Observation checklist: A must-have LMS feature in 2021

Viren Kapadia July 12, 2021
Observation checklist: A must-have LMS feature in 2021

The Why of Testing

Evaluating the impact of training is an imperative endpoint in the training journey. Tracking and assessment not only enable a better understanding of the training ROI but also gauges the level of achievement of training objectives in terms of knowledge accretion, productivity, trainee's skill sets, and related parameters. The insights obtained make data-based decisions faster and more impactful.

Current Need

In current times when training has majorly moved online with remote learning modes, the ease of determining post-training assessment may appear to have diminished somewhat. This however is not true as effective means of measuring the benefits are available.

Observation Checklists, which easily fulfill this role online, have now become an indispensable component of learning management systems, as pandemic compulsions have brought in remote working and reduced touch points.


Observation Checklists provide a handy, easy to use and customizable tool to process and record the evaluation of trainees bringing convergence between learning inputs and their application in the real environment. It is an efficient source for on-tap real-time information for better human resources management and development via training interventions. Better regulatory compliance and risk management are associated benefits that accrue to the enterprise.


There are 5 objectives that Observation Checklists help perform:

  • Eliminates the need for traditional time consuming and costly paper-based assessments
  • Provides integration with and closes the training loop
  • Determines employee competency
  • Assesses training needs and identifies skill set up-gradation requirements
  • Tracks and records evaluation and performance data

The How of Observation Checklists

Observation Checklists revolve around three elements--

  • Observer/Manager/Supervisor/Mentor/Employer/Boss/Team leader/Head, etc.;
  • Observed/trainee/employee/learner/team member, etc.;
  • Checklist Items/questions/ statements, etc.

The former i.e. the observers, monitor, and document how the latter i.e. the observed perform given tasks. The observations are noted against the parameters spelled out in the checklist. These are pre-defined and essentially capture the desirable and expected outcomes from the given training inputs.

To illustrate how checklists work, take an example of a set of new hires to be inducted by a hospital chain for a nationwide vaccination exercise. After formal induction and any mandatory learning and clinical skill sets are imparted online over the hospital's LMS, the inductees are required to be evaluated to ensure that the given task of vaccination is being performed per norms provided in training. Observational testing of the new hires is done by the supervisors and scored online against the checklists which list the expectations e.g. is the staff using safety kits for themselves, is patient identification correctly completed, is post-vaccination patient observation being done, are the patients being informed properly of the procedure involved, has patient consent been recorded, are the needles and syringes being disposed of properly, are all the vaccine vials fully accounted for, are the specified safety protocols being followed, etc. Observation Checklists enumerate all of such measurable actions for evaluation. They not only help assess competency but also provide feedback to bridge any observed training gaps--between what is taught and what is applied on the job.

The primary function of assessing the efficacy of training is covered right from the individual level to the campaign as a whole. To illustrate, let us consider the responses to the checklist testing statement about the disposal of syringes. On data collation, if it is found that the observers rank this as just fair or poor across the entire group's pan nation, then it is indicative of the fact that the message of training has not gone across. There is something amiss in the course, content, delivery, etc. which requires correction. If it is found that only a few groups register a low grade, then it is the individual who has not got the message, and rectification is required at the individual level.

The data collated through the LMS also becomes a convenient source for audit and regulatory compliance.


Observation Checklists can be customized as per requirement. The tool has in-built flexibility to be configured in different formats with value statements/items and grading types. The grading types can be as per choice say, a straightforward 'yes or no' binary response item, or a scale system (excellent, good, fair, poor, inadequate), or a points system (1 to 10) or star ratings(*,**,***,****, *****), or even short answers, single choice, multiple-choice, drop-down, date picker, time picker, etc. The choices are creator and scenario-dependent.

Once the checklist course and statements have been created in the LMS system, they can be easily assigned to individuals or groups, as per requirement. They can be edited, modified, replicated according to the identified scenario and specific need. They can be scheduled as per need-based time points or linked to events.

Integration with LMS

In sum, the feature of Observation Checklists makes training assessment a simpler task. It provides solutions to enterprises to see the impact of training on on-the-job tasks and monitoring of compliance with laid down systems and procedures by employees. Checking user progress, inside or outside of the learning platform, helps in determining whether refresher courses are needed or skill up-gradation is required. It ensures that formal training is not a one-time exercise. It enables and supports continuous learning through anytime assessment.

To make checklists effective learning tools, they must be made an integral component of the LMS. Checklists residing in external systems cannot be fully leveraged to enterprise advantages. LMS integrated Observation Checklists feature leverages LMS capabilities. Records are streamlined and accurate and analytics from online learning provide deeper insights. Evaluators and managers can have seamless access to all the learning data at a single centralized point. Better analytics ensue and decisions are data-based. Native-to-LMS checklists ensure faster and cost-efficient competency mapping and measurement of learning success.

We are Here to Support

At Gyrus, it is our constant endeavor to make online learning a potent enabler for enterprise development. Knowing whether learning is a success comes from testing and assessment. Our LMS integrates assessment with learning offering an innovative and consistent process of assessment and evaluation.Gyrus LMS helps businesses to measure progress with tracking and feedback and cover any competency gaps. Our user assessment reports are detailed with trends and analytics for valuable insights on performance.

What is eLearning?

  • E-Learning allows the online delivery of training with real-time tracking of training analytics, optimizing time and reducing costs associated with traditional learning methods.

What is an LMS?

  • E-Learning allows the online delivery of training with real-time tracking of training analytics, optimizing time and reducing costs associated with traditional learning methods.


  • SCORM and AICC are an international standard for tracking E-Learning activities. xAPI (formerly Tin Can API) is the Learning Objects new standard. The Gyrus Learning Management System supports both of these standards.