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Rolling out a new internal tool: the video that explains why before how

On the day the old tool is switched off, the question is not “where is the button” but “why are we changing, and what does it change for me”. Short videos answer it before the hands-on training, and make that training shorter.

2 min read

Preview of EducPilot’s Product art direction
The Product art direction as it appears in the app (fictional character). It is chosen per project.

This guide is for IT leads, project managers, change managers and HR teams rolling out an ERP, a CRM, an e-signature tool or a new messaging platform. It places video in the project calendar and proposes a typical series.

What EU law says about new technology

In one sentence: the EU framework directive requires employers to train workers when new work equipment or any new technology is introduced, where it affects safety and health; beyond that, explaining a change is simply what makes adoption work.

  • Directive 89/391/EEC, Article 12. Adequate safety and health training is due on the introduction of new work equipment or a change in equipment, and on the introduction of any new technology.
  • For tools that process personal data, GDPR requires that people process data only on instructions (Article 32(4)): the usage rules of the new tool are part of the training.

The typical series, timed to the project

WhenVideoLength
6 weeks beforeWhy we are changing1 min 30
3 weeks beforeWhat changes for you, team by team1 min per team
1 week beforeGo-live: dates, access, help1 min
1 month afterThe 5 most common mistakes and their fix1 min 30

Video 1, why we are changing, in five scenes:

  1. Today’s situation. Three tools that do not talk to each other, data typed twice. Viewers recognise their week.
  2. What the new tool solves. A drawn before and after, on a concrete example from your business.
  3. What does not change. Migrated data, the same contacts, what reassures.
  4. The calendar. Three dates, no more.
  5. Where to get help. Champions, the support channel, the hands-on training.

For step-by-step use of the interface, a screen recording beats a drawing: the drawn video explains, the recording shows.

How to make it with EducPilot, in three steps

  1. Upload your project documents: the project brief, the project FAQ, the vendor’s user guide (or its web page). The assistant proposes the series.
  2. Approve the plan. The Product art direction (a schematic interface) suits software tools. Each statement links to the page that supports it.
  3. Correct by annotating, then share. Team champions review from a link, without an account, and pin notes on the frame (“for finance, the switch is on the 3rd, not the 1st”). When the calendar slips, only the dates scene is rewritten.

Frequently asked questions

Does the video replace training on the new tool?

No. It prepares the change (the why, the calendar, what changes for each team) and shortens the hands-on training, which is still needed for the clicks.

Can the video show the real interface?

EducPilot draws schematic interfaces; it does not reuse screenshots of your software. For a click-by-click path in the real interface, use a screen recording and keep the drawn video to explain.

Sources

Make this video from your documents

Upload your document, approve the plan, correct by annotating. 5 free minutes of video at sign-up.

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