Creating Training Videos – The Basics
- Training videos explain processes, software, products, or internal procedures and make knowledge more accessible to teams.
- A good training video needs a specific learning objective, a defined target audience, an appropriate format, and a structure that suits its intended use.
- Common formats include screencasts, process videos, talking head videos, graphic training videos, webinar recordings, presentation videos, and microlearning clips.
- Company 11 guides you from the initial briefing through to the finished training video and develops content for onboarding, processes, product training, and internal knowledge sharing.
What is a training video?
A training video conveys knowledge, processes, or work steps through video. It is typically aimed at employees, customers, or partners. Compared to explanatory and educational videos, it places greater emphasis on the specific learning or work context.
When is it worth creating a training video?
A training video is worthwhile whenever the same information needs to be explained multiple times. It brings structure to recurring training sessions and ensures that everyone has the same foundation.
This content is particularly well-suited for use in training videos:
- Onboarding: New employees receive the same introduction to tools, processes, policies, and initial tasks.
- Knowledge Hub: Frequently asked questions are posted as videos in an internal knowledge base.
- Software training: Click paths, menus, and input fields can be clearly demonstrated using screen recording.
- Process training: Recurring processes are documented clearly once and shared with the team.
- Product training: Sales, support, partners, and customers all have the same level of knowledge.
- Mandatory training: Occupational safety, data protection, and IT policies can be broken down into short modules.
The greatest benefit comes from topics that come up regularly. A good training video complements in-person onboarding and eliminates the need for repeated explanations in day-to-day work.
This is how skill is developed: by observing, analyzing, and repeating.
A simple example is first aid: if you just read the rules, you’ll know the procedure. But when you see the actual movements, you’ll have a better understanding of where to place your hands, how much pressure to apply, and the rhythm of each step. That’s exactly why first-aid courses use manikins.
Company 11 is familiar with this concept from the production industry. Our team actually discovered its calling through films, behind-the-scenes footage, tutorials, and instructional videos: we watched, analyzed, experimented, and practiced.
This is how people learn today in many different settings: in schools, universities, workplaces, and even at home. Videos demonstrate movements, sequences, pace, and details that are difficult to grasp through written descriptions alone.
This is exactly where training videos come in. They help make processes, standards, and knowledge within the company more transparent.
Do you want to make knowledge visible within your company?
Formats of Training Videos: An Overview
Training videos differ primarily in terms of the type of footage used. When planning, it is important to consider whether the video will feature screen captures, real-world work processes, a narrator, graphics, or existing training materials. This determines the scope of work, the technology required, the shooting schedule, and the post-production process.
Here’s how standard training videos are structured:
Format | Structure of the recording |
Screencast/ Screenrecording | The screen is recorded. Mouse movements, click paths, menus, and user input are the focus of the video. This is usually accompanied by a voiceover. |
Process video in the workplace | A camera captures real-life work processes on site. Hands, tools, machines, products, and handoffs are filmed from multiple angles. |
Talking Head Video | A person explains the process directly to the camera. The video typically uses a fixed set, lighting, a microphone, and supplementary graphics. |
Graphics-based training video | Graphics, icons, text overlays, and simple animations guide users through the process. This format is well-suited for abstract processes and rules. |
Interview-based training video | Experts answer prepared questions on camera. The editing organizes their responses into short learning segments. |
Webinar or training recording | An existing training session is recorded and later edited down, titled, and divided into chapters. |
Slidecast/Presentation Video | Presentation slides are accompanied by a narrator’s voice. In some cases, a person also appears on screen. |
Microlearning-Clip | Each step is explained briefly. The structure remains concise and is ideal for quick review during the workday. |
Note: Many training videos combine multiple formats. A process video can be supplemented with graphics, a screencast with a voiceover, or a webinar recording with short microlearning clips. This combination works as a distinct production approach when the structure, recording method, and intended use are determined in advance.
How do you plan a training video properly?
A training video is created by focusing on a clearly defined topic, choosing an appropriate format, and developing a structure that can be easily utilized later on. During the planning phase, you determine who will watch the video, which steps will be demonstrated, and where the video will be available later.
What should be included in the planning?
Planning turns a rough idea into a solid foundation for production. This allows for thorough preparation of the script, filming, editing, and post-production.
Planning item | What you decide |
Thema | What process or topic is covered in the video |
Target audience | Who uses the training video and what prior knowledge they have |
Learning objective | What the viewer is expected to do or understand after watching the video |
Format | Screen recording, process video, talking head, graphic video, or recording |
Structure | Introduction, Explanation, Steps, Summary, and Next Steps |
Distribution | Storage location, access rights, title, chapters, and future maintenance |
The clearer these points are, the smoother the production process will be. The video will have a solid structure that is tailored to the target audience, the content, and its intended use.
How do you set a specific learning objective for the training video?
Before recording, you should define a learning objective. The learning objective describes what a person should be able to understand, test, or perform after watching the training video.
A good learning objective stays focused on a specific action. Instead of describing a topic in general terms, you should define the next step to be taken. Verbs such as create, check, approve, document, send, set up, assign, or evaluate are well-suited for this purpose.
