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Implement Successful Best Scenario-Based Learning Strategies With The Right Outsourcing Partner

Outsourcing scenario-based learning strategies allows you to tap into the talents, experience, and expertise of third-party content providers. But how do you find the ideal scenario-based learning vendor if you’re on a tight budget? One of the most common misconceptions regarding outsourcing companies is that they’re reserved for large organizations with large bank accounts. However, many vendors offer services with a smaller scope, which allows SMBs to boost learner engagement without having to hire an internal team. This ultimate guide features tips and tricks to find the right outsourcing vendor at the right price, including traits to look for in eLearning content providers and secrets to draft the perfect RFP. But first, I highlight some of the most common mistakes to avoid so that you can maximize value for money.

What’s Inside This Guide…

  1. Common Scenario-Based Learning Outsourcing Mistakes And Tips To Avoid
  2. Scenario-Based Learning Activities To Add To Your Outsourcing List
  3. Key Competencies To Consider For Your Next Scenario-Based Learning Vendor
  4. Crucial Aspects To Look For In Scenario-Based Learning Vendor Listings
  5. Insider Secrets To Write The Perfect Scenario-Based Learning Solutions RFP

eBook Release

Scenario-Based Learning Strategies For SMBs: Tips To Choose The Right Outsourcing Vendor On A Shoestring Budget

How do you find the ideal scenario-based learning solutions if you’re on a tight budget? Unlock insider secrets to select the best outsourcing partner for your business!

1. Common Scenario-Based Learning Outsourcing Mistakes And Tips To Avoid

Reaping scenario-based learning rewards requires a solid plan of action, namely one that steers clear of the common pitfalls. So, which mistakes should you keep on your radar? Here are some crucial errors to avoid when developing scenario-based learning strategies, whether you’re outsourcing or creating content in-house:

Prioritizing Price

Of course, pricing is always a consideration. However, it shouldn’t be a top priority when looking for an outsourcing partner. Their specialization areas, industry experience, and solutions list are just as crucial, as all these factors contribute to the overall ROI. Simply looking for the least expensive scenario-based learning company may require fewer resources now. But what if you have to hire another outsourcing partner to revise the content or offer their insider expertise? Low cost doesn’t always mean the best value.

Not Using Free Research Tools

There are numerous free research tools online that can help you find the right scenario-based learning strategies provider for your SMB. Exclusive directories, ratings and reviews, and social media pages are all at your disposal, as well as user communities that feature insider tips and recommendations based on their past experiences with the vendor. That said, you must consider the source. For example, avoid review sites that are sponsored or biased.

Choosing A Vendor Who Doesn’t Specialize In Your Niche

The outsourcing company you choose should know your industry inside out to boost learner engagement. At the very least, they must have collaborators or consultants who can help them achieve the best outcomes, such as SMEs they call on for certain projects. These vendors also have all the tools and resources they need to create meaningful eLearning scenario training experiences for your staffers.

Narrowing Your Outsourcing Scope

Your current list of outsourcing deliverables is limited. You’re focusing solely on scenario-based learning strategies this time around, which makes perfect sense. However, you must also consider future projects. Broaden your outsourcing scope so that you can find an eLearning company that offers everything on your to-do list. You don’t have to tackle all the activities at once. Focus on scenario training for now but let them know that there are other projects in the works. That way, you avoid another round of vendor vetting when it’s time to expand your training library.

Submitting Incomplete RFPs

The RFP (request for proposal) is your statement of intent. It tells vendors what you’re looking for, how much you have to spend, and how you’ll evaluate proposals. It also clarifies the project scope, list of deliverables, and implementation timelines. You must include all the essential info to get accurate estimates. There should even be follow-up protocols so that vendors know what to expect.

Signing Without A Second Opinion

Take time to finalize the contract and clarify all the terms. You might even get a second opinion from legal counsel to make certain everything is spelled out to avoid hidden fees. Are there any stipulations for future revisions? What happens if the quality of service isn’t what you expect? When in doubt, set up a meeting with the vendor to discuss sticking points, like communication guidelines and delivery milestones. You can also hire them for a test scenario before you contract them for long-term projects. For example, they must create a branching scenario for your customer service team to showcase their design skills and CX.

