How to Convert Your Training Materials into Engaging Videos
Learn how to turn training manuals into engaging videos with Synthesia. Boost retention, speed up production, and track impact with clear metrics.
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Create engaging video SOPs in 160+ languages.
A standard operating procedure (SOP) is a documented process designed to ensure a task is performed consistently and correctly.
Over time, text-based SOPs can fall out of sync with how work actually happens. Teams then rely on institutional knowledge instead of shared standards, leading to inconsistent execution and avoidable errors.
For anyone responsible for managing repeatable processes — whether in operations, HR, IT, or customer support — that inconsistency adds friction fast.
Switching to AI-powered video SOPs turns those same workflows into something clear, consistent, and easy to maintain over time.
Option 1: Converting your existing SOP materials into videos
If you already have documented SOPs, this is usually the fastest path.
You don’t need to rewrite your processes from scratch. You can either:
- Refine your existing SOP content into a concise video script by trimming and restructuring it, or
- Convert your existing documents directly into video, using Synthesia’s AI to handle the first pass.
This works well for teams that already have defined workflows but need a format their teams will actually follow.
Step 1: Login to Synthesia
Click here to log in or sign up for a free account.
Step 2: Select create with AI from the homepage
From the homepage, select Create with AI.
If your SOP already lives in a PowerPoint and you want each slide converted directly into a video scene, choose Import PowerPoint instead. This is useful when your slides already reflect a clear step-by-step flow.
Step 3: Upload your SOP materials
You can upload PowerPoints, PDFs, Word documents, and Webpages.
You can also paste in a script or provide a short prompt if you want the AI to restructure the content.
Once uploaded, select a template that matches the type of process you’re documenting, adjusting settings like tone, audience, and speaker.
Step 4: Outline your SOP video
You’ll now see an overview of your video’s scenes, with a draft script for each one. Each scene should represent a clear step or checkpoint in the process.
This is where you decide what actually belongs in the video:
- Remove steps that aren’t essential for correct execution
- Split long or complex workflows into multiple videos
- Edit the script so each step is concise and action-focused
Aim for one task or workflow per video. If the outline feels too long or too dense, that’s a signal to break it up rather than push everything into a single SOP.
Once the outline reflects the process you want people to follow, click Continue in editor.
Step 5: Edit your SOP video
Now it's time to edit your training video. You can review your scenes, refine the script, and assemble all multimedia elements into a complete video.
Choose an AI avatar and voice
You can select from a wide range of AI avatars, AI voices, languages, and accents to match your audience and context.
Add screen recordings
Use Synthesia’s AI screen recorder for software tutorials and walkthroughs. A common layout pairs a talking-head avatar with a screen recording, with the avatar on one side and the screen on the other.
Add B-roll
B-roll helps break up long talking-head sections and keeps training videos visually engaging. In Synthesia, you can place clips between sections or layer them behind your avatar or voiceover to reinforce key points.
B-roll works well for showing real-world examples, people performing tasks, or visuals that support the narration. You can generate clips with AI video models like Sora or Veo, upload your own footage, or use Synthesia’s built-in stock library.
Add interactivity
Add interactive elements such as quizzes, branching scenarios, and clickable buttons to keep learners engaged. For example, short knowledge checks after each section or role-based branching options allow learners to explore scenarios that are relevant to their role.
Step 6: Generate your SOP video
Click Generate in the top-right corner to create your video.You can then download your training video as an MP4, get a shareable link, embed your video on a webpage, or download a SCORM version of your video and upload it to your LMS.
Click Generate in the top-right corner to create your video.You can then download your training video as an MP4, get a shareable link, embed your video on a webpage, or download a SCORM version of your video and upload it to your LMS.
Step 7: Publish and distribute where work happens
Once your SOP video is complete, the goal is simple: make it available in the tools your team already uses as part of their day-to-day work.
You can distribute your SOP videos in a few different ways:
- Export as a SCORM package and upload it to your LMS if you need to track completion for onboarding, training, or compliance
- Download as an MP4 to share via internal tools or store in a central repository
- Publish directly with Synthesia and embed the video anywhere you document processes
For teams using tools like Confluence or Notion, video embeds make it easy to place SOPs directly alongside written documentation, so people don’t have to search for the “right” version.
