Using Video To Strengthen Standard Operating Procedures: What To Know

Standard operating procedures (SOPs) are the backbone of any team aiming for consistency, efficiency, and compliance. They keep everyone on the same page, reduce errors, and ensure operations hum along smoothly. 

But let’s face it. Traditional text-based SOP documentation often misses the mark. It can be too wordy, tough to follow, and lack the engagement to spark a single “aha!” moment. 

Enter video SOPs: a smarter, more engaging approach to training and procedure documentation. With visuals, sound, and motion, video content brings clarity, boosts retention, and makes procedures accessible to everyone. 

If you’re ready to move beyond the dense manuals, here’s how video can elevate your SOPs.

Why traditional SOPs fail to engage employees

Picture this: a new hire arrives on her first day, eager to learn the ropes. She’s handed a 30-page SOP template, and by the time she reaches page five, she’s lost in a sea of jargon. Her initial enthusiasm quickly fades. 

This scenario is all too common. 

Text-heavy process documentation doesn’t just confuse; it contributes to a culture of errors and inconsistencies. Businesses need a solution that makes SOPs easier to understand, follow, and update efficiently because without clarity and flexibility, compliance crumbles and productivity stalls. 

Here’s why traditional SOPs often miss the mark:

Low engagement leads to compliance issues

When SOPs are primarily text-based, team members tend to skim through, glossing over important steps or failing to comprehend the instructions fully. This lack of engagement can lead to inconsistent execution, which, in turn, exposes businesses to safety violations, regulatory issues, and operational inefficiencies. 

For instance, one worker might skip a HAZMAT step, assuming it’s optional, potentially causing a safety scare. Another misinterprets a compliance rule, inviting a regulator’s red pen. Or a team botches a process like a misfiled order grinding operations to a halt. All of this happens because the SOP didn’t engage them in the first place.

Lack of clarity causes avoidable mistakes

Text alone can sometimes be vague or confusing, especially when explaining complex or technical processes. Written step-by-step instructions may leave too much room for interpretation, resulting in errors or misunderstandings. Without visual context, employees might struggle to grasp the necessary steps, even if the text seems clear.

Additionally, different people learn in different ways. Some employees may thrive with written instructions, but others, particularly visual learners, will find text-based SOPs challenging to follow. Video-based SOPs can bridge this gap by showing the process in action, eliminating ambiguity, and providing clarity through visuals.

Outdated SOPs create inefficiencies

Updating text-based user documentation is a time-consuming, tedious process. Editing, reformatting, redistributing—by the time the updated version is pushed out, teams may still be using the outdated one. This results in inefficiencies, errors, and compliance failures. 

Video SOPs, on the other hand, allow for quick updates. Instead of rewriting lengthy documents, you can easily record a new version, swap out a clip, or adjust a voiceover. The process is quicker, easier, and far more efficient, ensuring that your team members always have access to the latest and most relevant procedures.

Benefits of using videos for SOPs

So, what’s the upside of ditching the dusty manuals for video? Plenty. Video SOPs don’t just fix what’s broken; they make everything better, from engagement to execution. Let’s break down why they’re a game-changer.

Increased viewer attention

Videos put processes in motion. Instead of imagining how to do something, employees watch it unfold step by step in real time. Screen recordings show exactly where to click, voiceovers explain the “why,” and annotations highlight what matters most. 

It’s interactive, visual, and beats staring at a wall of text any day. Videos captivate attention by combining narration, live action, and visual cues, making learning engaging. 

Increased retention and understanding

Studies show that people retain information better when presented visually. Text-based SOPs can overwhelm employees with too much to remember. Video SOPs, however, allow employees to replay the content at their own pace, making complex procedures easier to digest. 

Breaking down tasks into short, focused clips reduces the need for follow-up explanations and helps employees master the material faster. The result? Better understanding, fewer questions, and more efficient execution. 

More accessible and scalable training

Video SOPs offer on-demand access anytime and anywhere. This especially benefits remote teams, international offices, or employees working different shifts. 

By centralizing your training videos in a shared location, such as a company learning management system (LMS), intranet, or shared drive, you ensure that all employees receive the same training regardless of location. This level of accessibility promotes consistency and makes it easier to scale your training efforts as your organization grows.

How to create effective video SOPs

Creating impactful video SOPs doesn’t require a professional production team. With careful planning and the right tools, you can easily develop high-quality, effective video SOPs that improve training material, compliance, and efficiency. Here’s how:

Plan your video SOP content

Start by identifying the procedures that will benefit most from a visual format. Complex or step-heavy processes like onboarding new employees, configuring software, or conducting quality control inspections are perfect candidates for video SOPs. These processes require precise, step-by-step instructions, making them difficult to document effectively with text alone.

To ensure clarity and conciseness, outline the steps of each process in advance, and consider scripting the video to avoid ambiguity. Breaking down complex procedures into short, logical sections will make it easier for employees to follow along and retain the information. 

For example, a video SOP for software configuration could show exactly where to click and what settings to adjust, while an onboarding video could walk new hires through each necessary task step-by-step.

Consider using SOP templates if you want a streamlined way to get started. Templates can save time generating documentation, reduce labor costs, and ensure your SOP videos are consistent in presentation, format, and location.

