Authoring Content: Internal Vs. External Authoring Tools

How To Choose The Best Approach?

The question of the title has never puzzled me in the past, when almost every Instructional Designer used an external authoring tool for producing the content. Nowadays, however, with the evolution of the cloud-based Learning Management Systems (LMSs_ and their authoring capabilities, this question is a difficult one to answer. There are two primary approaches to authoring eLearning content:

• Authoring content directly in a cloud-based Learning Management System
• Using an external authoring tool and importing the content into the LMS

Each method has its strengths and weaknesses, depending on the requirements of the project. This article will compare these two approaches across several key factors, including speed to production, level of interactivity, content complexity, multimedia engagement, maintenance and updates, tracking and analytics, cost, and mobile responsiveness. By understanding these factors, you can make an informed decision about which method best suits your eLearning development needs.

Authoring Content Directly In A Cloud-Based LMS

LMS platforms have evolved to include robust, cloud-based content authoring tools that allow users to create learning materials without leaving the platform. This approach appeals to organizations seeking streamlined, straightforward content creation workflows. Many platforms offer integrated content creation features that allow for easy generation of basic learning modules, quizzes, and video-based lessons.

Speed To Production

One of the first benefits of using integrated LMS authoring tools is the speed at which content can be produced and published. Since these tools are embedded in the LMS, there is no need for time consuming export-import processes or file compatibility checks. Content can be authored and deployed rapidly.

Level Of Interactivity

LMS-integrated tools typically offer a limited range of interactive features, such as basic quizzes, drag-and-drop activities, or clickable hotspots. These tools often follow a standard template-based system, which can limit creative freedom and restrict the customization of interactions. However, this simplicity may suffice for many courses.

Multimedia Engagement

Many cloud-based LMS authoring tools capitalize on the “YouTube paradigm,” integrating video into learning content seamlessly. Video-based learning has become immensely popular due to its ease of consumption and the growing trend of learners seeking short, visually engaging content.

While video is a powerful medium, the heavy reliance on video-based content can sometimes limit multimedia variety. However, for organizations that prioritize video learning or seek to replicate a “YouTube-style” learning experience, this method can work exceptionally well.

Complexity Of Content

When it comes to developing more intricate, multimedia-rich content or custom interactions, cloud-based LMS tools often fall short. Their simplified nature, while beneficial for ease of use, can be restrictive for Instructional Designers who want to create sophisticated interactive modules.

Maintenance And Updates

A key advantage of authoring directly in a cloud-based LMS is the ability to make real-time updates to your content. Since the content is hosted within the LMS, updates can be deployed instantly without needing to re-upload or reconfigure courses. This makes maintaining courses much simpler, especially for organizations that frequently update their materials.

Tracking And Analytics

LMS platforms often have robust, built-in analytics capabilities. Authoring content directly in the LMS typically allows for seamless integration with these reporting tools, giving course creators real-time access to learner performance, progress, and completion data. This tight integration ensures that any learner data collected is instantly accessible within the same system.

Cost

For organizations using a subscription-based LMS, the built-in authoring tools are often included in the cost of the platform. This can be a cost-effective solution compared to purchasing external authoring software.

Mobile Responsiveness

Most modern cloud-based LMS platforms automatically optimize content for mobile devices. This feature ensures that courses can be accessed and navigated easily on smartphones and tablets, making it a great choice for learners on the go. While the range of customization might be limited, the convenience of automatic mobile optimization can be a significant time-saver.

Collaboration And Review

Creating content directly in an LMS can also streamline collaboration. Stakeholders, including Subject Matter Experts (SMEs) and Instructional Designers, can review and provide feedback without leaving the platform. However, the collaborative features may not be as robust as those offered by external tools with more sophisticated workflows for design, feedback, and approval.

Using An External Authoring Tool And Importing Into The LMS

On the other hand, many organizations prefer to use external authoring tools for more advanced eLearning content creation. These tools allow for a high degree of customization and flexibility, but they come with their own considerations when it comes to integration into an LMS.

Speed To Production

While external authoring tools can produce highly polished, professional content, the time required for production is typically longer than authoring directly within the LMS. External tools often have a steeper learning curve and require more design and development time. Furthermore, once the content is developed, it must be exported and imported in a format compatible (SCORM, xAPI) with the LMS, adding extra steps and time.

Level Of Interactivity

External authoring tools are renowned for their ability to create rich, interactive learning experiences. Designers can incorporate complex branching scenarios, gamified elements, detailed simulations, and custom assessments. These advanced interactions engage learners more deeply, promoting better knowledge retention and application. In addition, external tools also offer responsive design capabilities, ensuring content functions smoothly across various devices, including mobile.

Multimedia Engagement

External tools provide far greater flexibility when it comes to multimedia. Instructional Designers can seamlessly incorporate animations, 3D models, audio narration, and interactive video, creating a more immersive learning experience.