Once the video is live, use Synthesia’s video analytics to see watch-through rates and where viewers drop off. That data helps you spot steps that may be unclear or need tightening.
Step 8: Maintain and version
SOPs start causing problems the moment they fall out of date.
The most reliable way to prevent this is to treat each SOP like a maintained system. Assign a clear owner for every SOP video and include the SOP ID, version number, and last updated date at the end of the video.
I recommend setting a regular review cadence (for example, quarterly), and updating videos whenever tools, policies, or workflows change. Because video SOPs are script-based, small updates are usually quick to make without re-recording anything.
You can also use watch completion rates and related support tickets as early signals that an SOP is outdated or unclear, and fix issues before they turn into larger operational problems.
Option 2: Starting from a SOP video template
Templates are ideal when you want to create SOPs with a consistent structure across teams or processes.
Instead of converting existing documentation, you start with a proven SOP format that defines:
- The purpose of each scene
- The order in which steps appear
- The pacing and level of detail
This approach works well when you’re standardizing how processes are documented, onboarding new teams, or rolling out new workflows consistently.
Step 1: Determine purpose and audience
Every effective SOP video starts with a clear focus.
Before you create anything, decide:
- One task per video (for example, “File a priority bug in Jira”)
- Success criteria: what someone should be able to do after watching
- Audience context: new hires often need more explanation than experienced team members
This clarity keeps SOPs usable in real work.
Step 2: Draft a concise script
When starting from a template, I typically draft the script from scratch using a simple, repeatable structure:
Hook / Goal → Prerequisites → 3–7 Steps (action + success check) → Close (pitfalls + where to get help)
A few guidelines that help SOPs stay clear:
- Aim for 120–140 words per minute
- Use imperative verbs (“Click,” “Enter,” “Verify”)
- Pair each action with a clear success signal
Example snippet:
"To file a priority bug, first verify you’re in the correct project. Click ‘Create Issue’ and select ‘Bug’ from the dropdown. You’ll know you’re successful when the bug ID appears in red."
If you want more depth, we’ve also created a detailed guide on writing effective training video scripts.
Step 3: Log in to Synthesia
Click here to log in or sign up for a free account.
Step 4: Choose an SOP video template
Synthesia includes a range of SOP video templates designed for different types of workflows.
From your dashboard, open Templates and select a layout that matches the type of process you’re documenting.
Starting from a template helps ensure each SOP follows the same structure, making it easier for teams to recognize, follow, and maintain over time.
High-quality SOP video templates you can use right away
Synthesia offers a wide variety of video templates which you can edit to fit your needs. Below is a selection of our video templates that are perfect for your SOP video.
Technical SOP
Step-by-step visual guides that document how key processes should be performed in a consistent and compliant way. They help teams follow the same workflows, reduce errors, and preserve operational knowledge across roles and locations.
Stylish Corporate
Polished, dark corporate design ideal for SOPs that need to look professional and executive-ready. Great for documenting formal processes, compliance workflows, and cross-team procedures in a clear, credible format.
Stylish Dynamic
Refined, high-impact layout for SOPs that combine instruction with storytelling. Works well for process overviews, product procedures, and step-by-step walkthroughs where clarity and visual flow matter.
Minimalistic Training
Clean, calm visual style designed for knowledge base and training content. Perfect for SOPs that require focus, clarity, and easy-to-follow instructions without visual distractions.
Modern Corporate
Minimalist, structured layout built for clear procedural storytelling. Ideal for SOP videos that need to guide viewers through multi-step workflows in a logical, professional sequence.
Minimalist Pop
Friendly, simple design that keeps attention on the process itself. Well-suited for SOPs, onboarding checklists, and quick how-to videos that need to be clear, approachable, and easy to scan.
Where video SOPs work best
Video SOPs are most effective for clear, repeatable workflows where consistency matters more than flexibility.
They work well when:
- A task needs to be performed the same way across people or teams
- Visual context helps reduce ambiguity
- Processes change over time and need to be kept current
- Teams need a single, shared standard they can rely on
If a process involves long decision trees, frequent branching, or formal approvals, text checklists or reference documents are often a better fit.
