Problem
OpenText is one of the world’s leading Information Management software and services company. With a comprehensive suite of Business Clouds, Business AI, and Business Technology solutions, the OpenText™ Learning Services team needed to adapt to a fourfold expansion in the number of products requiring support.
Not only did the team faced the challenge of having to support a growing number of products, they had to do more while maintaining its original size and capacity. The question was clear: How could they support over 50 products with approximately 200 courses and 60 certifications requiring more than 4,000 content hours in various modalities such as instructor-led, self-paced, video, and interactive simulations without growing the team?
Solution – Big picture
Traditionally, product releases were staggered annually. However, the shift to SaaS and XaaS models has led to quarterly releases and increasing the demand for current content.
The answer to keeping up with faster product releases lay in strategic investments in AI. By targeting labour-intensive areas such as Instructional Design and Content Production, Text-to-Speech, and Language Translation, the team identified opportunities for generative AI to drive efficiency.
With a range of modern tools, from free resources to enterprise-level investments, the OpenText™ Learning Services team found solutions to streamline these processes. In addition to LEAi, the team relied on the following tools to help them introduce efficiencies in their learning services:
- LearnExperts LEAi – Instructional design automation and content creation
- Speechelo – Text-to-speech (TTS) software
- DeepL – Translation services
- Synthesia – Speech-to-text, virtual avatars, video production and translation
- Certiverse – Exam development and AI proctoring
- Opentext – Virtual teaching assistant
LEAi – AI solution for training content creation
LearnExperts’ LEAi became the central solution for streamlining content production. It allows OpenText™ Learning Services team to harness the transformative capabilities of generative AI for substantial time savings, increased throughput and capacity, more opportunities for creative work, and improved output quality.
The team worked very closely with the LearnExperts development team to enhance LEAi and dramatically increase the functionality and output quality.
Business impact
The impact of Generative AI on OpenText™ Learning Services’ content development is demonstrated through four case studies:
- Case Study 1. New eLearning Course Development: Initially, the course was started with traditional storyboarding, but two-thirds of the modules were authored directly in LEAi. AI helped generate learning objectives, knowledge check questions, and provided grammar guidance, resulting in a 62% reduction in development time compared to traditional methods.
- Case Study 2. Self-paced course conversion: A conference training presentation was imported into LEAi and the bullets were augmented with brief directional text. AI was used to summarize and rewrite the content in a conversational style, saving significant time per slide and reducing overall development time by 31%.
- Case Study 3. Live training presentation conversion: A video of a live training session was converted into a more engaging self-paced course in LEAi. AI analyzed the audio and visual elements, extracted key information, and structured it effectively, reducing development time by 57% compared to traditional conversion methods.
- Case Study 4. Development and translation of custom eLearning content: For a custom eLearning course on a cloud-based document management solution, AI-powered translation tools accelerated the process eightfold, enabling rapid compliance training rollout in eight languages, including complex ones like Chinese and Japanese. This approach was highly praised for its efficiency and effectiveness.
These case studies highlight the transformative role of Generative AI in content development, delivering significant time savings, increased capacity, more opportunities for creative tasks, and enhanced quality.
With an average 50% reduction in development time and a standardized AI toolkit as part of our regular process, we are now better equipped to support OpenText’s strategic goals and deliver exceptional value to our customers.
Advice for working with AI
OpenText’s AI journey taught them the importance of establishing clear criteria for more objectively evaluating potential AI vendors. They came up with three key criteria to help them identify vendors committed to long-term grown and innovation: a defined AI-development roadmap, a dedicated engineering team and financial stability.
Here are some valuable lessons that the OpenText™ Learning Services team learned from their journey with generative AI for customer education:
- Collaboration is key: Building strong partnerships with vendors and understanding, if not influencing, their development roadmap increases the likelihood that your investment will lead to a product that better meets your needs.
- AI is not a cure-all: It’s important to keep realistic expectations about AI’s capabilities. AI serves as a complement to, rather than a replacement for, human expertise.
- Quality input is crucial: Expert input is essential to building good content. AI, like any tool, produces results only as good as the information it receives; poor input will yield poor output.
- AI as a “Co-Pilot”: AI serves well as a “co-pilot” for subject matter experts. It excels at foundational tasks like content conversion, formatting, media generation, translation, and drafting initial material, giving instructional design teams a valuable head start.
- Maximize existing partnerships: Many vendors are already incorporating AI into their solutions. Exploring the AI capabilities of tools you already use can be a cost-effective way to begin without requiring significant new investments.
- Effective change management is essential: Successful AI adoption depends on clear goals, strong leadership support, and a well-defined strategy to ensure smooth integration and meaningful results.
LEAi – AI tool for customer success
LEAi by LearnExperts uses AI to allow companies to rapidly create comprehensive training programs. Powerful features in the tool include:
- Automated content conversion: Quickly transform existing Word documents, PDFs, video recordings, and PowerPoint presentations into various formats, including eLearning courses, microlearning modules, video scripts, and interactive presentations.
- AI-powered content structuring: LEAi intelligently organizes and structures content, making creating cohesive and logical learning paths tailored to your team’s needs easier.
- Interactive assessments: Create quizzes, simulations, and other interactive elements that engage learners and reinforce key concepts.
- Seamless integration: LEAi integrates smoothly with your existing Learning Management System (LMS), ensuring a hassle-free implementation.
- Scalable content creation: Whether you’re developing training for a small team or an entire organization, LEAi scales with your needs, enabling rapid deployment across multiple departments.
- Collaboration tools: Facilitate teamwork and input from multiple stakeholders with collaborative features that allow for easy content review and approval processes.
Contact us to discover how LEAi can streamline your content creation.
