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.

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.

Planning Checklist:

• Learning objectives defined
• Target audience identified
• Complex processes segmented
• Time limit established (3-5 minutes per topic)

Tips for Success: 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)

Include real examples from your team's daily work to show practical applications.

Common Mistakes to Avoid: Don't assume viewers know where to find features. 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)

Validation Checkpoint: 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

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).

Step 5: Review And Refine

Watch the entire video to check for accuracy and clarity. Pay special attention to any technical demonstrations.

Have someone unfamiliar with the tool watch it and provide feedback on:

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

Make quick edits to the transcript if needed and regenerate affected sections without starting over.

Step 6: Distribute Your Training Video

Upload to your company's Learning Management System or create a dedicated internal page for all tool training videos.

Embed the videos in your internal documentation to integrate visual training directly with written instructions.

Track video engagement and completion rates to measure effectiveness and identify which videos might need improvement.

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

Training videos capture attention better than text documents. The visual format naturally keeps viewers engaged with the content.

Every employee receives identical instruction regardless of when they join your team. This consistency prevents knowledge gaps and reduces training variations.

Support tickets drop significantly when employees can find answers themselves through video tutorials. Your IT team can focus on complex issues instead of answering the same questions repeatedly.

Tips And Tricks

• Update videos easily: When your tool changes, edit the script and regenerate the video—no re-recording needed.‍
• Localize for global teams: Use our language options to create versions in multiple languages from the same script.‍
• Create a series: I've found breaking complex tools into short, focused videos rather than one long tutorial works best.

Tools And Technology For Internal Training Videos

We've designed Synthesia to transform text into professional videos without cameras or actors. Our platform uses AI to create realistic avatars that deliver your script naturally.

Screen recording software captures tool interfaces directly from your computer. This shows exactly what users will see when using the internal tool.

Many organizations use our Synthesia platform for presenter segments combined with screen recordings for detailed demonstrations.