one company and competition means better pricing and expertise when you need assistance.
7. Your Systems
Maybe you’d like to use Single Sign On access for your LMS so your staff don’t need yet another password to remember. Or maybe you’d like tight integration with your website to maintain the same look & feel and maybe even the same user profiles. With a cloud service, integrations with your existing systems are often difficult or even impossible. After all, you’re limited to whatever capabilities they want to offer.
8. Better Performance
Simply put, you can’t control the performance of cloud LMS services. The near-universal U.S. hosting may not be ideal for your users in other regions, and without very expensive packages you’ll be sharing the server with other customers. With your own LMS you can build platforms that fit the exact needs of your audience and optimize them to deliver the best possible experience.
9. Unlimited Storage
Every cloud LMS plan is targeted at the generic customer and their expected needs. Have a lot of multimedia to store? You’ll probably be paying for more users than you need then. With your own LMS your courses can be as big or as little as you want—it’s defined by your infrastructure and needs, not someone else’s. This is even more important when you want to start benefiting from user-generated content.
Cloud solutions say they’re scalable, but what happens if you get really big or decide the LMS suddenly needs to be hosted internally? A basic dedicated server is about as far as a cloud solution can take you. And if you ever need to get the records out, you could be in trouble—plus there’s the significant expense of recreating the programs on another platform. With your own LMS, you can put the data wherever you want, toss in additional servers and load balancing as they’re required, and never worry about hitting a ceiling.
Predictability is extremely important for businesses. What happens when a cloud LMS vendor rolls out an update that changes the user experience or your reporting unexpectedly? You probably have no time to prepare and the learner/customer impact could be catastrophic. With your LMS, you control the experience and the timing of updates. Want to test them first? Throw up another instance and test things out before they go out to your audience. With a cloud solution you’re at the mercy of a vendor who controls everything, from application changes to features to data. It’s a big risk for companies that rely on a Learning Management System.
Even with all of these considerations, of course, going with an in-house LMS isn’t the right solution for everyone. But with all of the attention on cloud platforms, many companies should reconsider whether or not it’s the right solution for both their learners and their organizations. And even if it is today, what about tomorrow?