Stuck in an Endless Project Loop? Try These 6 Content Migration Strategies

There is no denying that the edtech sector is advancing at an astonishing pace today.

As companies and institutions continue to diversify their digital assets, managing all their content becomes a major challenge. This content can overwhelm even the most sophisticated LMSs, which is why we see slower response times and an increased risk of errors.

Enter content migration. It has changed the way educational content is managed by systematically transitioning outdated legacy systems to more advanced platforms. This streamlines large amounts of files, making them more accessible and efficient.

However, if you’ve used a content migration service or platform in the past, you will know that it comes with its own set of challenges. The biggest two are incompatible file formats and the preservation of data integrity during the transfer. With this, various internal challenges may arise, complicating the migration process even further. Here’s a look at a few common content migration complications I’ve come across and how to troubleshoot them.

 

Overcoming Content Migration Hurdles

Challenges related to content migration can impact the efficiency of the entire process. Hence, it’s essential to plan well before its implementation. Understanding the content migration challenges can ensure a smooth transition and modernize your content management systems.

1. Fixed Layout Content Issues

Fixed layouts are designed to maintain a consistent appearance across all devices. That’s why these are the first to break when migrating to new platforms or formats. In an industry where accessibility and adaptability are of utmost importance, you would typically need to rework the entire layout. And here’s where things can get tricky and time-consuming. Additionally, legacy content can be quite rigid. It’s almost impossible to optimize this content one by one for various screens and devices.

How to solve this?

One way to do it is to implement content reflow techniques.  If you use a flexible grid layout, it will allow your content to dynamically adjust to different screen sizes. Another way of doing this is by using fluid images or media that resize automatically to fit different screens. This prevents the content from being cut off or misaligned.

Prioritize your content based on its usability and demand; start with essential materials until you finally begin converting less critical content. No matter how good your content migration platform is, always review its progress at every stage.  We cannot stress how vital human oversight is to quality control. It gives you the chance to make timely adjustments and ensure that the final product meets its functionality.

2. Non-Compliant Legacy Formats

Content in legacy formats like your older PDFs or in-house formats is another big culprit. It’s quite likely that it will fail to meet new accessibility standards. WCAG standards have long evolved and outdated content does not seamlessly integrate with modern digital platforms, complicating the migration process further.  This results in non-compliant content that is hard for learners with disabilities to access, potentially excluding a large part of your user base.

How to solve this?

Use automated accessibility checkers! These can help identify compliance issues in outdated content. Try converting old PDFs into more adaptable formats like HTML to meet current web accessibility standards. Collaborating with accessibility vendors can help manage extensive reformatting and ensure your content is compliant.

3. Maintaining the Context

When content is transferred from one platform to another, details like tone and instructional design can be lost. If the original context isn’t preserved, learners might find it difficult to engage with the content. This leads to less motivation and lower retention rates.

It can also directly impact the credibility of the edtech solutions as educators rely on high-quality and contextually appropriate resources.

How to solve this?

Create content maps or blueprints. These can be comprehensive and include the original structure, layout, and intent to address the change effectively. The maps act as a guide, ensuring every element is accounted for and transferred correctly to the new platform. Content maps smoothen the migration process and preserve the original instructional value, enhancing the effectiveness of the learning material.

 

4. Addressing Gaps Between Legacy and Modern Platforms

Legacy systems often lack the advanced features and capabilities of modern platforms, creating a disparity that can affect content usability and functionality. This can limit the addition of new interactive features, multimedia elements, and analytics to existing content. As a result, educational materials may miss out on modern technologies, reducing effectiveness.

How to solve this?

Conduct thorough analyses to identify which features and functionalities need adaptation or enhancement. Create a detailed integration plan that connects old and new systems. It will allow your content to be embedded with advanced interactive and multimedia enhancements.

Middleware or API solutions can facilitate smooth data transfer. This new-found compatibility between platforms can ensure alignment with modern capabilities and preserve the learning goal.

5. Integrating New Compliance Tools

Compliance tools are crucial for handling sensitive data, especially in settings regulated by laws like GDPR or FERPA that require strict data protection. Adapting to new assistive technologies is a major challenge.

This involves learning and implementing unfamiliar tools, all while keeping the content compliant with the latest regulations. This integration challenge can disrupt workflows and delay content availability for learners.

How to solve this?

As a product leader, implement step-by-step training programs for staff to understand these tools and their role in maintaining compliance.

Work closely with compliance officers and IT teams to integrate new tools with your current systems. Set up a feedback loop to continuously refine workflows so that compliance is upheld without interrupting content creation or migration.

6. Managing Stakeholder Expectations

Stakeholders, including investors, educators, and learners, often have differing priorities and timelines. Unmatched expectations can pressure teams to rush, risking the quality of migrated content. If stakeholders aren’t informed about migration challenges, delays, or limitations, it can lead to frustration, lost confidence, or reduced support for the project.

How to solve this?

To manage stakeholder expectations effectively, implement clear communication plans explaining the benefits, timelines, and milestones of the content migration process.

Provide regular updates and transparent reporting to keep stakeholders informed about progress and challenges. Set realistic expectations by highlighting potential risks and delays and offering practical solutions.

Content migration is essential to modernizing and streamlining digital content management, especially in edtech. It helps tackle challenges like fixed layouts, outdated formats, and new compliance tools, ensuring a smoother and more effective transition. This way, organizations can better meet evolving needs and boost efficiency.

For expert help with the content migration process, Magic EdTech offers custom consulting and automated solutions to help you with a seamless transition. Get in touch today!