The table shows how a general training topic is transformed into a practical learning objective:
General Topic | Learning objective for the training video |
In-house software | New employees log in to the system, find their tasks, and complete their first step. |
Product Knowledge | The sales team explains three key functions and answers common customer questions. |
Internal process | Employees prepare for approval and document the completion. |
Onboarding | New employees receive their first tools, access credentials, and assignments on their first day of work. |
How to plan a training video
Planning translates the learning objective into a sequence that can be recorded. In doing so, you determine what will be shown, who will speak, what materials will be needed, and where the video will be used later.
Here’s how to do it:
- Narrow down the topic: A video covers a specific sequence of steps, such as a process step, a software function, or a recurring task.
- Define the target audience: New employees need more context than experienced teams. Customers need a different tone than internal departments.
- Assessing prior knowledge: The structure depends on which terms, tools, or processes are already familiar.
- Break the process down into steps: Each step gets its own scene, screen capture, or slide.
- Prepare materials: This includes the script, files, login credentials, sample processes, filming location, voice actors, and approvals.
- Plan the release: Before filming, it must be determined whether the video will be posted on the intranet, a learning platform, a help center, or an onboarding series.
The result of the planning process is a streamlined production schedule. It outlines what content will be filmed, who will be involved, and what files must be ready after editing.
How do you create a training video step by step?
The production steps depend on the format of the training video. A screen recording requires different preparation than a process video filmed on the job or a talking-head video. Essentially, however, most training videos follow the same steps:
- Write a script with two columns: On the left, describe what is happening in the image. On the right, write the narration. This way, you can immediately see if the image and the explanation match.
- Plan only one learning step per scene: Break the process down into short sections. Each click, action, or rule should have its own scene.
- Prepare all materials before recording: Open the necessary files, set up test data, remove any personal information from the screen, and have your login credentials ready.
- Set up your video and audio: Choose a quiet room, check the microphone, close any distracting programs, and do a quick test recording.
- Record in short segments: Pause after each section. That way, you can re-record any mistakes without having to redo the entire video.
- Cut out anything that slows down the learning process: Remove pauses, searching movements, slips of the tongue, redundant cues, and unnecessary movements in the video.
- Highlight important areas in the image: Use zooms, arrows, boxes, text overlays, or cursor highlights if a detail might otherwise be overlooked.
- Adjust the audio: Ensure consistent volume levels, reduce background noise, and check that every sentence is understandable on the first listen.
- Add subtitles and chapters: Subtitles are helpful for mobile viewing, in noisy offices, and for teams with varying levels of language proficiency. Chapters make longer videos searchable.
- Test the video with someone from the target audience: The person watches the video and then goes through the steps themselves. If they have any questions, revise that specific section.
Pre-release check: The training video is ready for use if a member of the target audience can follow the demonstrated procedure without needing further explanation.
Conclusion: Create a training video and make knowledge accessible for the long term
Training videos involve more than just filming and editing. The learning objectives, target audience, script, filming style, audio, subtitles, storage, and maintenance all determine whether your video will be used in everyday practice.
That’s why it’s worth taking a close look at the topic, target audience, and intended use before production begins. A screen recording requires a different structure than a workplace process video, a talking-head video, or a graphic training video.
Company 11 guides you from the initial briefing all the way to the finished training video. You won’t just get a camera crew—you’ll get a video production team that structures your topic, creates compelling visuals, and presents training content in a clear and organized manner.
Let’s get your project off the ground together. Send us your project details, and we’ll quickly provide you with a detailed assessment of the structure, scope, and implementation.
Are you looking for a production team to create training videos?
Creating a Training Video – Frequently Asked Questions
How much does it cost to have training videos produced?
The cost depends on the format, length, production effort, and post-production. A simple screen recording costs significantly less than a process video that involves a camera, lighting, sound, multiple people, and graphics.
Can you create training videos using AI?
Training videos created with AI are ideal for simple updates, brief internal announcements, voiceovers, subtitles, or translations. However, when real workplaces, products, people, or complex processes need to be shown, a traditional video production typically offers more control over visuals, audio, and clarity.
What software is best for creating training videos?
For screen recordings, you’ll want to use recording software that includes cursor tracking, voiceover recording, and editing features. For internal training courses, you’ll also need a platform where videos can be organized, updated, and stored in a way that makes them easy for employees to find.
How long does it take to produce a training video?
A short screen recording can be produced in just a few days if the script, files, and shared resources are already available. More elaborate training videos that involve filming, a narrator, graphics, subtitles, and revisions usually take several weeks.
When should Company 11 produce a training video?
Company 11 is the right choice if your training video needs to showcase real processes, products, employees, or workflows. The team handles the briefing, setup, filming, editing, sound, and final delivery, turning your internal knowledge into a usable video.
Does Company 11 also create training videos for onboarding and product training?
Yes, Company 11 can produce training videos for onboarding, internal processes, product training, customer communication, and knowledge bases. This is particularly useful for content that needs to be explained on a regular basis and should remain accessible within the company over the long term.
