Lumify Learn has reimagined how course content is updated, cutting refresh times from six weeks to just six days, while keeping the learner experience personal and human.
At a glance
Organisation: Lumify Learn (RTO no. 45994)
Target audience: ICT trainers and learners
Timeframe: Q3 and Q4 FY 2025
Primary goal: Keep course content current in a fast-changing industry
Delivery model: Instructional design team-led; supported by leadership
Tools used: ChatGPT; ElevenLabs; Envato
Governance: Paid AI licenses, internal working groups, safeguards for data and content sovereignty
Key outcomes:
- Reduced course refresh cycle from 6 weeks to 6 days
- Consistent tone and format across 80+ units
- Maintained personal, one-on-one learner support
- Scalable, repeatable workflows for future updates
The challenge
Lumify Learn faced a common problem for training providers: keeping IT course content current in a sector where technologies change rapidly.
With more than 80 units in its portfolio, updates required weeks of drafting, editing, recording, and validation.
The instructional design team carried this workload alongside ongoing student support, making it increasingly difficult to deliver timely updates.
About the project
Lumify Learn’s solution was to pilot a new AI-supported workflow combining free and paid tools.
ChatGPT (paid license) was used for drafting, editing, and assessment validation. ElevenLabs helped generate voiceovers. Envato tools provided visual and video assets.
The project was designed and led by the instructional design team, with sponsorship and governance from Lumify Group leadership.
AI adoption was carefully managed through clear safeguards — no student data was used, only new content was trialled, and paid licenses helped ensure content sovereignty.
“The pain point was so large that the willingness was there. But the Lumify Group also tasked each business unit to deliver an AI project. That alignment meant we could move quickly.”
Joshua Cameron, General Manager, Lumify Learn
The impact
Content refreshes in days, not weeks: New training content creation cut from six weeks to just six days
Higher output, same quality: Multiple unit reviews completed in a single week
Consistency at scale: Standardised tone and format across 80+ units
Learners still come first: Trainers continued to provide personal, one‑on‑one support
Ready to scale further: New process is faster, repeatable, and expandable to more teams
“Creating course content used to be really time consuming. Things that now take us days could take weeks before. When you’re also managing students, it was difficult to find time to create good quality materials and assessments.”
Daniel Armstrong, ICT Trainer & Assessor, Instructional/Digital Designer, Lumify Learn
Lessons learned
What worked
Start with real pain points: The project gained traction because it solved a clear, shared challenge.
Empower internal champions: Giving the instructional design team ownership built trust and credibility.
Use a mix of tools: Combining free and paid AI tools gave the team flexibility while keeping costs manageable.
Governance first: Clear rules on data and content ownership gave staff and leaders confidence.
Keep learning human: While AI accelerated content creation, trainers remained central to the learner experience.
Challenges faced
AI still needs a human touch: Outputs often needed review and restructuring to match instructional design standards.
Some work can’t be automated: Tasks like video editing, eLearning development, and compliance checks still required trainers’ time.
Scaling needs investment: Rolling out to more units and teams will mean new tools and workforce training.
“Even though AI has really made a big difference, there are still so many human touch points. It’s not something that can just be automated, but it’s a huge step forward.”
Joshua Cameron, General Manager, Lumify Learn
Next steps
Lumify Learn is now moving to quarterly content refreshes, replacing six-monthly manual reviews with faster, AI-assisted workflows. The process will be documented to ensure consistent use of AI tools across teams, supported by clear guidelines and governance.
Further automation is being explored, including streamlining tasks like video editing. Longer term, Lumify Learn plans to complement off-the-shelf tools with tailored AI solutions.
“We’re just on the tip of things. We can already see the impact on time, efficiency, and consistency, and there’s so much more to explore.”
Shanil Sharma, RTO Manager, Lumify Learn
About Lumify Learn
Lumify Learn (RTO no. 45994) provides quality, self-paced, vendor-certified, and nationally accredited ICT training, leveraging 30 years of experience, skills and knowledge accumulated as leaders in the training industry from being part of the Lumify Group.
Lumify Learn allows students to study their way, from anywhere, at any time, with industry-recognised courses and qualifications to let them hit the ground running on graduation.
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