Making a Staff Training Video from a Policy
This post will help you understand how to create a useful staff training video from a policy document. You will learn how to prepare your policy information and work with AI tools to develop a video script. You will also find out how to review and refine the script to make sure it meets your training needs.
Why a Training Video Matters
Policies are important for guiding staff actions and ensuring consistent practices. However, long policy documents can be hard for staff to read and remember. A training video can make complex information easier to understand and more engaging. This can lead to better compliance and a more informed team. Videos can be watched at any time, allowing staff to learn at their own pace and revisit information as needed. This flexibility supports different learning styles and busy schedules, making training more accessible for everyone.
Preparing Your Policy for Video
Before you start creating a staff training video from a policy, you need to prepare the source material. Read the policy carefully and identify its main points. What are the key actions staff need to take? What are the most important rules or guidelines? Break down the policy into smaller, manageable sections. Think about the purpose of the video: is it for new staff induction, or a refresher for existing team members? Knowing your audience helps you decide what information to include and how to present it. Highlight any specific examples or scenarios in the policy that could be useful for illustrating points in the video.
Getting the Script Right with AI
Once you have identified the core information, you can use an AI tool to help draft a video script. Start by giving the AI clear instructions. For example, you might ask it to create a script for a short training video about a specific policy, focusing on key actions for staff. Provide the AI with the summarised main points and any specific examples you want included. You can also tell the AI to use a clear, plain language tone, suitable for staff training. Remember, the AI is a tool to help you start; you will need to review and refine its output.
Refining Your AI-Generated Script
After the AI generates a draft script, review it thoroughly. Check that all the important policy points are covered accurately. Make sure the language is easy to understand and free of jargon. Look for opportunities to simplify sentences or rephrase complex ideas. Consider the flow of the video: does it progress logically from one point to the next? You might need to add transitions or introductory and concluding remarks. If the script is too long, identify areas that can be condensed without losing essential information. If it is too short, think about what additional details or examples would be helpful.
Visuals and Narration Considerations
A good training video combines clear narration with relevant visuals. As you refine the script, think about what kind of visuals would support each point. For example, if the policy describes a step-by-step process, you might suggest showing each step on screen. If it discusses safety procedures, visuals could illustrate safe and unsafe practices. Consider who will narrate the video. A clear, calm voice helps keep viewers engaged. The script should be written in a way that sounds natural when spoken aloud. Read the script out loud yourself to catch any awkward phrasing or sentences that are difficult to say.
Checking for Clarity and Accuracy
Before finalising your script, it is important to check it for clarity and accuracy. Does the script accurately reflect the policy? Are there any ambiguities that could lead to misunderstandings? It can be helpful to have someone else read the script who is not familiar with the policy. Their feedback can highlight areas that are unclear or need more explanation. Make sure any examples used in the script are relevant and help to clarify the policy's intent. The goal is for staff to finish watching the video with a clear understanding of what they need to do.
Keeping Control with Custom Instructions
To get the best results from your AI tool when creating a staff training video from a policy, consider using custom instructions. This allows you to set rules for the AI's responses, ensuring it always follows your preferred style, tone, and format. For example, you can instruct the AI to always use plain language, avoid technical jargon, and structure the script with specific headings or scene breaks. This can save you time in the editing process by guiding the AI to produce more consistent and usable drafts from the start. You can learn more about setting rules for your AI in this post: Set your AI's rules once: Custom instructions to make AI accessible.
Asking for a Brief, Not a Chat
When working with AI for your video script, it is often more effective to provide a comprehensive brief rather than engaging in a back-and-forth chat. A detailed brief gives the AI all the necessary context and requirements upfront, leading to a more complete and accurate first draft. Include the policy summary, target audience, key messages, desired tone, and any specific examples or scenarios. This approach helps the AI understand the full scope of your request and reduces the need for multiple revisions. For more on this, see: Ask for a brief, not a chat.
Next Steps for Your Video
After you have a polished script, the next step is to produce the video. This involves recording the narration, creating or selecting visuals, and editing everything together. You might choose to do this in-house or work with a video production service. The key is to ensure the final video is clear, engaging, and effectively communicates the policy information to your staff.
If your organisation explains things like this to staff or clients, see aXai's accessible videos: training, induction and explainer videos in your branding, at a fixed price.
aXai is a disability-led AI, software and accessibility company, delivering through AI-supported work: skilled people with disability in real, properly paid roles, with AI removing the barriers. Read how AI-supported work works.
Easy Read version
Making a Staff Training Video
This post helps you make a staff training video.
It uses a policy document.
Why a Training Video is Good
Policies tell staff what to do.
Long policies can be hard to read.
A video makes information easier.
Staff can learn better.
They can watch the video any time.
They can learn at their own speed.
Get Your Policy Ready
First, read your policy.
Find the main ideas.
What must staff do?
What are the main rules?
Break the policy into small parts.
Think about who will watch the video.
Is it for new staff?
Or for staff who need a reminder?
This helps you choose what to put in the video.
Find examples in the policy.
These can help explain things in the video.
Write the Script with AI
Use an AI tool to write the video script.
Tell the AI what you want.
For example, ask for a short training video script.
Tell it to focus on key actions for staff.
Give the AI your main ideas.
Give it any examples you want to use.
Tell the AI to use plain words.
The AI helps you start.
You will need to check and change its words.
Make Your Script Better
Read the script the AI wrote.
Check that all important policy points are there.
Make sure the words are easy to understand.
Take out hard words.
Make sentences simpler.
Does the video flow well?
Add words to link ideas.
Add a start and an end.
If the script is too long, make it shorter.
If it is too short, add more details.
Pictures and Talking
A good video has clear talking and pictures.
Think about what pictures to use for each part.
If the policy shows steps, show each step.
If it talks about safety, show safe ways.
Think about who will talk in the video.
A clear voice helps people listen.
The script should sound natural when spoken.
Read the script aloud.
This helps you find parts that are hard to say.
Check for Clear and Correct Words
Before you finish, check the script.
Is it correct?
Is it clear?
Does it match the policy?
Ask someone else to read the script.
Someone who does not know the policy.
They can tell you if parts are unclear.
Make sure examples help explain the policy.
Staff should understand what to do after watching.
Use Custom Instructions for AI
To get good results from AI, use custom instructions.
These are rules for the AI.
They help the AI write in your style.
For example, tell the AI to use plain words.
Tell it to avoid hard words.
Tell it to use headings.
This saves you time.
It helps the AI write better drafts from the start.
Ask for a Brief, Not a Chat
When using AI, give it a full brief.
Do not just chat back and forth.
A brief gives the AI all the details at once.
This helps the AI write a good first draft.
Include the policy summary.
Say who the video is for.
Give the main messages.
Say what tone to use.
Add any examples.
This helps the AI understand.
It means fewer changes later.
Next Steps for Your Video
After your script is ready, make the video.
Record the talking.
Find or make pictures.
Put it all together.
You can do this yourself.
Or you can get help from a video company.
Make sure the video is clear.
Make sure it helps staff understand the policy.
aXai makes training and explainer videos.
See aXai's accessible videos.
aXai is a company led by people with disability.
Skilled people with disability do the work.
They have real jobs with proper pay.
AI removes the barriers.