2. Scenario-Based Learning Activities To Add To Your Outsourcing List

Scenario-based learning strategies encourage employees to make mistakes and learn from them in a safe setting. They’re able to build self-confidence, perfect performance behaviors, and bridge crucial skill gaps. It’s all thanks to real-world application, immersive storytelling, and immediate feedback. However, transforming your entire training library into interactive scenarios to boost engagement and retention isn’t an option. You must determine which training tools are worth the investment to stretch your budget and maximize resource allocation. Then, it’s time to whittle the list down even further to pick the perfect activities for outsourcing, such as simulations, branching scenarios, and videos you should entrust to experienced third-party pros. Add these 7 scenario-based learning activities to your outsourcing list to boost ROI:

Skill-Building Simulations

Simulations are one of the most effective ways to foster practical application in remote training. Develop skill-boosting simulations that focus on core competencies and highlight existing gaps. These should also feature decision points that test employees’ ability to translate theoretical knowledge into real-world behaviors. For example, can they apply their communication skills training to keep the customer content and achieve the best outcome?

Task Tutorial Sequence Of Events

This scenario-based training activity starts with the usual task tutorial. A step-by-step guide to complete the process and avoid common mistakes. However, halfway through the task, employees must step into the driver’s seat. The tutorial segues into a series of decision paths and employees must choose the correct next step. Making the wrong decision leads to real-world repercussions. For instance, they miss out on a sale or breach compliance regulations.

Sales Pitch Scenarios

Trainees must navigate through challenging sales scenarios to build relevant skills and assess product know-how. This covers everything from greeting the customer and actively listening to their needs to wrapping up the sale and offering product add-ons. Employees must tackle each step with tact and overcome consumer apprehensions to seal the deal. Sales pitch scenarios can also include difficult personality traits so that staffers are prepared for every eventuality. Just make sure you keep it realistic to improve immersion and real-world applicability. And, keep stress to a minimum so that employees aren’t overwhelmed by the experience.

Interactive Customer Service Stories

This customer service storyline kicks off with a brief intro to set the scene. For example, the customer calls in with an IT issue. Thus, they must use all their interpersonal skills to help them overcome the problem or file a report with the tech support department. Every chapter in the story involves another decision point to test their customer service expertise and related competencies. This activity is ideal for organizations on a tight budget because you can adjust the level of interactivity to reduce costs. For instance, a budget-friendly version might contain static images and dialogue boxes. But you can also spring for a fully immersive VR scenario that features video clips, voice acting, and interactive hotspots.

Compliance Do’s And Don’ts

Compliance scenario-based learning strategies can combine demos with decision paths. First, the employee watches a brief video clip that features a compliance breach. Then they must determine if this was the best course of action and how they would address the problem. As an example, the COI video clip showcases a client meeting gone wrong. The client offers the employee a “gift,” which they gladly accept. This is followed by a mini-branching scenario that follows the same storyline. Trainees must use their knowledge of policies and local regulations to avoid making the same mistakes and achieve the best results.

Cliffhanger Company Policy Demos

The company policy scenario is another video demo approach, with a twist. Every clip features a step-by-step outline of how to apply the policy in the workplace. The end is purposefully omitted to see how trainees react in the stressful situation. For example, the company policy demo centers on anti-harassment. The actor/animation witnesses bullying on the job and must report it to their manager. At the end of the demo, trainees answer a series of questions to assess their policy knowledge. How should they contact the team leader? What constitutes verbal abuse? How does this incident violate the company’s code of ethics?

Team Building Branching Scenarios

Outsource team building scenarios to bolster employee morale and instill a sense of corporate community. This branching scenario training exercise covers everything from communication to conflict resolution skills. In fact, you may want to create a series of contextual activities so that employees are exposed to different team environments. For example, one scenario features a team meeting with a diverse cast of characters. Trainees must manage the meeting and facilitate collaboration to resolve the issue in question. You can even produce video clips that conclude with decision points if there’s room in your outsourcing budget.

Bonus Tip: Conduct An Asset Inventory To Cut Costs

Evaluate your current resource library to avoid redundancies and prioritize outsourcing tasks. There may already be effective training resources that address compliance protocols and performance gaps. Another reason to take stock of existing assets is to identify reusable content, like webinars, serious games, and presentations, you can hand over to the outsourcing partner to reduce the scenario training bill.

