Top Strategies for Creating Effective Training Videos

If you’re creating a training video, you’re probably aiming to do more than just deliver information. You want your team to learn something useful and remember it. A strong training video helps people understand, retain, and apply new skills on the job.

To make a training video that works, you need to start with a clear goal and keep your audience in mind. This guide covers what types of training videos you might want to create, how to plan and produce them, and tips to keep your content engaging. Whether you’re making your first video or looking to improve your current approach, you’ll find practical steps here to help you get started.

Understanding Training Videos

Training videos are one of the most effective ways to teach something new at work. Instead of asking people to read long manuals or sit through hours of slides, you can show them what they need to know in a way that feels more natural. A good training video can explain complex ideas and help your team feel more confident doing their jobs.

People tend to remember more when they can watch and listen at the same time, and if you can make the training interactive it’s even better. In fact, research shows that people are much more likely to finish a training video than read a full document. That means your message is more likely to stick.

If you’ve ever had to explain the same thing over and over again, a training video can help with that too. Once it’s made, you can reuse it any time someone needs a refresher or joins the team. It becomes a reliable tool you can count on.

Essential Types of Training Videos

Not all training videos serve the same purpose. The type you choose depends on what you’re trying to teach and who you’re teaching. Here are three of the most common types and how they work best.

How-to Videos

These videos walk someone through a task step by step. They’re great for showing how to use software, follow a procedure, or complete a hands-on activity. For example, if you need to teach your team how to use a tool like Airtable, a quick screen recording with voiceover can make a big difference.

Onboarding Videos

Onboarding videos help new hires get comfortable and confident in their roles. These might include a quick intro to company values, a look at the day-to-day workflow, or tips from current team members. You can also include walkthroughs of tools they’ll use, like your project management system or communication channels.

Compliance Videos

These cover rules, policies, and safety procedures that everyone needs to follow. While compliance training might not seem exciting, video can make it easier to understand and remember.

Steps to Create Professional Training Videos

Making a training video might seem overwhelming at first, but breaking it into steps makes the process a lot easier. Here’s how to get started and keep things on track.

Start with a Clear Goal

Before you hit record, get clear on what you want people to learn. Are you showing them how to complete a task? Teaching a new policy? The more specific your goal, the easier it is to decide what to include. Try writing out a simple learning objective like, “By the end of this video, the viewer should be able to submit an expense report without needing help.”

Know Your Audience

Think about who will be watching. Are they brand new to the topic, or do they just need a quick refresher? This helps you choose the right tone, pace, and level of detail. You don’t want to overload someone who’s just starting out, and you don’t want to bore someone who’s already familiar with the basics.

Choose a Format That Fits

The right format depends on your topic and how your audience prefers to learn. If you’re showing how to use a piece of software, a screen recording with voiceover is probably best. If you’re explaining a company policy, a talking-head video or a simple animation could work well.

Write a Simple, Clear Script

A script keeps you focused and helps avoid rambling. Use short sentences and everyday language, like you’re talking to a coworker. Break the script into small chunks so it’s easier to record and edit later. Once you’ve got the script down, sketch out a rough storyboard so you know what should appear on screen while you’re talking. 

Record, Then Edit for Clarity

When you’re ready to record, don’t stress about making it perfect on the first try. It’s easier to trim and polish later than to start over every time you mess up a word. During editing, cut any long pauses or distractions. Add text on screen to highlight key points. If you’re showing software, zoom in on specific parts to guide the viewer’s attention.

Tools and Equipment for Making Training Videos

You don’t need a full studio setup to make a solid training video. With a few key tools, you can create something clear, professional, and easy to watch.

Recording Equipment

If you’re just starting out, your smartphone might be all you need. Most phones today shoot in high definition and can work well as long as you have good lighting and steady framing. A tripod helps avoid shaky footage, and even a basic one will do the job.

For audio, try not to rely on your device’s built-in mic. An external microphone—like a lapel mic or USB mic—can make a big difference in sound quality. Clear audio helps your message land, especially if people are watching in busy environments.

Editing Software

Once you’ve recorded your video, editing helps tighten things up and add finishing touches. If you’re new to editing, tools like Canva or Loom offer user-friendly features like drag-and-drop clips, text overlays, and automatic trimming. For more advanced control, try software like Adobe Premiere Pro.

Animation Tools

If you’re explaining a process or concept that doesn’t need live footage, animation can be a great option. Tools like Biteable and Wideo offer pre-made templates that you can customize without much experience. They’re great for things like policy overviews or safety reminders.

Best Practices for Effective Training Videos

Once your video is planned and recorded, there are a few things you can do to make sure it actually helps people learn. These small adjustments can make a big difference in how your video is received and remembered.

