If you’re the operations manager (or the unofficial “person who knows how everything works”), you’re probably exhausted from repeating yourself. You’ve got Google Docs that no one reads, desktop screenshots living in Slack purgatory, and maybe – maybe – a few processes vaguely explained in an onboarding folder.
And yet, you’re still the one training every new hire. Again. And again. And again.
It’s not that you don’t want to document everything. It’s just that it feels like a huge lift. Especially when video’s involved.
But here’s the truth: you can build a complete, role-agnostic training library – in just one week – using Trainual and Loom.
And you don’t need fancy equipment, extra people, or months of prep. You need a plan, a few tools, and five focused days.
The Transformation: Day 0 vs. Day 5
Day 0:
- Onboarding lives in someone’s head (or in a handful of outdated docs)
- Videos don’t exist – or they’re buried in someone’s Loom account
- Staff asks the same “how do I…?” questions over and over
Day 5:
- Every core system has a video walkthrough and linked SOP
- New hires get a self-serve onboarding experience
- Your team trains faster, more consistently, and with fewer mistakes
Tool Stack You’ll Need
- Trainual – Your structured documentation & training hub
- Loom – Quick, async screen/video recording
- Google Docs – Light script writing & outlining
- AI Transcription (optional) – Convert video to text (Descript, Otter.ai, ChatGPT)
- Project Manager or Admin Assistant – Assign and track content creation
- ClaimWizard – For context-specific process recordings (if you’re in public adjusting)
The 1-Week Video Library Build: Step-by-Step
Day 1: Build Your Training Framework
- List Your Topics: Start with what every new hire must know. Think:
- “how we answer phones”
- “where we store files”
- “how to request time off”
- Sort by Category: Organize into departments (Operations, Admin, Sales, etc.).
- Prioritize: Choose 10–20 topics that are:
- Frequently asked about
- Time-consuming to explain
- Easy to demo via screen share
Day 2: Script the Top 10 Videos
- Use Google Docs to draft rough outlines (not word-for-word scripts).
- Each video should cover:
- What the process is
- Why it matters
- Step-by-step “how”
- Where to go for more help
Example Outline:
Topic: How to Upload a Claim to ClaimWizard
1. What this process is and who uses it
2. Why it matters (compliance, visibility, team workflow)
3. Step-by-step walk-through (can record screen while narrating this)
4. Tips to avoid mistakes or rework
5. Link to written SOP in TrainualTopic: How to Upload a Claim to ClaimWizard
1. What this process is and who uses it
2. Why it matters (compliance, visibility, team workflow)
3. Step-by-step walk-through (can record screen while narrating this)
4. Tips to avoid mistakes or rework
5. Link to written SOP in TrainualDay 3: Record the Videos
- Use Loom to record screen + camera if possible (adds a personal touch)
- Keep each video under 5 minutes
- Don’t aim for perfection – aim for clarity
- Optional: Use AI transcription to create text-based Trainual pages
Day 4: Upload and Organize in Trainual
- Create a new subject in Trainual for each department or function
- Add each Loom video as a Lesson, with a short summary and any relevant links or screenshots
- Link to any backup SOP docs or templates
Template: Trainual Lesson Layout
Lesson Title: Submitting a Claim 1. Overview paragraph (what & why) 2. Loom video embed 3. Key steps summarized in bullet points 4. Tips or FAQ 5. Links to tools, templates, or reference docs
Day 5: Test and Assign Training
- Create a test user account or ask a team member to walk through the training
- Watch for questions or gaps (add clarifications where needed)
- Assign training modules to roles in Trainual
- Set review/refresh dates every 6–12 months
What Makes This Work So Well
- Video + Text = Better Retention
- Trainual = One Central Source of Truth
- Async = You’re No Longer the Bottleneck
- Templates = Fast, Repeatable, Scalable
This isn’t about building the perfect training system. It’s about finally building something your team can rely on.
And once you’ve got the basics in place? You can iterate, delegate, and scale.
Where Trainual Fits in a Mature System
If you’re still using Google Docs to manage your team’s training – or worse, relying on shoulder taps and memory – you’re living in survival mode.
Trainual is the training manual.
ClaimWizard is the steering wheel.
Your PM tool is the engine.
Your processes? They’re the map.
Without a training library, you’re not just wasting time – you’re risking inconsistency, errors, and burnout.
Final Thought
Building a training library doesn’t require a studio setup or six-month roadmap. It just needs focus, structure, and a system that doesn’t depend on you being the one to explain it all… again.
Start now. A week from today, your future self (and your new hire) will thank you.
