5 Ways to Expand your Workforce Video Knowledge Base for Increased Productivity

Employee knowledge base

You know how challenging it can be to keep your video knowledge base up-to-date and accurate with the latest technologies, processes, and best practices. To do so takes careful coordination of cross-functional teams and requires having a plan in place to succeed. 

As you create more video training content you have the opportunity to improve processes to increase employee engagement. Creating more engaging videos can increase learning, retention, and productivity. 




What is a Video Knowledge Base?


A video knowledge base is a collection of short, engaging, and informative videos that answer common questions, demonstrate how to perform tasks, or explain concepts related to your products or services.


After its initial creation, a video knowledge base needs to be regularly updated, checked for accuracy, and added to. As you add videos to your library, it will be in your organization’s best interest to create more compelling, interactive, concise, and engaging videos in order to increase learning and productivity.




Why Video?


Video is a powerful medium for conveying information. Research shows that 69% of customers prefer video over text when learning about a product or service. Video can also help your employees retain information better, as they are more likely to remember what they see and hear than what they read.


However, creating and maintaining a video knowledge base is not as simple as recording and uploading videos. It is necessary follow best practices to ensure that your videos are relevant, current, consistent, and accessible.


Below are some tips on how to expand your workforce video knowledge base successfully for increased productivity.




5 Ways to Expand your Workforce Video Knowledge Base for Increased Productivity


1. Identify Topics that Need Video Tutorial Coverage


Employee knowledge base



The first step is to determine what skills and knowledge gaps exist. Which topics does your workforce need to learn or refresh their knowledge on? 


Begin by analyzing the most frequently asked questions or issues that employees face, as well as the feedback or suggestions that they provide. To get an even better picture, consult with managers, trainers, and subject matter experts to identify the gaps or opportunities in current training or support materials.


Some examples of topics that can benefit from video tutorials are:


  • How to use a new software or tool
  • How to operate a new machine or equipment
  • How to follow a new procedure or policy
  • How to troubleshoot a common problem or error
  • How to handle a customer complaint or request
  • How to perform a safety check or inspection



2. Choose the Right Format for Each Training Video


The next step is to decide what format best suits each topic. Depending on the purpose and complexity of the video, you can choose from different types of videos, such as:



These are recordings of your computer screen, usually with narration or annotations. They are ideal for showing how to use a software or tool, or how to navigate a website or app.



These are recordings of real people performing actions or demonstrating skills. They are ideal for showing how to operate a machine or equipment on the factory floor, how to follow a procedure or policy, or how to handle a customer situation.



These are videos that use graphics, icons, text, or characters to illustrate concepts or processes. They are ideal for explaining abstract ideas, complex systems, or technical terms.

3. Choose the Right Style for Each Training Video


You should also consider the style of your videos. With the right tone your video will be more relatable and easier to follow. Considering your brand identity, as well as your audience’s departments and roles, you can choose from different styles like:



These are videos that use professional language, formal attire, and minimal humor. They are ideal for conveying authority, credibility, and seriousness.



These are videos that use casual language, relaxed attire, and occasional humor. They are ideal for creating rapport, engagement, and friendliness.



These are videos that use clear explanations, examples, and quizzes. They are ideal for teaching new skills, concepts, or knowledge.



These are videos that use storytelling, jokes, or surprises. They are ideal for capturing attention, generating interest, or inspiring action.



4. Always Follow Best Practices for Creating Training Video Content


Company knowledge base


It’s always a good idea to follow best practices for creating video content that is effective and engaging. Here are some tips:


Keep it short:

The optimal length of a video depends on the topic and audience, but generally speaking, shorter videos are better than longer ones. Aim for 2-5 minutes per video, and break down complex topics into smaller segments.


Keep it simple:

Avoid using jargon, acronyms, or technical terms that your audience may not understand. Use simple words and sentences that convey your message clearly and concisely.


Keep it consistent:

Use the same format, style, tone, and branding across all your videos. This will help your audience recognize and trust your content.


Keep it relevant:

Make sure your videos address the needs and interests of your audience. Use examples and scenarios that relate to their situations and challenges.



5. Schedule Ongoing Maintenance and Audits


Finally, in order to ensure that your video knowledge base remains as error-free and up-to-date as possible, schedule regular audits. Comb through every page, instruction, image, and video to make sure everything is current. Immediately update the components that no longer are. 


Dedicate a person (or team when your org is larger) to own this important project. Schedule maintenance on your calendar and update teams about the changes made.






A video knowledge base is a powerful way to train and support your workforce, though it requires a great deal of maintenance to stay current. This also provides the opportunity to create better training videos as orgs learn more, adapt, and need to create more trainings. To increase the effectiveness of video training content, aim to create videos that are short, clear, relevant, and engaging. 


Want to increase the effectiveness of your video knowledge base? Get started today at speach.me!