5 Steps to Creating Training Videos for Software with AI

Karina Kasparova
November 10, 2022

If you're like most people, you probably use software every day, whether it's to check your email, update your Facebook status, or even just type up a document.

But how much do you really know about the software you're using? 🤔

Sure, you may know the basics, but chances are there are a lot of features and functions that you're not taking advantage of, especially in a work setting.

👉🏻 That's where software training comes in.

In this post, we're focusing on one type of software training in particular - software training videos.


Keep reading to find out. 😉

Or watch this short video tutorial:

How to Make Software Training Videos

How is software training useful?

By taking a corporate software training class, you can learn how to use the various features of the software to their full potential. And knowing all the features means you can spend less time figuring out how to do something and more time actually doing it.

In addition, by being up-to-date on the latest software updates, you can help your company avoid any potential problems that could arise from using outdated software.

So whether you're new to using software or have been using it for years, corporate software training can benefit you in several ways.

3 Reasons why software training videos are more effective than text

When it comes to learning how to use new software, people tend to have different preferences. Some people prefer to read the instructions in the manual, while others prefer to trial and error their way through the program.

However, there is one method of instruction that tends to be more effective than both of these: software training videos.

There are several reasons why software training videos are more effective than text-based instructions:

Reason #1: They're easy to follow along

First, they provide a step-by-step guide that is easy to follow. Besides, you can pause and rewind the video if you need to, as many times as you need to.

Example: Technical software training video

Reason #2: They're visual

Videos offer a visual representation of how the software works, which can be helpful for people who are more visual learners.

This is based on R. Mayer's Multimedia Principle, people learn better from words and pictures than from words alone, resulting in better information retention and transfer of learning.

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Reason #3: They're shorter

Third, they tend to be more concise than manuals or other types of documentation, making them less daunting to learn from.

Downside: Software training videos are expensive and hard to produce

While videos are great for software training, they can be costly to make. 💸

Cameras, microphones, actors, studios, professional video editing software, a professional video production company... both separately and combined all of these elements are damn expensive.

No wonder so many smaller companies choose not to create training videos for software, or just look for 'good-enough' alternatives on YouTube.

Another factor to consider is time. ⏰

Waiting on professional training videos can take weeks, while creating your own ones can also take days, depending on how well-versed you are in the art of video making.

All in all.. creating software training videos is a high-effort activity...

...or is it?

With modern online video makers, the process of training video creation has been democratized.

Now anyone with an internet connection can create training videos with professional studios, production companies, or special editing skills.

A step beyond that is video creation with AI, which allows users to make videos with human-like AI avatars, replacing the need for cameras and actors altogether.

Let us show you what we mean 👇

How to create training videos for software using AI

We're using the leading online AI video maker called Synthesia STUDIO to demonstrate.

Step 1: Write your training video script

Before you start filming your software training video, it's important to have a script.

This will ensure that you cover all the key points and that your video is easy to follow.

To write a script, start by outlining the key topics you want to cover. Then, flesh out each topic with specific information and examples.

Keep in mind that your script should be concise and easy to understand. Once you have a draft of your script, run it past a colleague or friend to get their feedback.

Step 2: Choose a training video template

To make the process even easier, start by using a training video template, like this one:

Quick Tips for Teaching Software | Synthesia STUDIO Templates

It takes the design process off of your shoulders so you can spend your time on the content, not the look of the video.

But, all elements of the template are editable, so you can adapt it to your specific needs.

Go get started with a template, go to 'Templates' on the left-hand side of the dashboard, choose one you like, and click on 'Create video'.

If you don't want to use a template, you are more than welcome to start from scratch. 😊

Did you know? 💡

We have over 50 different video templates to help you get started with video creation.

Step 3: Paste text and choose voice

Take your training video script and paste it into the script box slide by slide.

Synthesia takes that text and with some ✨ AI abracadabra ✨ generates a narration, eliminating the need for microphones or voice actors.

You can paste text for the narration in 70+ languages and choose from a total of 200 voice options.

So whether you want your software training video presenter to sound empathetic, energetic, or serious is entirely up to you!

Step 4: Edit video

If you started with a ready-made template, this step is mostly about timing your animations with the narration, inserting relevant visuals, making screen recordings, and adjusting the brand colors and fonts.

We have a great beginner course teaching you the basics of video editing in Synthesia STUDIO.

Alternatively, if you started from scratch, now is the time to add all sorts of visuals to support the narration.

Here are 3 types of visuals that are especially important for software training videos:

1. Talking heads

Otherwise referred to as video presenters or instructors, talking heads can be useful additions to a training video, since they act as learning companions, making the learning process more engaging.

For this, you typically need to hire an actor or a subject matter expert to appear on camera, but with Synthesia you can generate hyper-realistic AI avatars from text.

To do that, click on 'Avatars' in the video canvas and choose one that best fits your video.

2. Screen recordings

Show, don't tell.

There is no better way to explain step-by-step instructions on using software than by showing, and the easiest way to do that is to record your screen as you're demonstrating.

You don't need a separate screen capture software for this, Synthesia has a built-in screen recorder that also allows you to trim, crop, and loop the footage.

Tip 💡

Use the 'Match to script function' to match your screen recording to the narration.

3. Text on screen

Use text on the screen to duplicate the narration in cases where you really want the information to stick, like a definition.

Adding text in Synthesia is easy. Just click on 'Text' in the right-hand corner and add a Title, Subtitle, or Body Text.

You can also adjust the font, size, spacing, color, and more.

Step 5: Generate video

And that's it!

Your training video for software is now ready!

Generate the video, and share it with your employees.

You can download it, share the link, or embed the video on your LMS/LXP software.

Did you know? 💡

We have integrations with over 12 LMS/LXP solutions.
Find the full list here.

Ready to make your own software training video in 7 minutes?

Want to see how easy it is to create your own software training video? Head over to Synthesia and make a free demo video. You can create a video in minutes with no prior experience or design skills required.

And if you need help, our team is always happy to answer any questions you may have about creating videos with Synthesia.

Aaaand if you want to learn even more facts, tips and stats about training videos, we have just the right resource for you 👇

So what are you waiting for? Start creating your own software training videos today!

Frequently Asked Questions