Get rid of written content that no one reads or takes too long to reference and understand. Convert your message to a more dynamic and relevant format such as video or online eLearning, without spending a fortune. Read on if you want to update your plans and procedures or better communicate your message with suppliers, partners, staff, customers, and other stakeholders.

By the end of this article you will have a strategy and solution to converting old documents, plans and procedures to dynamic, content rich and informative videos to be used in isolation or as part of an eLearning suite.


Your current plans and procedures may not be in the best or most logical format for conversion to video. You need to convert them to a more script-orientated version. Use your current or revised table of contents and created each chapter as if you were creating an episode of a television series.

Break each section or sub-chapter down into manageable segments of a few hundred words each.

Map out your images, backgrounds, and characters in advance. If you have key visuals or images related to your content (the whole point of the conversion), ensure you have them mapped to your script. Backgrounds can be used in conjunction with audio, text or even the utilization of a green screen addition. Ensure you characters, those that will feature or speak in the recordings are prepared, rehearsed or clear on how you are going about this and what you are trying to achieve.

Set up your hardware in the best environment that you want to replicate. If you want a clear, unaffected audio and video outcome, use a studio. If you want ambient noise and the real feeling from a workplace or location, shoot live.

Create your introductory and closing sequences in advance, so you can focus on the content recording and creation elements exclusively.


Shoot short segments, using your shortened scripts. If you are doing just audio, don’t aim for perfection unless you have voice over talent. If recording for the first time, remember you are speaking to people so include inflection in your voice and make elements conversational or informative, not a monotonous monologue.

Ensure your project is rich with images and relevant content and build on key points with stages or animations. If you’re using text, limit it to no more than a single sentence per point or message.

File all your raw footage in to the corresponding chapters and subsections. Introduce manageable segments to your editing platform in groups of 3-8 only so as to avoid data loss or crashes.

Create thumbnails of each chapter for use later in eLearning systems.

Add your meta data such as electronic chapters and markers as you go. Use these for later electronic navigation guides.

Don’t add or modify effects such as transitions, Ken Burns, callouts, annotations and the like at this stage.


Once you have your subchapters and chapters ready, begin the final edit. Add all your opening and closing sequences, along with identifiers such as chapter, title, outcomes, etc. Also add all your transitions and effect but don’t overdue it as it will taint the entire outcome.

Allow twice the time it took to record for editing. And ensure you watch final sequence in both fast and normal time for clarity.

Once complete, render the video into a format that is best suited to your final streaming or viewing site. Also ensure the size and format is compatible with your final platform too.

Final Version

Ensure you modify the audio and frame rates for online streaming of you are using the final product for eLearning or video streaming.

Format the resolution and size to fit within the parameters of the system or platform. Pay particular attention to text and fine graphics so as not to loose the message or content due to resolution reductions.

Consider having your online platform host and stream the video message rather than relying on desktop software, extensions and other add-ons that may cause conflicts or limit the experience for some or many users.

Offer the format with both video and printed/downloadable written content to support all learning styles. Also include an audio or podcast version for audio exclusive streaming.


Load the video files to a public or private site. If using a public platform such as YouTube, ensure you select the appropriate security or embedding options for singular viewing or integration with other sites. Only use captioning if you have prepared this in advance and don’t rely on provider versions.

If using a private system, consider all issues such as access, audience, formats, enhancements, tracking, etc. Load videos in accordance with your table of contents and structure of the original or revised content. Add thumbnails to each chapter for visual navigation and referencing.

Provide a site map or hyperlinked directory for speedy access to select elements or return/revision sessions.

Add a tutorial or instructional video to the front to the eLearning to aide in navigation, use and comprehension of the objectives. You can even add a message from the CEO or senior executive/s.

As plans or procedures get updated or replaced, only replace those that need modification and send notification of changes.

The entire system can be set up on drip feed to send a video or message on a regular, scheduled basis to select or group audiences to promote knowledge and use of the system.

Consider embedding links and references in other formats such as PDF or other standing documents.

Any business or department can utilize this process or system to create excellent and informative video to replace or even enhance most policy and procedures. All this can be achieved using cost effective tools and systems.


Now you can get rid of written content that no one reads or takes too long to reference and understand.

Immediately set about converting your message to a more dynamic and relevant format such as video or online eLearning, without spending a fortune. You know now how to update your plans and procedures and better communicate your message with suppliers, partners, staff, customers and other stakeholders. Don’t waste any more time, at least try to make an introductory version, then set about modernizing your plans and procedures into a more engaging and usable version.


Tony Ridley

Travel Safety Experts
Travel Safety Experts

Travel health, safety, security and risk management experts