Planning A Live-Action Training Video Production

Did you ever end up on a project that required a live-action video, and somehow you became the default expert or director? That’s what happened to me early in my career. At first, it was a bit unnerving. But like any hardcore learning designer, I pretended I knew what I was doing and got on with things.

If you find yourself responsible for a live-action training video production—more than sitting in front of your camera and recording—you’ll need to do some thorough preparation. You may also decide whether AI-generated elements, such as establishing shots, backgrounds, or brief B-roll, could supplement the live-action footage. These tools may reduce some production work, but they do not eliminate the need to plan the instructional approach, script, visuals, permissions, and review process.

Script for a Training Video

Writing a Script. You will need an approved script prepared to distribute to the talent (actors) in time for them to memorize their parts. If you are a designer and writer, this is a great opportunity to learn the craft of scriptwriting and storytelling. You’ll need to learn how to show rather than tell, coordinate video and audio, and the effect that varied camera shots can have on your script. The alternative is to hire a scriptwriter.

Using a Two-Column Format. Training videos typically use the two-column (visuals and audio) format. The visuals column includes everything the viewer will see, including action, graphics, on-screen text, performance details, and camera direction. The audio column includes everything the viewer will hear, including dialogue, narration, voice-over, sound effects, and music. Dramatizations may use a full-page screenplay format. Just use the one that works best for communicating your ideas to the client, actors, and crew.

Getting Help with AI Tools. During the writing process, you can use your favorite AI tool as a thinking partner rather than the writer. You know the context and instructional strategies that will help learners perform better at work. AI can help you brainstorm creative treatments, develop scenarios, and suggest ways to communicate an idea visually.

After writing your draft script, AI can review it for clarity, pacing, and natural language. However, you’ll need to evaluate the AI feedback to ensure it supports the performance objectives, organizational context, and target audience.

Locations or Sets

Using On-site Locations. Every scene in your training video will need an appropriate location. You might find suitable environments in your office, on a job site, or in a public area. You may need written permission to set up a video production in public locations. Be sure to bring the written approval forms when you shoot.

Using Studio Sets. Alternatively, you can hire a video production company and use one of their studios where they will create the sets or have already constructed sets you can modify with props. This nearly guarantees you’ll have an interruption-free location where you can intensely focus on the shoot.

Production Planning

Production planning requires foresight. You’ll need to create several production documents for a multi-scene, multi-day video production. The following ones are essential to keep the actors and technical crew synchronized.

• Shot List: One shot is a continuous segment of footage captured from one camera angle, without interruption. Create a list of all these individual shots, detailing the technical requirements and the shooting order. This helps the video crew understand exactly what needs to be recorded.
• Shooting Script: This is a full working script with production instructions that groups together all the scenes from the same location so they can be shot at the same time. The script will be recorded out of sequence by location, which is most efficient. The video crew will also need the shooting script.
• Call Sheet: The talent and crew will need a list of all the scenes to be recorded, all of the personnel required for each scene (including actors), and the date and time each person is needed. The call sheet also includes key details like locations, props, and equipment required for each scene. This ensures everyone knows where to be, when to arrive, and what to bring.

Using AI to Draft Production Documents. AI tools can speed up administrative work. For example, an AI assistant can create a preliminary shot list from an approved script or group scenes by location or talent. It might also identify props mentioned in the script and draft a call sheet. Use the AI output as a starting point. You and the production crew still need to check every detail against the actual production requirements.

AI-Generated Video

Using AI Before finalizing your script, consider whether generative AI can produce portions of the video. Current tools can generate backgrounds, short establishing and closing shots, avatar presenters, and B-roll (alternative footage) that would be difficult or expensive to record. For example, you might use AI to generate the exterior of a manufacturing plant, an aerial view of a busy factory floor, or an auditorium with an audience. Then cut to the live-action footage. The tools can also create short motion graphic segments to visualize concepts.

AI-generated video is not appropriate for every situation, especially those where authenticity and human connection are essential. Because of the errors that AI can make, evaluate it carefully as you would any other instructional medium. Always confirm your organization’s policies regarding AI use, privacy, and security.