3. Key Competencies To Consider For Your Next Scenario-Based Learning Vendor

Hiring an eLearning content provider for scenario-based training strategies might make some of your stakeholders uneasy, to say the least. Their worries range from going over budget to personality conflicts. You, yourself, might even be on the fence about bringing in third-party providers due to negative past experiences. However, there are a few key competencies that can help put everyone’s apprehensions to rest. These essential skills and qualifications minimize outsourcing risks and streamline collaboration. They also ensure that the vendor understands your unique training requirements and keeps the lines of communications wide open throughout the process. Nothing is guaranteed. But, finding a scenario-based learning vendor who possesses these 9 competencies can improve your outsourcing success rate.

Tech Expertise

Scenario-based learning companies must know the ins and outs of the software they use. But, they also need to stay on top of tech trends for the benefit of their clients. Do they have the latest software that supports interactive, mobile-friendly multimedia? Can they help you repurpose or reformat existing assets to stretch your budget? Are they able to explain the design process from a technical standpoint in a way that’s easy to understand?

Industry Experience

Next, a scenario-based training vendor needs to understand your niche and the unique challenges your organization faces. Do they have experience with your industry? Are they aware of the tasks and compliance regulations? One of the most effective ways to evaluate their industry qualifications is to use an online directory with built-in filters. You can quickly determine which vendors specialize in your field and use case. Then, check out their landing page to assess their list of clients and review their work portfolio.

Strong Communication Skills

Vendors must be strong communicators and active listeners. They need to evaluate your needs, articulate their ideas and thoughts, and exchange feedback to enhance the quality of their work. Can they translate your objectives and goals into content that boosts learner engagement? Strong communication skills also ensure that your organization is kept in the loop and that you’re able to collaborate with the outsourcing partner, provide revision notes, and implement your training strategy on time. The communication guidelines should be mapped out in the final contract. For example, how often the vendor will contact you with project updates and the preferred method of communication.


Creativity and innovation are crucial for learning scenario design companies because online training scenarios are stories. They involve diverse characters, plot points, and realistic challenges to immerse employees in the situation. This requires a creative spark that converts all your ideas and desired outcomes into branching scenario paths. Vendors must also use available resources and technology to realize your vision.

Commitment To Quality

Successful scenario training vendors take pride in their work. The activity may reflect your branding. However, their commitment to quality is reflected in every design element. It’s not just about the finished product but how they treat their clients. Do they go that extra mile to incorporate your suggestions and ensure that you’re satisfied with the deliverable? Does the vendor provide follow-up support if you run into a tech issue?


Learning scenario design outsourcing partners typically work on multiple projects a year (if not simultaneously). But, can they quickly adapt to different situations and industry norms? Can they manage their time effectively? Are they able to immerse themselves into your brand image to create content that resonates with your staffers and maintains cohesion? If they don’t know the subject matter inside-out, they must be willing to bring in third-party collaborators. The same goes for IT experts and ID pros.

Positive Team Dynamic

Most scenario training companies have a team of eLearning professionals and admins who handle various aspects of the project. However, they must have a supportive team dynamic to achieve the best results. Are they optimistic about the outcomes? Can they work together without having to worry about personality clashes? I’m not suggesting that everything has to be “sunshine and roses,” because every team is bound to have issues, but they shouldn’t let squabbles stand in the way of your scenario-based learning strategies success.

Problem-Solving Skills

Vendors have to roll with the proverbial punches and overcome development setbacks, which requires strong problem-solving and lateral thinking skills. Are they able to use the available resources to achieve the training objectives? What if they encounter software glitches or internal design delays? This also extends to content delivery. For example, do they know how to cost-effectively bridge your performance gaps or engage distracted employees?

Professional Passion

This is one of the most essential competencies to look for in your next outsourcing partner. It’s also one of the most challenging to verify as you can’t pry into their life outlook or personal pursuits. Thus, you must take a holistic approach to vendor vetting to determine if they’re truly passionate about their projects. From their virtual portfolios to their site’s aesthetics, everything should reflect their enthusiasm and commitment to excellence. That said, they must also know how to balance work/home life to avoid burnout, which can negatively impact your scenario-based learning strategies.

