Creating an SRT File

Background: Virtual Instructor-Led Training

Knowing how to make videos more accessible for all is a key skill in today's video-based learning scenarios. 

This project was part of a Virtual Instructor-Led Training (VILT) I created and facilitated for a client at Freedom Learning Group. I have been given permission by FLG to share the reworked the slide deck and Job Aid that has all branding and sensitive client information from the initial project removed and replaced with my own content




The Design Process

Problem:  How can I create an engaging and effective training on a process (creating and editing an SRT file) for people attending a live virtual training, but that will also be useful as a recording in for future employees needing the same information?

Laptop on a desk showing a virtual meeting

Initial Contact

I was asked to create and lead a Virtual Instructor-Led Training on how to create an SRT file from an existing video for a client at Freedom Learning Group.  The client had several attendees in the live recorded training, but also planned to use the recording in the future to train other employees on this process. 

The client gave no instructions for the training other than they wanted a "train the trainer" session on how to create SRT files. For this particular project, I had no direct contact with the client until the day of training. 

Project Planning & Analysis

I gathered information from my project manager about the training; purpose, things the client was looking for in the training, who would be attending, and what the immediate as well as future use of the recorded training would be.  I utilized the mind map platform MindMeister to organize my ideas for the training. You can see my full planning map by clicking the hyperlink in this section or the image.

The two main points that my project manager wanted me to touch on was to show them how to pull the SRT file, then dive deeper into what to look for when editing the SRT file. 

I evaluated the many ways I could lead the training, and decided that chunking the information into a few simple steps, as well as showing examples of what should be looked for when editing an SRT file.  

I decided that having a slide deck would help facilitate the session, as well as help chunk the information for participants. It would also be something that team members could look for in the video recording to easily find information needed. I also decided that since they would be using this as a repeatable process, as well as with employees that would not be attending the live session, that a Job Aid would also be helpful for accessing the information. 

Mind Map showing the project planning process


I chose to create my slide deck on Canva, as their templates are visually appealing, but then exported them to Microsoft PowerPoint to finalize; adding in clickable transitions and speaker notes. 

For the Job Aid, I chose the Scribe platform where you can create static screen captures with notes of processes.  This particular job aid was more of a step-by-step tutorial for employees' future reference, so Scribe was the perfect tool to create quick, streamlined documentation for participants.

For the training itself, I utilized Adobe Premiere Pro to show the SRT caption extraction and editing process as well as the Notepad program as an alternate way to edit SRT files. While there are other programs that can pull SRT files, Premiere Pro is a widely-used tool that the client had access to already.

Facilitation Guide

Even though I was the one both developing and leading the training, I still created a Facilitator's Guide for myself. I find that creating a guide with overall objectives, notes about the participants and delivery, as well as a general session outline helps me to stay focused on the main objectives of the training, as well as being able to design a more organized training experience for participants. 

I also take the time to make Facilitator's Notes for myself so that I can plan out the session down to the last detail.  These extra steps always help the sessions to run much more smoothly and allow me to intentionally plan engagement, breaks, and keep content organized. Select the image of the facilitator's guide or the button at the top of the page to view the Facilitator's Guide.

Screenshot of the Training Overview page in the Facilitator's Guide

The Finished Project

View a sample of screenshots from the training slide deck and job aid below. 


The participants of the training, including the project manager from both my team and the client's team commented on how well the session was facilitated, as well as how easy to understand the information was presented.  They also gave positive feedback on how I engaged participants.  My project manager said that she would start incorporating some of my techniques in her own project kickoff meetings for better engagement.

Every person who attended the training was extremely grateful for the Job Aid and commented how useful it would be to them in their creation and editing of the SRT files. 

Thumbs up graphic with three stars above it