You’ve got new hires spread between home and the office, and you need to get them up to speed fast—without everyone stuck in endless Zoom calls. This guide is for managers, team leads, and anyone responsible for onboarding in a hybrid setup. If you want something that actually works (and won’t waste everyone’s time), keep reading.
A lot of companies swear by Loom for training and onboarding. It’s a simple video tool: hit record, capture your screen and voice, and share the link. But using Loom well is about more than just hitting “record.” Here’s how to use it to actually help new hires get their bearings—without drowning them in forgettable videos.
Step 1: Decide What Should (and Shouldn’t) Be a Loom Video
Not everything needs a video. Before you record anything, ask:
- Will someone need to see my screen to understand this? (E.g., “Here’s how we use our CRM.”)
- Is this something people ask about a lot? (Save yourself repeat explanations.)
- Does this process change often? If so, maybe stick to a quick doc.
Skip Loom for: - Policies that never change (just send a doc). - Anything that’s faster to read than to watch. - Sensitive info (accidental screen shares happen).
Pro tip: Don’t use Loom for “welcome to the company!” stuff. That should be personal and interactive, not a canned video.
Step 2: Plan Your Content—Keep It Short and Focused
Long videos don’t get watched. New folks are already overwhelmed. Here’s what works:
- One task per video (3–7 minutes max—seriously)
- Clear topic: “How to request time off” beats “Everything about HR.”
- Show, don’t just tell: narrate what you’re doing.
- Use real examples or a sandbox environment so mistakes don’t get memorialized forever.
Avoid: - Reading docs aloud on video (it’s boring and pointless). - Rambling intros—get to the point.
Tip: Write a quick outline or script. You don’t need to read it word-for-word, but it’ll keep you from wandering.
Step 3: Set Up Loom Like a Human, Not a Studio
No need for fancy gear. But do mind the basics:
- Check your mic—bad audio is worse than bad video.
- Clean up your desktop: close unrelated tabs, hide anything distracting or confidential.
- Use the camera bubble if you want some face time, but it’s optional. For walkthroughs, screen-only is fine.
Optional extras: - Use the drawing tool or mouse highlights to point things out. - Turn on captions if your accent or audio isn’t super clear.
Skip: - Over-produced intros, background music, or slick editing. People want clarity, not a commercial.
Step 4: Record Your First Training Video
Here’s a simple workflow:
- Open Loom, pick “Screen + Cam” or just “Screen.”
- Choose the right window/app—not your whole desktop if you don’t need to.
- Do a quick test: record 10 seconds, play it back, fix what bugs you.
- Record for real. Talk like you would to a coworker sitting next to you.
During recording: - Narrate what you’re doing (“Now I’m clicking ‘Submit’…”). - If you mess up, just pause and pick up. You can trim later—no need to be perfect. - Keep an eye on the time. Under 10 minutes is a good rule, but shorter is better.
Don’t stress about perfection. People care more about clear instructions than flawless delivery.
Step 5: Share and Organize Your Loom Videos
You’ve got videos—now, how do new hires find them?
- Create a central hub. Use your wiki, Notion, Google Drive, or even a simple doc with links.
- Group videos by topic: “How we use Slack,” “Expense reporting,” “Common troubleshooting.”
- Add short descriptions: One line explaining what each video covers.
- Set permissions: Make sure new hires can access the videos. Double-check sharing settings.
Avoid: - Sending a bunch of random Loom links in Slack. Nothing gets lost faster. - Naming videos things like “Untitled 56.” Give them clear, obvious titles.
Pro tip: If you have a lot of videos, number them in the order they should be watched. “1. Intro to Support Tickets,” “2. Common Issues,” etc.
Step 6: Make It Interactive (But Not in a Gimmicky Way)
Loom lets viewers comment or react with emojis. That’s nice, but don’t expect a flood of engagement.
Here’s what actually helps:
- Encourage questions: Tell new hires to leave comments if something’s unclear.
- Use quizzes or checklists: After a batch of videos, ask them to complete a quick quiz or checklist (“Did you try logging in? Did you set up 2FA?”).
- Schedule a follow-up: After people watch the videos, meet 1:1 or in a small group to answer questions. Nothing replaces real conversation.
Skip: - Overcomplicating things with fancy quizzes or mandatory “video watching logs.” This isn’t high school.
Step 7: Review and Update—Don’t Set It and Forget It
Processes change. People notice mistakes. Don’t let your Loom library become a graveyard of outdated info.
- Set a reminder: Every 3–6 months, review your videos. Are they still accurate?
- Ask for feedback: After onboarding, check if there were gaps. Update as needed.
- Replace, don’t pile on: Delete or archive old videos if you make a new one on the same topic.
Don’t worry about remaking every video at once. Just keep an eye out for things that change—update those first.
Real Talk: What Loom Is Great For—And Where It Falls Flat
What works: - Quick process walkthroughs (“Here’s how to file a help desk ticket”) - Explaining tricky concepts with visuals - Answering “How do I…?” questions you get over and over
What doesn’t: - Anything sensitive or confidential (videos stick around) - Building real connections—recorded video is not a substitute for live chats - Long, complex training (break it up or do it live)
Ignore the hype: Loom won’t magically make onboarding perfect. It’s a tool, not a culture-fixer. Use it to make repetitive stuff easier, not to replace real relationships.
Final Thoughts: Keep It Simple, Iterate, and Don’t Overthink It
The goal here isn’t slick production or a “perfect” onboarding course. It’s about making life easier for new hires (and you). Start with the basics, keep videos short and clear, and don’t be afraid to tweak things as you go. If a Loom video saves you three emails or a half-hour call, it’s working. Don’t let perfectionism slow you down—just hit record, share, and keep moving.