Use the right video tools

The quality of your video SOPs depends on the tools you use. For professional-quality video creation, Camtasia allows you to record, edit, and add effects such as voiceovers, annotations, and captions all in one place. Camtasia provides the flexibility to create clear and engaging tutorials, whether you’re demonstrating a complex procedure or guiding employees through a new process. 

For quicker, more basic video capture, Snagit is ideal. It’s perfect for creating short screen recordings or annotated images, especially when you need to capture a specific action or highlight key points within a process. Snagit can quickly grab exactly what you need, whether it’s a quick GIF or a simple tutorial, and can be seamlessly integrated into your SOP videos created with Camtasia. 

Together, these tools enable you to craft effective, polished SOP videos that your team can rely on for consistent and efficient training.

Record and edit for clarity

Clarity is paramount in video SOPs. Ensure your videos are easy to follow by using clear visuals that highlight each step in the process. Incorporate callouts, annotations, and captions to reinforce important information. These elements can help viewers focus on critical steps, such as a subtle detail that may be easy to miss without visual guidance.

Also, eliminate distractions during recording. Background noise, whether it’s a hum from a computer fan or stray conversations in the background, can detract from the video’s clarity and professionalism. Record in a quiet space and use an external microphone to capture crisp, clear audio.

Organize and distribute effectively

Once your video SOPs are created, make them easy to find. Store them in a centralized location such as an LMS, intranet, or shared drive, so employees can find exactly what they need without wading through a sea of unrelated content. SOP software can help with this process by organizing and storing your docs.

For example, you could create separate folders for “Onboarding,” “Software Configurations,” or “Safety Protocols.” This structure ensures that employees spend less time searching and more time learning and applying procedures.

It’s also good practice to encourage feedback from your team to improve the videos over time. Insights from employees can identify areas for improvement, whether it’s simplifying explanations or adding more visual aids.

Ensure accessibility and ease of use

To ensure accessibility, include captions and provide transcripts. Captions help employees with hearing impairments and support those who prefer reading or need to focus in noisy environments. Additionally, make sure your videos are mobile-friendly and work across different devices. This way, employees can access SOPs wherever they are, on whatever device they prefer (desktop, smartphone, tablet, etc).

To further enhance learning, include playback speed controls so employees can adjust the pace to match their learning style. Interactive elements, like clickable links, decision points, or in-video quizzes, keep employees engaged and help reinforce key points, improving overall retention and efficiency.

Best practices for effective SOP videos

Creating SOP videos isn’t just about adding a video for the sake of it. It’s about using video strategically to enhance the learning experience. The goal is to add clarity, structure, and accessibility, all while keeping the content focused on driving compliance and efficiency. 

Avoid overloading viewers with unnecessary details or distractions. Instead, focus on clear, concise, and organized content that is easy to follow and accessible to all. 

Here are some best practices to help you build effective standard operating procedure videos:

Keep videos short and focused

Aim for videos that are under five minutes long. Cover only the most critical steps to avoid overwhelming viewers with unnecessary details. Short training videos are easier to digest and improve retention by presenting information in manageable, bite-sized pieces.

For shorter, simple tasks, like completing a form, Snagit is perfect. It allows you to capture quick, to-the-point instructions and even export specific actions as GIFs. These lightweight, easy-to-embed GIFs can be incredibly useful for showing simple, repeatable actions like clicking a button or navigating through a menu. 

On the other hand, Camtasia is better suited for more complex procedures that require detailed explanations or multiple steps. Breaking long procedures into short, digestible videos helps maintain clarity, ensuring employees absorb each step before moving on.

Use a combination of visuals, narration, and text overlays

To make SOP videos more effective, combine screen recordings, live demonstrations, and text captions. This approach ensures that content is accessible to a wide range of learning styles. Screen recordings show exactly how to perform tasks, while live demonstrations add a personal touch, making it easier for viewers to connect with the content.

Adding on-screen annotations and text overlays helps emphasize critical instructions or highlight key steps. These visual cues guide viewers’ attention and clarify important actions, reducing the chance of misunderstandings. 

Using visuals, narration, and text together creates a comprehensive learning experience that boosts both understanding and retention.

Regularly update and optimize your SOP videos

Keep your videos up to date to reflect the latest processes and tools, ensuring they remain relevant and accurate. Outdated videos can lead to confusion and mistakes, so updating your SOPs regularly is essential.

With tools like Camtasia, updating videos is easy. Instead of starting from scratch whenever there’s a change, such as a new interface or updated procedure, you can swap out still images or re-record specific sections of video or narration. 

This allows you to maintain the integrity of the original content while ensuring it stays current and accurate. With Camtasia’s cursor path editing, you can simulate step-by-step processes with still images, making it even easier to adjust content as needed without a complete re-recording.

Transform your SOPs with engaging video content with TechSmith

Video SOPs are a game-changer, offering improved clarity, engagement, and compliance compared to traditional text-based methods. They increase viewer retention, simplify complex processes, and ensure consistent execution. 

You can easily create effective, polished SOP videos with TechSmith tools like Camtasia and Snagit. Snagit captures quick steps, screenshots, and GIFs, while Camtasia enhances them with voiceovers, highlights, and annotations for a seamless learning experience. Plus, with Camtasia Pro, you can translate scripts and generate AI-powered narration in multiple languages, which is perfect for global teams.

Start transforming your SOPs today. Explore how TechSmith tools can streamline your training and elevate operational efficiency.