Common use cases across industries
Video SOPs are widely used anywhere teams need to execute the same process reliably, including:
- Operations & manufacturing: machine startup/shutdown, safety checks
- Healthcare: PPE donning and doffing, clinical procedures
- IT & IT service management: incident triage, system setup, access requests
- HR & people operations: onboarding workflows, device setup, policy walkthroughs
- Financial services: compliant data entry, KYC and audit processes
- Customer support: ticket handling, escalations, quality reviews
If a process needs to be followed the same way every time it’s usually a good candidate for a video SOP.
About the author
Strategic Advisor
Kevin Alster
Kevin Alster is a Strategic Advisor at Synthesia, where he helps global enterprises apply generative AI to improve learning, communication, and organizational performance. His work focuses on translating emerging technology into practical business solutions that scale.He brings over a decade of experience in education, learning design, and media innovation, having developed enterprise programs for organizations such as General Assembly, The School of The New York Times, and Sotheby’s Institute of Art. Kevin combines creative thinking with structured problem-solving to help companies build the capabilities they need to adapt and grow.
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faq
What is a video SOP?
A video SOP (Standard Operating Procedure) is a visual guide that shows employees exactly how to complete a specific task or process through step-by-step demonstrations. Unlike traditional text-based SOPs that often get skipped or misunderstood, video SOPs combine narration, screen recordings, and visual cues to make complex procedures clear and easy to follow.
Video SOPs are particularly effective because they reduce training time from hours to minutes while ensuring everyone follows the same process correctly. They work especially well for tasks with visual components like software workflows, equipment operation, or safety procedures, giving teams the confidence to perform tasks right the first time.
How do I create an SOP video step by step using AI?
Creating an AI-powered SOP video takes just five straightforward steps. First, identify your specific task and audience, then draft a concise script following this structure: hook, prerequisites, 3-7 clear steps with success checks, and a closing with common pitfalls. Next, use Synthesia to build your video by selecting a template, choosing an AI avatar and voice, adding screen recordings or visuals, and including captions for accessibility.
Once your video is generated, distribute it through your existing channels like your LMS, knowledge base, or team communication tools. Finally, assign an owner to maintain the video and set quarterly reviews to keep it current. The entire process typically takes under 15 minutes, transforming what used to be hours of production work into a simple, repeatable workflow that anyone on your team can manage.
How should I structure a video SOP script to keep it clear and easy to follow?
A well-structured video SOP script follows a proven template that keeps viewers engaged and ensures they can complete the task successfully. Start with a title card showing the SOP ID and title, followed by a one-sentence hook explaining what viewers will accomplish. Include prerequisites upfront, then present 3-7 numbered steps where each step contains a clear action verb and a success indicator.
Keep your script between 120-140 words per minute and aim for 60-180 seconds total length. Use imperative verbs like "Click," "Enter," and "Verify" to make instructions crystal clear. End with common pitfalls to avoid, the document owner's name, and where to get help if needed. This structure ensures viewers know exactly what to do, how to check they've done it right, and where to turn if they get stuck.
How can I localize a video SOP for different languages and ensure accessibility?
Localizing video SOPs for global teams becomes simple with AI-powered translation features. Write your original script using short, simple sentences that translate cleanly across languages, avoiding idioms or culturally specific references. With Synthesia's AI voices, you can instantly generate versions in over 140 languages without re-recording, maintaining consistent quality and pronunciation of technical terms across all versions.
For accessibility, always enable dynamic captions that viewers can toggle on or off, and ensure any on-screen text is large enough to read on mobile devices. Consider adding visual indicators like arrows or highlights for key actions, which work universally regardless of language. By centralizing your on-screen text elements, you can update them once and apply changes across all localized versions, making maintenance efficient while ensuring every team member can access training in their preferred language.
How do I distribute SOP videos where work happens and track who completed them?
Distributing video SOPs effectively means meeting your team where they already work. Export your videos as SCORM packages to upload directly to your Learning Management System, where you can track completion rates, quiz scores, and time spent on each module. For teams using Confluence, Notion, or SharePoint, embed videos directly into your documentation pages so employees can access them without leaving their workflow.
To track engagement beyond basic completion, use Synthesia's analytics to see watch-through rates and identify drop-off points that might indicate confusing sections. Set up automated reminders for employees who haven't completed required SOPs, and create dashboards showing completion rates by department or role. This data helps you prove the ROI of video SOPs by demonstrating reduced error rates, faster onboarding times, and fewer support tickets related to documented procedures.
