Remote onboarding is a minefield. You want new hires to feel welcome, but you also need to get them up to speed (without drowning them in documents or hours of Zoom calls). If you’re managing a distributed team, you know how easy it is for things to get lost in translation. That’s where simple, clear onboarding videos—recorded with Loom—can save the day.
This guide is for managers, team leads, and anyone who’s tired of repeating themselves. I’ll walk you through making onboarding videos that actually help, not just check a box. Let’s keep it real: you don’t need to be Spielberg, but you do need to think before you hit “record.”
Why Onboarding Videos Are Worth It (and When They’re Not)
Before you start filming, ask yourself: Is a video really the best way to explain this? Sometimes a one-pager or a quick Slack message does the job. But video shines when you need to:
- Show how to use a tool or process (“Click here, then here…”)
- Walk through complex workflows or company culture
- Put a human face to the team (especially for folks who’ve never met)
Skip video for stuff that’s mostly static or reference material (like long policy docs). Nobody rewinds a 20-minute HR monologue.
Step 1: Plan Before You Hit Record
Don’t just wing it. The best onboarding videos are short, focused, and clear. Here’s what to do before you open Loom:
- Pick a single topic per video. New hires don’t need a life story, just what’s essential for today—like “How to request PTO” or “Setting up your dev environment.”
- Write a loose outline (seriously, do this). Bullet out what you’ll cover. This keeps you from rambling or missing steps.
- Decide the format. Will this be a screen recording, a talking head, or both? Use your webcam if it adds value (like explaining team culture), but don’t force it.
- Estimate the time. Aim for 2–7 minutes per video. If you’re tempted to go longer, split it up.
Pro tip: If you’re not sure what’s confusing for new hires, ask your last two new folks what tripped them up. Make videos for those topics first.
Step 2: Get Your Setup Together (No Fancy Gear Needed)
You don’t need a studio. But do yourself (and your viewers) a favor:
- Find a quiet spot. Background noise is distracting and makes you seem less prepared.
- Check your lighting. Facing a window or a lamp works fine. People trust what they can see.
- Use a decent mic. Your laptop mic is probably “good enough,” but if it sounds like you’re underwater, try headphones or a cheap USB mic.
- Close unnecessary tabs and turn off notifications. No one needs to see your Slack DMs popping up mid-demo.
If you’re doing a screen recording, set your desktop wallpaper to something neutral and hide sensitive info.
Step 3: Record with Intention
Open up Loom and get to it—but pay attention to a few things:
- Start with context. A quick “Hey, this is how to request time off in BambooHR” goes a long way.
- Show, don’t just tell. Walk through the process step by step on your screen. If you mess up, just pause and keep going—Loom lets you trim the video after.
- Speak at a normal pace. You’re not reading a disclaimer. Pretend you’re explaining it to a coworker over coffee.
- Keep it conversational. A little personality helps people feel welcome, but keep it professional-ish.
- Don’t aim for perfection. Small mistakes are fine. You’re human, and over-editing kills authenticity.
Pro tip: If you’re demoing something that changes often (like a dashboard layout), mention that screens might look a bit different in the future. Saves you from endless re-recordings.
Step 4: Edit (Sparingly)
Loom’s editing tools are basic, which is both a blessing and a curse. Here’s what’s worth fixing:
- Trim the awkward silences or false starts. Chop off the “Is this thing on?” bits.
- Cut out major mistakes. If you totally botch something, snip it out.
- Add a title or call-to-action if needed. Loom lets you add simple titles and CTAs at the end—great for linking to related docs or Slack channels.
Don’t waste time trying to make it “perfect.” The goal is clear, not cinematic.
Step 5: Organize and Share Your Videos
A video is only useful if people can find it. Take five minutes to:
- Give each video a clear, descriptive title. “Setting up Email in Outlook” beats “Welcome Video 3.”
- Add a short description. Say what the video covers and who it’s for.
- Group videos by topic or team. Use Loom folders to keep things tidy—think “IT Onboarding” or “HR Basics.”
- Share links in your onboarding checklist or wiki. Don’t just email them into the void.
Pro tip: Ask new hires for feedback. Did the videos help? What was missing? Update as you go—you’re not writing the Constitution.
What Makes a Good Onboarding Video (and What to Skip)
What works: - Short, focused videos (one main idea at a time) - Clear audio and visuals - A little bit of your team’s personality - Honest mention of common pitfalls or “gotchas”
What doesn’t: - Long, rambling videos (“Let me just show you everything I know…”) - Jargon or internal lingo with no explanation - Outdated content no one checks - Overproduced videos that feel fake
Skip the intro music, elaborate animations, and anything that smells like forced fun. People just want to know how to do their jobs.
FAQs
How do I know if my videos are actually helping?
Ask your new hires a week or two in. If the same questions keep coming up, your videos need tweaking.
How often should I update videos?
Whenever something major changes. Don’t sweat the small stuff—just add a note in the description if something’s a little outdated.
Can I reuse videos for different roles?
Sure, but don’t force it. If the content isn’t relevant, it’ll just confuse people.
Keep It Simple—And Iterate
Don’t let “video perfectionism” slow you down. Start with the basics, fix what’s broken, and keep things human. The goal isn’t to impress—it’s to help your new teammates hit the ground running. Record, share, listen, and improve. That’s it.
Now go make onboarding suck a little less.