How to Make Effective Internal Tool Training Videos

Every organization has internal tools that employees struggle to learn. Internal tool training videos are the secret weapon that transforms confusion into confidence.

Creating these videos used to require professional equipment and technical skills. Now, with AI video platforms like Synthesia, we've made it possible for anyone to create professional training videos in minutes.

What are internal tool training videos

Internal tool training videos show employees how to use company-specific software and systems. They combine screen recordings with clear narration to walk viewers through exact steps and processes.

These videos make complex tools easier to understand because they show the actual interface in action. 79% of L&D professionals report that video improves learning outcomes, and employees retain up to 82% more information with visual training.

Why internal tool training videos are essential

I've seen this firsthand: training videos capture attention better than text documents. The visual format naturally keeps viewers engaged with the content, leading to measurably better outcomes.

Every employee receives identical instruction regardless of when they join your team. When a new team member joins in Singapore and another in São Paulo, they both see the identical walkthrough—no variation based on who trained them or when. This consistency prevents knowledge gaps and reduces training variations.

Support tickets drop significantly when employees can find answers themselves through video tutorials. One customer told me their IT team went from answering the same password reset questions 50 times per week to fewer than 5 after publishing a 2-minute video. Your IT team can focus on complex issues instead of answering the same questions repeatedly.

Common challenges with internal tool training

Before diving into solutions, let's acknowledge what you're up against. Traditional video production takes 20+ hours per video, and that's if you have the technical skills and equipment. Your team is probably juggling multiple priorities, and by the time you finish creating training content, the tool has already been updated.

The engagement problem is equally frustrating. Employees skip through lengthy PDFs, zone out during PowerPoint presentations, and retain almost nothing from text-heavy documentation. Meanwhile, your global teams need content in multiple languages, adding translation costs and complexity to an already overwhelming process.

Perhaps most challenging is the measurement gap. You might track completion rates, but do you know if employees actually learned anything? Can you identify where they get confused? Without proper analytics, you're flying blind, unable to prove training ROI or identify which materials need improvement.

Step 1: Plan your training video

I always recommend defining clear learning objectives before you start. What specific tasks should viewers be able to complete after watching?

Identify your target audience and their current knowledge level. Are they beginners or do they have some familiarity with similar tools?

Break complex processes into logical segments of 3-5 minutes each. This makes your content easier to understand and helps viewers find specific information later.

I've found that creating a simple storyboard outlining each screen you'll show and the key points to cover prevents you from missing important steps during production.

Step 2: Write your script

Use simple language and avoid unnecessary jargon. If technical terms are needed, explain them briefly when they first appear.

I suggest structuring your script with:

• Brief introduction (15-30 seconds)
• Step-by-step instructions (2-4 minutes)
• Short conclusion summarizing key points (30 seconds)

I try to include real examples from your team's daily work to show practical applications. You should assume viewers don't know where to find specific features and instead explicitly specify exact navigation paths (e.g., "Click Settings in the top right corner, then select User Preferences").

Step 3: Create your video in Synthesia

1. Sign in to your Synthesia account (takes 30 seconds)
2. Select "Create New Video" from the dashboard (5 seconds)
3. Choose a template and add your brand kit (1 minute)
4. Choose an AI avatar that matches your company culture from our 230+ options (1-2 minutes)
5. Type in your script or upload it directly from your planning document (2-5 minutes)
6. Press "Generate video" and wait for processing (typically 5-10 minutes)

I recommend previewing your generated video to ensure the avatar's delivery sounds natural and matches your intended tone.

Step 4: Enhance your video

Add visual elements to reinforce learning:

• Screen recordings of the actual tool interface
• Annotations to highlight important buttons or features
• Arrows to direct attention to specific elements
• Text callouts to label or provide extra information
• Closed captions for accessibility and silent viewing

Synthesia has a built-in AI screen recorder that you can use. I recommend you try to balance showing the presenter (30% of screen time) and the tool interface (70% of screen time).

But here's when to break that 30/70 rule: use full-screen UI captures for the actual click-through steps where precision matters, then return to a presenter view for transitions between major sections or to reinforce key warnings. This creates natural breaks and helps viewers process what they've just learned.

Keep your annotations in the same position throughout—viewers build pattern recognition. If you're highlighting buttons, use the same color and shape each time. This visual consistency reduces cognitive load and helps learners focus on the content, not the formatting.

Step 5: Review and refine

I'll always get someone to watch the entire video to check for accuracy and clarity, ensuring that they special attention to any technical demonstrations.

This works best if it's someone unfamiliar with the tool - get them to watch it and provide feedback on:

• Clarity of instructions
• Pacing (too fast/slow)
• Missing information
• Confusing terminology

I'll then make quick edits to the transcript if needed and regenerate affected sections without starting over.

Step 6: Distribute your training video

Now you can upload the video to your company's Learning Management System or create a dedicated internal page for all tool training videos.

I'll usually embed the videoe in my internal documentation to integrate visual training directly with written instructions.

I'll then track video engagement and completion rates to measure effectiveness and identify which videos might need improvement.

Keep videos current

Maintaining up-to-date training content doesn't have to be a nightmare. I typically set quarterly review dates for my high-traffic videos and use version tags in filenames (like "Create Project v1.2 Oct 2025") to track iterations.

When tools change, I'll update only the affected scenes rather than re-recording everything.

Synthesia's Smart Updates lets you edit specific sections without starting from scratch. Keep a simple change log noting what changed and which timestamp needs updating—this saves hours when you need to make quick fixes.

Step 7: Measure and iterate

You can't improve what you don't measure. Focus on these four key metrics to understand your training effectiveness.

I recommend setting up a simple dashboard with these four metrics. The Video Analytics feature in Synthesia shows you exactly where viewers pause, rewatch, or drop off—use this data to refine your content. When you spot a consistent drop-off point, that's your cue to simplify that section or break it into smaller chunks.

When to supplement video with other formats

Video works brilliantly for software walkthroughs and complex workflows. For simple quick-reference tasks (like keyboard shortcuts) or when learners need hands-on practice, pair your video with a one-page job aid or an interactive simulation. The most effective training programs use video as the foundation, then layer in practice opportunities.