Talent

Finding Actors. Auditions are one of the best ways to determine whether an actor is right for a role. You can also search online casting platforms, where actors typically provide resumes, photographs, and video samples. In the US, many professional performers belong to SAG-AFTRA, the union that represents actors and other media professionals. You can also find talented nonunion actors. When budgets are limited, consider contacting a theater or acting program at a local college or university for talent.

Getting Signed Releases. Everyone who appears in the video should sign a release specifying how their image, voice, and performance may be recorded, edited, distributed, and reused.

Cautionary note: Avoid casting untrained employees, friends, or colleagues in dramatic roles simply because they are available or the client requests it. An awkward or unconvincing performance will detract from your well-planned production. However, employees and subject matter experts might be useful for interviews, demonstrations, or other roles where authenticity matters more than acting ability.

Video Crew

Most budgets for training videos don’t soar through the roof. I’ve directed video productions with one crew member: a videographer. Perhaps you’ve shot video on your phone. Just in case you can hire a crew, here are some of the key roles:

• Director: If you are the person responsible for the video, you might likely become the default director. Forget the director’s chair; you’ll probably be standing up and running around half the time. You’ll need to speak with assurance and confidence.
• Videographer: The videographer operates the camera. For small or low-budget video productions, the videographer also mixes the audio. Become best friends with this person, as he or she can help you with the direction. Don’t hesitate to discuss each shot and see how it will look through the camera.
• Sound Technician or Audio Mixer: For higher production values, you can hire a separate person to record, monitor, and mix the sound. A sound engineer is not just responsible for recording sound. They will help to choose the best microphones for the scene and will monitor the audio levels closely with headphones. If there is outside interference, the sound person will alert the director to go for another take.
• Script Supervisor: This role may have other titles, but it’s helpful to have someone there to follow the script and take production notes. The script supervisor needs to ensure there is continuity when shooting from one day to the next. They will note that the actor in Scene 12 is wearing a blue shirt on Monday and needs that same shirt on Wednesday for a related scene. The script supervisor can also work with the videographer to log the time code for each shot.

Instructional Crew

Training videos need one or two people on hand to focus on content and instructional strategies. I’ve had to interrupt a scene many times to correct an ill-performed action. When there are questions and concerns about the content, it’s invaluable to have a SME present as well.

• Instructional Designer: Most training videos require the instructional designer to be present to ensure that key points are implemented correctly. There are often a barrage of unforeseen issues and questions that arise, and only someone familiar with the content and purpose of the scene can answer them. If the director and instructional designer are the same person, you’ve got it covered.
• SME: It’s helpful to have the subject matter expert on hand when you are working with scientific, technical, or other complex topics.

Feed Them

In my experience, video crews and acting talent expect to get fed. Leave some room in the budget for a catered event or at least sandwiches, snacks and drinks.

Post-production Work

Hiring an Editor. All modifications made to the video after the recording are considered post-production work. This includes editing, voiceovers, special effects, and conversion to various formats. You’ll need to plan who will do this type of work. If you don’t have the capabilities in-house, hire a video editor to do the post-production work. You may be able to document how you want the video edited by time code. If you are not the editor, sit with the person who is to identify how sequences should be assembled, which scenes you want to keep, and which mistakes need to be cut. It can be slow and tedious work.

Using AI Tools for Editing. AI video editing tools can accelearate some post-production tasks. Depending on the editing application, you may be able to transcribe the recording, use the transcript to edit footage, remove filler words and long pauses, reduce background noise, generate captions, replace backgrounds, or create a preliminary rough cut. Some applications can also generate replacement narration, which may require permission from the speaker to duplicate their voice.

Carefully review all AI-assisted edits. Automated tools may remove meaningful pauses, create peculiar speech patterns, or produce inaccurate captions. A person familiar with the content should complete the final quality check and accessibility review.

Conclusion

I wish I’d had a list like this when I became the default video expert. Hopefully, you’ll be more prepared than I was if this role lands in your lap. And if you need to do something similar with photos, see How to Plan a Stock Photo Shoot for eLearning. Another resource that may be of interest is this article: Video Production Process.