Purpose:
A systems map helps you see the full landscape of teams, tools, and workflows that impact, or are impacted by, your learning programs. This is the first step toward identifying automation opportunities and improving operational efficiency.
Before You Start
Materials Needed:
- Printable worksheet or whiteboard (or use a digital mapping tool like Miro, Lucidchart, or FigJam)
- Markers or sticky notes
- A quiet 30 - 60 minutes of focused time
🪜 Step-by-Step Instructions
Step 1: Put the LMS at the Center
Start your map by drawing your LMS (e.g., Docebo) at the center of the page. This is your learning operations hub.
🧠 Tip: Think of this as your system’s “heart”. Most learning flows will likely start or end here.
Step 2: Identify Core Teams
Around the LMS, list the internal departments or roles your learning team works with or supports. Common examples include:
- HR / Talent Development
- IT / Security
- Compliance or Legal
- Sales Enablement
- Customer Experience or Success
- Marketing or Communications
- Project Managers or External Vendors
Draw each as a node around the LMS and label clearly.
Step 3: Add Technology Platforms
Next, identify the systems and platforms that interact with your LMS. For each team, ask:
What tools do they use that either send data to, or receive data from, the LMS?
Examples:
- HRIS (e.g., Workday, BambooHR)
- CRM (e.g., Salesforce, HubSpot)
- SSO / Identity Provider
- Content Providers (e.g., LinkedIn Learning, Coursera)
- BI Tools / Dashboards (e.g., Power BI, Tableau)
Draw each platform and connect it to the LMS or relevant teams with lines or arrows.
Step 4: Map the Flows
For each arrow between two nodes (e.g., HRIS → LMS), label what flows between them:
- Users?
- Learning assignments?
- Completions?
- Metadata?
- Credentials?
Use solid arrows for automated flows, and dashed arrows for manual or semi-manual processes.
🧠 This step is where the friction becomes visible.
Step 5: Add Key Processes
Now layer in learning processes that travel across multiple systems. For example:
- New Hire Onboarding → HRIS → LMS → BI Dashboard
- Customer Enablement → CRM → LMS → CS Team
- Compliance Recertification → LMS → Legal
You can represent processes as flows, loops, or color-coded overlays.
Step 6: Identify Gaps, Bottlenecks, or Manual Touchpoints
Mark areas where:
- Data is re-entered manually
- Reports are shared via spreadsheets
- Approvals or decisions slow down workflows
- Systems aren't integrated but should be
Use ⚠️ or 🔄 symbols to flag these pain points.
Step 7: Reflect and Prioritize
Ask:
- Which connections are critical to learner success or compliance?
- Which workflows are repeated weekly or monthly?
- Where could automation remove friction or risk?
Highlight 2–3 top-priority areas to explore in future modules.
📌 Optional Extensions
- Invite team members to co-create or validate the map
- Use the map in stakeholder meetings to explain learning team dependencies
- Revisit it after each phase of automation to update connections
🧠 Final Thought
A systems map is a living tool. You don’t need to get it perfect—but once you can see your system, you can start to change it.