4. Crucial Aspects To Look For In Scenario-Based Learning Vendor Listings

There’s not a second to spare. You need to find the right outsourcing partner for scenario training to boost learner engagement, mitigate risks, and bridge performance gaps today. Well, this quarter might be a more realistic expectation, given all the tasks involved. The point is that you must rapidly vet vendors, evaluate their qualifications, and ensure they’re in your price range. And that’s just the tip of the to-do list. What if there was a way to quickly find vendors who specialize in your industry and deliver your must-have training solutions? Directories give you the opportunity to view all their company overviews, uses cases, and deliverables menus in one centralized location. Look for these 8 crucial aspects in scenario-based vendor listings to improve ROI and avoid costly trial and error:

Company Bio

It all begins with a brief company bio that states their professional background and main selling points. This is their opportunity to highlight what sets them apart from the others and the value they can bring to your organization. Pay close attention to their brand messaging and tone. Do they include any buzzwords that pique your interest? Do their work practices and priorities align with yours? Of course, this is just a small glimpse of their scenario-based learning ideologies, but it does give you a good indication of their technical expertise and level of experience.

Solutions List

Every listing features a detailed list of solutions that the vendor provides, from scenario-based microlearning to AR. You may only be in the market for scenario-based training activities today, but it’s always best to plan ahead. Do you need an outsourcing partner that can handle gamification design and interactive simulations in the near future? Are you looking for a company that combines scenario training with bespoke performance support tools? Evaluate their comprehensive training solutions to improve ROI and avoid another round of vendor selection.

Specialization Areas

Training content providers generally handle a broad spectrum of deliverables. But you should look for vendors that specialize in your training topic or niche. As an example, they’re known for their product knowledge training and employee onboarding. This makes them a perfect fit for your new hire sales training program, while a leadership training specialist might be best for your management scenario-based training strategies. When in doubt, ask vendors about past projects with a similar use case to gauge their level of proficiency.

Performance Overviews

Scenario-based learning vendor listings also feature performance overviews which consist of multiple scores, including deadlines, responsiveness, achieved results, and communication, as well as the quality of service you can expect and whether the user is likely to recommend the vendor. These scores are summed up with an overall rating. There’s even a high-level overview at the top of the reviews page that consists of all user scores.

User Reviews

User reviews consist of 3 essential ingredients. The first is what they liked most about the vendor, where the company excelled and if they delivered top-notch scenario-based learning content. The second component is the major drawbacks they experienced while working with the vendor. Possibly things the outsourcing partner can improve on moving forward. Lastly, there’s a summary statement that usually includes the standout selling points or downsides.


Your chosen vendor must be aware of tasks, obstacles, and compliance issues that pertain to your industry. For example, the steps involved in the sales process and the essential skills your reps need to develop to broaden the profit margin. You’re responsible for providing them with organizational info, such as processes or protocols that are unique to your company. However, they should still have experience in your field to create high-quality content.

Customer Type

Does the eLearning content provider cater to academic institutions? Are their clients exclusively large enterprises or SMBs? While the outsourcing company should be adaptable enough to suit virtually everyone’s needs, there are certain limitations. For instance, their learning scenario design software and assets are geared toward corporate training (i.e., their focus is on adult learning versus childhood development).

Trending Providers

Trending eLearning content providers are featured at the top of each listing. These are companies that are popular at the moment thanks to high ratings and glowing reviews. In most cases, they have a proven track record, which mitigates outsourcing risks for your SMB. This directory spotlight gives you the chance to discover vendors you may have overlooked, as you can click through to their listings right away.

Insider Tip: Use Exclusive eLearning Directories

It’s best to avoid generalized directories and review sites, as these often lack crucial evaluation criteria. Exclusive eLearning listings give you all the information you need to maximize your investment. They understand what’s important to organizations when they’re looking for an outsourcing firm. The site should also have an online knowledge base with guides, tip sheets, and eBooks to help you choose the best scenario-based training company.