Keep It Short and Focused

Most people tune out after about 15 minutes, so aim for a tight, focused video that sticks to one topic. If you need to cover more, split it into a short series instead of packing everything into one long video. Keep your script simple and skip anything that doesn’t directly support the learning goal. A clear message is easier to remember and more likely to be watched all the way through.

Tip: Use pauses or quick recaps to give people a moment to process what they just learned.

Use Visuals That Help, Not Distract

Charts, diagrams, screenshots, or short text on the screen can help explain your points without overloading the viewer. Just make sure the visuals actually support the content, rather than decorate it. If you’re using slides, keep them clean and readable. If you’re showing a screen recording, zoom in when needed so people can clearly see what you’re doing.

Make Sure It’s Accessible

Not everyone learns the same way. Adding captions helps people who are deaf or hard of hearing, but it also helps those watching without sound. A transcript is useful for folks who prefer to read or review what they learned later. Use clear language, avoid fast talking, and check that any text on screen is easy to read. These small steps make your videos more inclusive and more useful for everyone.

Benefits of Using Training Videos

Training videos can completely change the way people learn at work. Whether you’re helping a new employee get started or teaching a complex skill, video gives you a way to reach people clearly, consistently, and at scale.

People Remember More

When someone sees and hears information at the same time, it tends to stick better. Videos engage more senses than text alone, which helps with long-term retention. If you want people to walk away feeling confident about what they’ve learned, video gives you a head start.

They Save Time and Money

Once a training video is created, you can reuse it again and again. That means less time spent repeating the same instructions or running the same sessions. Companies that shift to video-based training often see big savings on materials, travel, and instructor time.

People Can Learn at Their Own Pace

With video, employees can pause, rewind, or rewatch whenever they need to. This is especially helpful for people who learn better by seeing something more than once, or for those in different time zones or work shifts. 

Common Mistakes to Avoid When Creating Training Videos

Even with the best intentions, it’s easy to run into a few bumps when making training videos. Here are some common missteps and how to avoid them.

Overloading the Content

Trying to squeeze too much into one video is a common mistake. Viewers lose focus when a video drifts from one topic to the next without a clear thread. Stick to one goal per video. If you have more to cover, break it up into smaller parts.

Focusing on Style Over Substance

It’s tempting to get caught up in flashy visuals or animations, but those won’t matter if your content isn’t clear. A simple, well-explained process is more valuable than a beautifully edited video that doesn’t teach anything.

Skipping the Planning Stage

Jumping into recording without a script or structure usually leads to confusion and lots of re-recording. Taking time to write a clear outline and script upfront will save you time later and help keep the message on track.

Ignoring Feedback

Always test your video with a small group before rolling it out. Ask if the message is clear, if anything was confusing, and how they’d improve it. What makes sense to you might not be as obvious to others.

Cutting Corners on Audio and Lighting

Bad audio or dark, blurry footage can make a video hard to watch, no matter how great the content is. Use a mic if you can, and try to record in a quiet, well-lit space. Even small upgrades make a big difference in how professional your video feels.

Bringing It All Together: Your Training Video Toolkit

Creating a training video doesn’t have to be complicated. When you choose a format that fits your topic and speak directly to your audience, you’ll end up with a video that helps people learn.

Start with the basics: know what you want people to take away, write a script that flows naturally, and use visuals that support your message. Keep things short, make sure your content is accessible, and test it with real viewers before sharing widely.

Whether you’re training someone on new software, helping a new hire feel welcome, or covering must-know policies, the right video can improve learning and make your training process more consistent across the board.

Frequently Asked Questions

What kinds of training videos should I start with?

Start with videos that solve real problems or answer common questions. How-to videos are great for showing people how to use tools or follow processes. Onboarding videos help new hires get settled, and compliance videos keep everyone on the same page with company policies.

How do I help people remember what they watched?

Keep the video focused on one idea and avoid overwhelming viewers with too much at once. Adding short summaries, key takeaways on screen, or even a quick quiz at the end can help with retention.

What gear do I need to make a solid training video?

You can start with your phone, a basic microphone, and natural lighting. A tripod helps keep the video steady. For editing, tools like Canva or Loom make it easy to clean up your video and add helpful visuals. After launching and getting off the ground you can always upgrade your equipment and video editing software.

Why are training videos such a cost-effective option?

Once you make a video, you can use it over and over again. You won’t need to schedule repeat trainings or print out materials, which saves time and money. Plus, the content stays consistent for every viewer.

How can I make my training videos more accessible?

Add captions and include a transcript. Speak clearly, keep on-screen text readable, and avoid background noise. These steps make your video more inclusive and easier for everyone to follow, no matter how they prefer to learn.