In the modern corporate world, video-based training has become an essential tool for enhancing employee learning. Corporate training videos offer an engaging way to communicate complex ideas, but not everyone learns the same way. Some employees may benefit more from visual cues, while others may rely on auditory elements. This is where subtitles come in—they are not just a helpful feature for employees with hearing impairments; they can also assist in comprehension, especially in noisy environments or when dealing with non-native speakers.

For corporate training managers and instructional designers, adding subtitles to training videos isn’t just a nice-to-have; it’s a must for creating an inclusive, effective, and accessible training program. This guide will walk you through the process of adding subtitles to your corporate training videos step by step.

Subtitles as a Knowledge Retention Multiplier

Most corporate training is forgotten within days if employees rely only on audio. Studies show people retain more information when they both hear and read content simultaneously. Adding subtitles turns training videos into dual-channel learning tools, improving recall during audits, evaluations, and real-world application.

Why Add Subtitles to Training Videos?

Before diving into the “how,” let’s explore why adding subtitles is so important. As corporate training managers and instructional designers, understanding the impact of subtitles is key to ensuring the success of your training videos.

Increased Accessibility

Subtitles make content accessible to employees who are deaf or hard of hearing. This is especially important for creating an inclusive work environment. Moreover, subtitles are crucial in situations where employees may not have access to audio, such as in an open office setting or when training materials need to be accessed in silence.

Improved Comprehension and Retention

Adding subtitles can improve the overall understanding of your content. It has been shown that employees retain more information when they both see and hear it. By reading subtitles while watching videos, employees can better absorb the information, leading to improved retention and application of knowledge.

Enhanced International Reach

For companies with a global workforce, subtitles can help break down language barriers. Employees who speak different languages can benefit from subtitles in their native tongue. Additionally, training videos with subtitles can be used to train employees across various regions and cultures, fostering a more unified global workforce.

SEO Benefits

From a technical perspective, adding subtitles to your videos can boost SEO (Search Engine Optimization). Search engines like Google can crawl and index the text in subtitles, which can increase the visibility of your training content.

Tools You’ll Need

There are several tools available for adding subtitles to corporate training videos. While the process may vary slightly depending on the tool you choose, most platforms follow similar steps. Here are a few popular options for adding subtitles:

YouTube

YouTube has a built-in subtitle editor that can automatically generate captions for your videos using speech recognition. You can then edit the captions for accuracy.

VLC Media Player

VLC is a popular video player that allows you to manually add subtitles to your videos. While it’s more of a playback tool than an editing tool, you can use VLC to sync subtitles with video content for simple training needs.

Amara

Amara is a free, web-based platform for adding subtitles to videos. It allows you to upload videos, create subtitles, and share them with your team.

Kapwing

Kapwing is an online video editing tool that offers a straightforward way to add subtitles to videos. It features an automatic subtitle generator and provides an easy-to-use interface for adjusting the text.

Adobe Premiere Pro

For more complex needs, Adobe Premiere Pro offers professional-level tools for adding and syncing subtitles to videos. This option is ideal for high-quality corporate training videos.

Step-by-Step Guide to Adding Subtitles to Your Corporate Training Videos

Now that you know why adding subtitles is important and have a list of tools to choose from, let’s walk through the process of adding subtitles to your corporate training videos. We will focus on using a tool that is accessible and simple to use, such as YouTube, as this is a common platform used by many companies.

Step 1: Upload Your Video to YouTube

The first step in adding subtitles is uploading your video to YouTube. If your company uses another video-sharing platform, the steps will be similar. YouTube offers both automatic and manual subtitle features, which makes it a great starting point.

• Log into your YouTube account.
• Click on the camera icon in the top right corner and select “Upload Video.”
• Follow the prompts to upload your corporate training video.

Step 2: Enable Auto-Captions (Optional)

Once your video is uploaded, YouTube will automatically generate captions using speech recognition technology. This step can save you a lot of time, especially if your video has clear audio and minimal background noise. However, keep in mind that automatic captions may not be 100% accurate, especially with technical terms or industry jargon.

Navigate to the “Subtitles” section in the video manager.

YouTube will automatically detect the language spoken in your video and generate captions. These captions will appear under the “Subtitles” tab.

Step 3: Edit Auto-Captions for Accuracy

Even though YouTube’s automatic captions are useful, they are often not perfect. It’s essential to review and edit them for accuracy.

• Click on the “Edit” button next to the autogenerated subtitles.
• Review the captions carefully. Watch the video and compare it to the text. Correct any errors, especially with technical terms, names, or jargon.
• Adjust the timing if the subtitles are not synced correctly with the audio.
• You can also add speaker labels if there are multiple voices in the video to make the subtitles clearer and easier to follow.

Step 4: Translate Subtitles (Optional)

If you have a diverse, multilingual workforce, you may want to translate your subtitles into other languages. YouTube allows you to add translations to your captions to ensure that employees in different regions can easily access the content.

• Click on the “Add Language” button in the “Subtitles” section.
• Choose the language you want to add and then enter the translated subtitles manually or upload a subtitle file in the desired language.

Step 5: Download or Publish the Video with Subtitles

Once your subtitles are ready, you can either download the subtitle file (in .srt or .vtt format) or publish the video directly with the subtitles enabled.

To download the subtitles: Click on the “Actions” button and select “Download Subtitles” to save the subtitle file.

To publish the video: Simply hit the “Publish” button, and your video with subtitles will be available to your team.

If you’re using other platforms like Kapwing, Amara, or Adobe Premiere Pro, the process will follow similar steps. You’ll be able to export the final video with embedded subtitles or download a subtitle file for use with your video player.

Best Practices for Creating Effective Subtitles

To ensure that your subtitles are as effective as possible for corporate training, consider the following best practices:

Keep Subtitles Short and Concise

Aim for 1-2 lines of text per subtitle, with no more than 32 characters per line. This makes it easier for employees to read the subtitles quickly without missing key visual elements of the video.

Use Clear, Easy-to-Read Fonts

Choose a simple font like Arial or Helvetica. Make sure the text size is large enough to be legible across various devices and screen sizes.

Sync Subtitles with Audio

Make sure the subtitles are timed to match the dialogue. If possible, display subtitles a few seconds before or after the spoken words to give viewers enough time to read them.

Use Speaker Labels

If your video includes multiple speakers, use speaker labels to differentiate between them. For example, label them as “Instructor,” “Employee 1,” or “Manager.”

Avoid Overcrowding

Keep the text minimal and avoid displaying too much information at once. If a sentence is too long, split it into two subtitles. This helps maintain clarity.

Conclusion

Adding subtitles to your corporate training videos can significantly enhance the learning experience for employees. Whether you use YouTube, Amara, Kapwing, or professional software like Adobe Premiere Pro, the process is straightforward and can be done in just a few steps. The key is to ensure accuracy, readability, and accessibility, so that all employees—regardless of their language, hearing ability, or learning preferences—can fully engage with the content.

By taking the time to add subtitles to your training videos, you not only demonstrate a commitment to accessibility but also provide an enhanced, inclusive learning experience. This small investment of time can lead to big improvements in employee engagement, retention, and overall training effectiveness.