5. Insider Secrets To Write The Perfect Scenario-Based Learning Solutions RFP

You’re almost to the outsourcing finish line. You’ve already created a budget, done your vendor homework, and gathered team feedback. Before you break out the celebratory bubbly, it’s time to reach out to potential outsourcing partners. The next step is drafting a request for proposal to collect quotes from your top contenders and ensure they meet all the requirements. It covers everything from project scope to vendor evaluation criteria. So, what should you include in your request to receive spot-on bids? Are there any potential pitfalls to avoid? Follow these 8 insider secrets to write a winning RFP for your next scenario-based learning strategies:

Rethink The Project Scope

You may have a long list of objectives and desired outcomes. However, the RFP should focus on the current goals to narrow the project scope. You can always mention that this is the first phase in a long-term L&D plan. But vendors need to know your immediate scenario-based learning requirements to provide accurate estimates. For example, this project centers on the sales and customer service departments. These are the objective statements and performance/skill gaps the vendor must address in the deliverables. The project scope should be clear and concise, given that you expand on the key points throughout the RFP.

Compile A List Of Scenario-Based Deliverables

This is your shopping list of scenario-based learning strategies for outsourcing. Everything you require from the vendor to achieve the objectives and boost ROI. Include a detailed summary of what the deliverables should entail, estimated seat time, and if reusable assets are available. For instance, you already have multimedia they can incorporate into the scenario training design. You can also open the floor to suggestions. Include a training outline for each deliverable so that the vendor can offer personalized recommendations.

Clarify Employee Needs, Gaps, And Goals

It’s not just the organizational objectives you must consider in the outsourcing RFP. Vendors should also be aware of employee preferences, training requirements, and gaps. This is their target audience. They must develop activities that are easily digestible and resonate with your employees on a personal level. As such, they need to know some background information regarding your staffers and their training styles. Of course, this calls for employee surveys, focus groups, and assessments to create accurate user groups/personas.

Outline The L&D Outsourcing Budget

You don’t need to include the maximum spending cap in the scenario-based learning strategies RFP. You should, however, include a brief outline of your budget so that vendors know if they’re in your price range, as well as how much you expect to allocate for each interactive training activity. The vendor can always discuss pricing options with you if they make the cut based on reusable assets and additional services. For instance, they’re willing to reduce their rates if you enlist them for multiple solutions, such as TNA, microlearning expansion, and scenario training.

Break The Implementation Timeline Into Stages

You should include a development overview that highlights all the key stages of the project. But there must also be individual timelines for every phase, including milestones, revision rounds, and final launch dates. Once again, this is something you might address during the vendor follow-up meeting. Try to be flexible about deadlines so that content providers can offer their input. For instance, they may need more time to complete the task because they include performance assessments and LMS analyses in their outsourcing package.

Give Vendors A Point Of Contact

No training outline RFP is complete without contact details. Include your primary point of contact’s email and/or phone so they can get in touch with questions or concerns. For example, the vendor is unsure of the delivery timeline or milestones. They can message your rep directly before they send the proposal and verify that their schedule aligns with yours.

Always Include Evaluation Info

How will you evaluate vendor proposals for your scenario-based learning strategies? Are there specific elements they need to include in their responses to be considered? Scenario training companies must be aware of your assessment guidelines and outsourcing expectations. Include all the terms and conditions to respect everyone’s time. As an example, you prefer that vendors adhere to a specific response format so that it’s easier for you to compare top providers. However, you should avoid strict RFP rules because you want to gauge the vendor’s level of creativity and authenticity. They must be able to add personal touches to set themselves apart from the crowd.

Be Fully Transparent About Follow-Up

Vendors should know when you’re making the final decision and if there are any follow-up protocols involved. As an example, your top choices must be willing to meet with you (via video conference) to discuss the project parameters. Scenario-based training companies base their time and cost estimates on this information. For instance, they have another project scheduled for the fourth quarter, but there’s just enough time to pencil in your sales training deliverables. If your selection process takes longer than expected, your first choice may no longer be available.


Conducting a TNA, setting a budget, and making a strong business case are stressful enough. Let us help you avoid outsourcing headaches and simplify the search process. Download your free guide today to select the best learning scenario design company for your training strategy. Another free resource that can help you select the perfect outsourcing partner is our exclusive online directory. Search for eLearning content providers for your industry, use case, and budget. Then read reviews to compile a shortlist of top scenario-based learning strategies.

Many SMBs assume they can’t afford third-party providers or that they don’t have enough trainees to warrant the investment. However, every organization can benefit from scenario-based learning companies, regardless of their current goals or global reach. Scenario-Based Learning For SMBs: Tips To Choose The Right Outsourcing Vendor On A Shoestring Budget walks you through every step of the process, from vendor vetting to RFP essentials.

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