How to Create and Share Employee Training Videos

Why Video Training Beats Text Manuals

If you've ever skimmed a 50-page PDF handbook and remembered nothing, you understand the problem with text-based training. Video engages both visual and auditory learning channels, making complex information easier to digest and recall.

The data backs this up:

• Higher Retention: Studies show video training increases information retention by up to 65% compared to text.
• Cost Savings: Companies like Microsoft have reported saving over $13,000 per employee annually by switching to video-based training, primarily by reducing travel and instructor time.
• Consistency: Every employee hears the exact same message, eliminating the "game of telephone" effect that happens with live training sessions.
• On-Demand Access: Employees can learn at their own pace, pausing and rewinding difficult concepts as needed.

How to Create Effective Training Videos

You don't need a Hollywood budget to make effective training content. In fact, authenticity often works better than polish. Below is a practical workflow for creating your first training series.

1. Plan and Script (Don't Wing It)

Start with a clear learning objective. What should the viewer be able to do after watching? Write a simple script or bulleted outline. Keep videos short—ideally 6 to 10 minutes. If a topic is complex, break it into a series of shorter chapters.

2. Choose Your Format

• Screen Recordings: Best for software training. Tools like Loom, Camtasia, or OBS Studio capture your screen and voice.
• Talking Head: Best for soft skills, leadership updates, or onboarding welcomes. A smartphone on a tripod works perfectly fine.
• Hybrid: A mix of slides, screen capture, and video.

3. Record with Good Audio

Bad video is forgivable; bad audio is not. If you're using a laptop or phone, consider a simple USB microphone or lapel mic. Record in a quiet room with soft furnishings to reduce echo.

4. Edit for Clarity

Use simple editing tools (Descript, Premiere Rush, or even iMovie) to trim dead air, mistakes, and long pauses. Add simple text overlays for key terms. You don't need fancy transitions—just clear cuts.

Where to Host Internal Training Videos

Once your videos are ready, the biggest challenge is sharing them securely. You can't just email a 2GB video file, and public platforms have serious risks.

The Risks of Public Platforms

Hosting internal training on YouTube (even as "Unlisted") is a security risk. Unlisted links can be shared with anyone, indexed by search engines if embedded on public sites, and don't offer audit logs. If an employee leaves, they still have the link.

The Problem with Heavy LMS

Learning Management Systems (LMS) are powerful but often expensive and complex to set up. For many teams, an LMS is overkill when you just need a secure place for employees to watch videos.

The Solution: Secure Cloud Hosting

For most businesses, the sweet spot is a secure cloud portal that offers:

• Streaming, not downloading: Videos play instantly in the browser without users needing to download large files.
• Access control: You decide who sees what (e.g., "Management Training" is only visible to managers).
• No file size limits: Upload 4K videos or hour-long sessions without compression.
• Organization ownership: Content belongs to the company, not an individual's personal drive.

Securing Your Training Content

Internal training videos often contain sensitive company information—proprietary workflows, software credentials, or strategic plans. Security must be a priority.

Essential Security Features:

• Password Protection: The most basic layer. Ensure you can password-protect specific folders or workspaces.
• Domain Restriction: Whitelist your company domain (e.g., @yourcompany.com) so only users with a corporate email can access the content.
• Expiration Dates: For temporary contractors, set access to expire automatically after their contract ends.
• Audit Logs: You need to know who watched what. This is critical for compliance training where you must prove an employee reviewed the material.

Tools like Fast.io let you turn a folder of videos into a branded, password-protected site (a "portal") in seconds. Employees get a clean viewing experience, and IT gets the security controls they need.

Organizing Your Video Library

As your library grows from five videos to fifty, organization becomes critical. Dump-and-search doesn't scale.

Best Practices for Organization:

• Topic-Based Folders: Group videos by department (Sales, HR, Engineering) or topic (Onboarding, Compliance, Skills).
• Consistent Naming: Use a standard convention like [Category] - [Topic] - v[Version]. Example: HR - AntiHarassment - v2025.
• Metadata: Use a system that supports tagging or descriptions so employees can search for "how to file expenses" and find the right video without knowing the filename.
• Centralized Portal: Create a single "Training Hub" workspace. This becomes the source of truth. If you update a video file in the cloud storage, the portal should update automatically, ensuring no one watches outdated material.