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CASE STUDY

AI Onboarding That Actually Works

Description

Onboarding Support 

Task Coverage and Handoffs

Process Standardization

Flexible Knowledge Sharing 

Results

To improve onboarding and knowledge transfer, Canva’s AI text-to-voice feature was used to create a series of instructional videos. These short videos, built from annotated screenshots and process overviews, were designed to explain workflows, tools, and best practices in a format that was both accessible and easy to update. 

Each video featured contextual overlays and AI-generated voice narration, transforming otherwise static documentation into dynamic, guided learning resources. The goal was to support faster ramp-up, reduce the need for live walkthroughs, and create a consistent reference for frequently executed tasks. 

The video guides serve as step-by-step resources for new team members, eliminating the need for repeated 1:1 training sessions. Tasks can be learned independently through structured, voice-narrated walkthroughs. 

When team members are unavailable, these videos allow others to quickly pick up tasks with minimal clarification. Each guide ensures consistency and reduces execution errors across different contributors. 

Documented workflows for tools and recurring deliverables are captured in a single, unified format. This helps align execution and reduces variability in output quality.

As processes evolve, these assets can be quickly updated and redistributed. Their modular structure makes them sustainable tools for cross-training and long-term team scaling. 

  • Increased clarity and accessibility of internal documentation â€‹â€‹

  • Reduced the need for live training and repetitive explanations 

  • Improved consistency in task execution and handoffs 

  • Created a reusable content library for scalable onboarding 

  • Enhanced overall efficiency and team confidence during ramp-up 

Conclusion

Using Canva’s AI voiceover functionality provided a practical solution for creating impactful onboarding and training materials. The ability to convert screenshots and process guides into narrated video content helped streamline communication, reduce onboarding friction, and empower team members to learn at their own pace. This format has become a scalable asset for internal enablement, supporting consistency and flexibility across team functions. 

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