Complexity Of Content

Many external authoring tools share the ability to manage multiple layers of content, complex logic, and diverse media types making them suitable for courses with in-depth topics. Additionally, advanced authoring tools often allow for adaptive learning designs, where content adjusts based on learner performance, creating a personalized learning experience.

Maintenance And Updates

A downside of using external authoring tools is that updates to course content can be more cumbersome. If changes are needed, the original file must be edited in the authoring tool, reexported, and re-uploaded to the LMS. This can introduce delays, especially for courses that require frequent updates.

Tracking And Analytics

External tools often rely on SCORM or xAPI to track learner activity and report it back to the LMS. While these standards are highly functional, they may not provide the same level of detailed, real-time analytics that can be achieved with content created directly in the LMS. However, if a course requires highly customized data collection, xAPI provides powerful tracking capabilities that exceed those of standard LMS analytics.

Cost

External authoring tools can be expensive, requiring separate licenses and ongoing subscriptions. For small organizations or those with limited budgets, the cost of external tools can be prohibitive. However, the investment may be justified if the organization requires advanced features that are not available in built-in LMS tools.

Mobile Responsiveness

External authoring tools typically allow Instructional Designers to create fully responsive content, ensuring that courses work smoothly on both desktop and mobile devices. However, this often requires additional development time and testing to ensure that the content is optimized for different screen sizes.

Collaboration And Review

The external tool approach can create challenges in terms of collaboration. Multiple parties working on content may need to use separate review systems, or rely on external feedback tools, complicating the workflow. However, some external authoring tools have begun integrating collaborative features, but these may not be as streamlined as those found within cloud-based LMS platforms.

When To Use Each Approach

Choosing between cloud-based LMS authoring tools and external authoring software is a strategic decision that depends on the specific needs of your organization, the nature of your eLearning content, and the resources available. Below is a practical guide, based on the factors discussed in this article, to help you decide which approach to use.

When To Use Cloud-Based LMS Authoring Tools

You should consider authoring directly within a cloud-based LMS when:

• Quick deployment is crucial
  If you need to develop and release content quickly, the simplicity of integrated LMS tools is unmatched. The ability to author, publish, and distribute courses on the fly decreases time to deployment by a lot.
• Your content is relatively simple
  For straightforward courses that rely on text, video, and basic interactivity (like quizzes or drag-and-drop exercises), LMS tools provide all the essential features. These tools are particularly effective for creating compliance training, orientation programs, or introductory courses that don’t require deep interactivity or customization.
• Frequent updates are required
  If you frequently need to update your course materials—whether due to regulatory changes or content revisions—cloud-based LMS tools allow for quick and real-time updates without the hassle of reexporting and re-uploading files.
• Cost-efficiency is a priority
  Many LMS platforms include basic authoring tools as part of their subscription, eliminating the need for separate software licenses or costly external tools.
• Collaboration is key
  If you have multiple stakeholders, such as Instructional Designers, Subject Matter Experts, or compliance officers, working on a project together, cloud-based tools can enhance collaboration by streamlining the review and feedback process.
• You prioritize mobile accessibility but need simple layouts
  For teams that don’t want to invest heavily in custom mobile development, cloud LMS tools offer automatic mobile responsiveness.

When To Use External Authoring Tools

Going for external authoring tools is more likely when:

• You need highly interactive and engaging content
  If your course relies on complex interactions, such as branching scenarios, simulations, or gamified elements, external authoring tools are indispensable.
• Your content is complex and multimedia-rich
  For technical training, product simulations, or in-depth educational content that requires animations, video interactions, and 3D modeling, external tools provide the creative flexibility needed.
• You require advanced learner tracking
  External tools are especially valuable if your course requires detailed tracking beyond what the LMS can provide natively.
• Your organization has the resources for a polished, professional output
  If you have a team of experienced Instructional Designers and the budget for premium tools, external authoring software allows for a more refined end product.
• Mobile design requires precision
  If mobile learning is central to your strategy and you need advanced control over the User Experience on mobile devices, external tools provide the flexibility to ensure that content displays perfectly across all screen sizes.
• Cost is less of a concern
  While external tools often require a higher up-front investment, the quality of the content they produce may justify the cost if your organization requires specialized or highly interactive learning modules. Large organizations or those with a focus on high-stakes training might find the benefits of these tools far outweigh the costs.

Conclusion

Concluding this article, there is no single approach to authoring eLearning content that is better than the other. Both cloud-based LMS tools and external authoring software have their strengths that can be leveraged depending on the specific needs of each project. In fact, many organizations benefit from using both approaches simultaneously, depending on the specific needs of their eLearning initiatives. The key is to assess each project individually and choose the method that best aligns with the course’s objectives, learner expectations, and organizational resources.

Image Credits

• The table within the body of the article was created/supplied by the author.

Editor’s Note: Check out our directories to find, choose, and compare eLearning Industry’s Top LMS Software and Top Authoring Tools.