In this guide
Staff use training videos to learn a task and check the steps when they need a reminder. Planning the script, demonstration and review process around that task helps you decide what to include.
This guide covers those decisions, from choosing what to show to checking the finished video with staff.
Start with the task staff need to learn
Write down what the viewer should be able to do after watching. For example, they might need to enter an order, set up a piece of equipment or follow an induction procedure.
Check what staff already know. A new starter may need the equipment names and starting position explained; an experienced operator watching a refresher may need to see only the changed steps. Decide which audience the video will serve before writing the script.
Use that action to plan the demonstration. Include the context staff need, then show the steps without a long introduction. Our guide to turning procedures into training videos includes a worksheet for planning what to show and say at each step.
Keep each video focused
Give each video a specific task or topic. Staff should be able to tell from the title whether it contains the answer they need.
If the topic is complex, break it into several shorter modules. This helps staff find the exact section they need without searching through a long video.
Show each step of the process
Training videos are useful because they can show people what to do, rather than relying only on written instructions. This is especially helpful for physical tasks, software systems, safety procedures, equipment use, and workplace processes.
Show the detail staff need to follow: where a hand is placed, which control to select or what the completed step looks like. Close-ups, screen recordings and labels can help. Our guide to choosing the right training video format explains how to match these approaches to the learning task. The viewer should be able to follow the process without guessing what is happening.
Use plain language
Training content should sound like it was written for the people who will actually use it. Use familiar words and explain any technical terms staff need to know.
A useful test is to read the script aloud. If it sounds stiff, complicated, or unnatural, simplify it before filming.
Have the person responsible for the procedure check the script and planned demonstration before the shoot. They should confirm the sequence, terminology and details the camera needs to show. This gives the crew an approved plan to work from and helps avoid filming a step that later needs to be repeated.
Plan for how staff will use the video
Before production starts, think about where the video will be watched. A video used during induction may need a different structure from a short refresher module inside an LMS, intranet, or SharePoint library.
Check the screen size and whether staff will watch with sound. Plan captions and transcripts and decide whether chapters or separate files will make the material easier to find.
Plan for reviews and updates
Identify information that may change, such as a system screen, contact name or procedure. Where possible, keep those sections easy to replace without re-recording the whole video.
Use consistent file names and module titles, keep a record of approved versions, and decide who is responsible for reviewing the content when a process changes. We cover this in what 20 years of training productions has taught us.
Check the video before release
- Ask a subject matter expert to check the demonstrated steps and terminology.
- Show the video to staff from the intended audience and note where they need more explanation.
- Check captions, screen text and audio on the devices staff will use.
- Confirm that the approved version is easy to find in your training library.
When to get professional help
Some training content can be created internally, especially simple screen recordings or quick updates for a small team. A production team can help when the project needs workplace filming, several camera angles, recorded interviews or a series of videos made to the same standard.
If you are planning workplace training, onboarding, compliance, safety, or systems videos, you can learn more about our Melbourne training video production services. See the Bosch training-video case study for a workplace example.
Frequently asked questions
Planning staff training videos
What makes a good training video?
A good training video has a clear purpose, simple structure, plain language, and visual examples that show the task being performed. It should help the viewer understand what to do and how to do it correctly.
How long should a training video be?
Two to five minutes can suit a single task, but the length should follow what needs to be demonstrated. Allow enough time for each step, and split a larger topic into separate videos when staff will need to revisit parts of it.
Should we script a training video?
A script or detailed outline is usually helpful. It keeps the information clear, reduces repetition, and makes sure important safety, compliance, or process details are included.
Who should appear in a staff training video?
Subject matter experts, team leaders, trainers, or experienced staff can all work well. The right person is usually someone who understands the process and can explain it clearly.
How do you keep staff engaged during training videos?
Get to the useful information quickly, show the task clearly, keep each module focused, and remove unnecessary detail. Captions, close-ups, screen recordings, and visual prompts can also help staff follow the content.
Ryan Spanger is the founder and managing director of Dream Engine, a Melbourne video production company established in 2002. Over the past two decades, he’s produced hundreds of videos for businesses, government departments, universities and healthcare organisations across Australia. Ryan specialises in helping organisations explain complex ideas through clear, engaging video content, with particular experience in corporate communications, training and education.
