As computers, new technologies and the Internet have continued to penetrate every facet of our working lives, HR professionals and training managers have been under constant pressure to ensure their company’s training efforts keep up the same pace. One method of training new and existing employees is through the use of short video tutorials known as screencasts.  

Screencasts are becoming increasingly commonplace in the modern office and can prove to be a very valuable asset.  Put simply, a screencast is a short recording of the activity on a computer’s screen, such as mouse clicks and keyboard inputs, with an accompanying voice commentary that guides users through the onscreen action.

These recordings are edited into a short video tutorial to form learning content. Such videos can cover various training requirements, from a formal learning series on complex in-house software to short presentations for informal learning purposes. Some examples of how screencasts can aid in rolling out a new software solution and in developing digital learning content are available in separate articles.  

Third party training companies have begun to offer professionally produced screencast training content for more common programmes, such as the Microsoft Office suite or Adobe PhotoShop. However, the straightforward nature of creating screencasts means HR professionals have the capacity to develop their own videos, tailored to specific company or employee requirements. With a small amount of investment of time, there is scope to create a series of bespoke learning content for individual organisations. Below are some guidelines to help HR managers get started.  

A crucial first step in creating screencast content is to establish a clear aim for the videos to meet before beginning the recording. Companies using screencasts typically employ them for creating video demonstrations that walk existing or new employees through software programmes or online resources. This can include a company’s intranet, sector specific software (such as accounting or finance programmes) or company blog, and usually takes place during the induction process.

New employees are often required to absorb a high amount of information in a relatively short space of time, typically the first one or two weeks on the job. With a screencast video, they have the option to view and revisit the ‘how to’ content in their own time, as many times as they need to. This can aid retention and reduces the strain on HR managers, as they no longer need to repeat previous instructions or field ad-hoc questions.

When a clear set of objectives have been defined for the screencasts, you can begin to compile an outline of the content.  

One of the most crucial elements of an effective screencast is the voiceover. To ensure this is spot on it is important to script your screencasts before recording. This does not have to be completely verbatim copy of what you are planning to say, but can take the form of a few short notes or bullet points. This will assist in keeping the voiceover flowing and ensure nothing is missed during recording.  

Once the script has been completed, the best thing to do is practise and keep practising until you are comfortable with the script. It may require more than one take to get the recording perfect, depending on the length of the screencast and the amount of information being presented. A high amount of preparation and practice will make instructions clearer and the overall presentation flow better. The better the presentation, the more effective it will be as a learning resource. 

A lengthy screen video can be off putting for the viewer, especially if they are viewing it in their own time and not as part of a formal learning course. Videos usually have a time bar in the viewing panel, and seeing this fill up with an hour’s worth of content will likely cause the viewer to close it without hesitation.

Shorter videos, such as a ten part series lasting five minutes each, are much more likely to be viewed. Providing content in short, bite-sized sections gives the viewer a chance for a break in between and allows them to watch different videos at different times, scheduling around other work priorities.

However, it may be the case only a single, lengthy video can be created. For example, when a presentation is recorded live for the benefit of those unable to attend. If this occurs, the screencast should incorporate a contents page or menu bar that allows viewers to skip to specific sections of the recording. This enables viewers to skip over sections that are not relevant and return to a specific point on the video if it cannot be viewed in a single sitting.  

Before beginning a recording, any visual or audio alerts set as default on your computer should be switched off. This can include audio email alerts, pop-ups and screensavers. An unexpected pop-up or inopportune sounds can distract from a screencast’s content and disrupt the focus of the viewer.  

If you’re adding additional audio or video content to your screencast, such as a backing track, it is important to check you are not infringing any copyright patents. Many music tracks, for example, cannot be used by organisations without permission from the record label that owns the track. Without permission, your company may be liable for copyright violation.      

Having established a specific set of objectives for the screencast content, the final version should be reviewed to ensure it meets the objectives and covers all requirements. Suitable labels or file names should also be included, to ensure content is easy to find, watch and understand when a user reviews it. An example file name could be ‘posting on the company blog’.  

Viewing and following the content of a screencast can be made easier with add-ons for Mozilla’s Firefox and Google’s Chrome web browsers. One example that works with both is dual view. This divides the browser window into two equal parts, allowing two web pages to be viewed at once. Provided a screencast is accessible online, the viewer can watch the video in one side of the browser and follow along on the application in the other.   

Most important of all is making it simple for employees to access screencasts. The most efficient method is to upload the screencasts to an online video hosting site. Once complete, the web links to videos can be distributed via a company’s internal intranet or via email.

Employees can then view them in their own time as an informal learning resource. New employees can also be provided with the links during their induction process to view and review in their own time, provided a deadline is given to ensure the induction process is completed.

If the use of an online hosting site is not applicable, videos can be hosted on a company’s server or even made available for download to a mobile device, such as an iPhone or iPod.  

Providing access to screencasts in this regard creates an on-demand resource ideal for informal learning. Employees are able to view the screencasts in their own time and prioritise training around other work commitments. This also reduces the strain on HR managers as they can direct employees to the videos when required, rather than walking them through the specific functions fully covered by the screencast programme.