Knowledge Sharing

Overview

Did you ever try to organise a training session to explain a new process or tool? It’s time-consuming, often requiring multiple sessions and ad-hoc one-on-one conversations to clarify topics. And let's face it. In big or distributed teams, coordinating schedules can be a real headache. One option is leveraging written communication, like Trello or Notion. It solves the scalability problem, but some topics can be hard to explain and grasp in a document. Another limitation is that these tools don’t have the personal touch that helps remote teams stay connected.

But, what if we told you there's a better way? Enter asynchronous video collaboration. Your team can learn on their own schedule and from the comfort of their own home or office. Plus, it's way more engaging and effective since video gives that feeling on being in the same room.

In this playbook, we'll break down the benefits of using video and give you a step-by-step guide on how to implement it. So, buckle up, and get ready to take your training program to the next level.

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When to use the knowledge sharing playbook

We've put together this playbook to be your trusty sidekick, guiding you through the process of sharing knowledge at scale without sacrificing quality. We've identified three scenarios where you'll see the most value from using our approach:

1. Rolling out a new tutorial. Record once, share forever. With Claap, you can deliver your training sessions and answer questions async, all while making them easily accessible in a dedicated topic. No need to repeat yourself 10 times over!
2. Clarifying a process or tool. When a colleague has questions, simply record a quick video and share it with the rest of the team. Chances are, others have the same question too.
3. Sharing a new insight. Did you have an "aha" moment while working on a project? Don't keep it to yourself, share it with your team in a fun, engaging way, without booking another meeting or sending a long, boring email.

With this playbook, you'll be able to get the most value out of your video training program and keep your team  informed and engaged.

How to get started

Alright, let's get down to the nitty-gritty of creating an awesome video training program. Here's your step-by-step guide:

Prepare your training materials

Whether it's a slide deck or written instructions in Notion, make sure you have all the information you need to deliver your training. It's important to take the time to ensure that your content is organized, visuals are placed strategically, and that any relevant documents are linked to provide additional context. You’ll be doing a screen recording next, so be mindful of the flow and presentation of the material you are recording - this will make sure your training is easy to follow and understand.

Time to record!

Video is an effective way to explain complex concepts with more detail and context than written instructions alone. Plus, you can show your personality and engage your audience, making the training more enjoyable and easier to remember. Video is also a great tool for reinforcing key points, as visuals can help to illustrate the concepts and make them more memorable. So when recording, don't hesitate to zoom in on details, especially when explaining processes and workflows. Your team will appreciate it.

Pro tip: to give that Masterclass feeling, start in camera only mode to introduce the training and its importance, then switch to screen+camera.

Highlight key moments

What’s the point in recording a one-hour training if no-one is going to watch it? How you share it plays a big part in making sure they do (more on this next), but the way you structure your video is also important. There are a few ways you can do this with Claap:

• use comments to create sections like you would in a presentation
• call out the attention of others with @mention

This ensures the recording will automatically stop, forcing your team to pay extra attention and ask questions if they have doubts. For longer trainings, you are also making it easier for viewers to follow along and skip to the parts that matter to them. Additionally, you can also link relevant documents and related knowledge pages.

Share it with your team

Now comes the best part, actually getting that training out there for your team to see. Two ways to do this, depending on your goal:

Group training

If you're teaching your team something new, it's important to make sure everyone can access the materials now, and in the future. Structure is key! 🔑

One option is to embed your video in a documentation system like Notion, Slite, or Confluence. We recommend combining written instructions with a video explainer to cater to different learning styles, while keeping everything in one place.

Alternatively, you can use Claap to create the structure. With our workspace organization, you can centralize all of your video tutorials in one place, so your team knows exactly where to find them. Plus, if you use Slack, you can increase visibility of when new trainings are available. Just connect your topic to a Slack channel and any video added will be automatically sent to the channel! 🤩

In both cases, encourage your teammates to annotate the video and ask any questions they have. All team members have access to the video, so anyone can jump in and answer whatever pops up. Your team can even direct questions to specific people with mentions. There's no need to wait for the person who recorded the video to be available. It's all about teamwork and making sure everyone is on the same page.

1/1 Coaching

Being a high performer often requires a great manager-direct report relationship, but it can be tricky to find the right balance between availability and constant interruptions. And even if you have a weekly 1/1 session, this can still not be enough. That’s why we highly recommend to also include async coaching sessions. With Claap, you can create a private 1-1 topic where manager and direct reports can ask questions, give feedback on ongoing work, and create quick how-to videos.

Conclusion

By leveraging the power of async video collaboration, you can easily scale up your internal trainings and equip your team with the skills and knowledge they need to succeed. With better access to training materials and a more hands-on approach to learning, your team can grow and stay connected, no matter the distance.