How to Choose an AI Tool to Create Employee Training

AI is now everywhere! The popularity of tools like ChatGPT has made the technology readily accessible to everyone in daily life. In business, AI automates tasks and workflows, powers chatbots to handle customer inquiries, and writes marketing copy. AI can screen resumes, assess employee candidates, automate employee onboarding processes, and so much more.

However, there is not one AI tool for all applications. Each application requires a specialized tool to ensure the AI model is trained to deliver the best results. Human resources teams must use AI tools designed to screen and engage potential candidates. Customer support teams need AI tools to chat effectively with website visitors or clients looking for information. Sales teams need AI tools to help them write proposals, book meetings, and write effective sales emails.

AI tools for employee training

Training departments are no different. Those involved in employee training need AI tools designed to create effective training courses.

Fortunately, training departments have many options, but selecting the right tool can be challenging. To simplify the task, here are the top 8 questions to ask when choosing a tool to create the content for your employee training:

1. Is the AI tool designed for training? Does the tool advertise itself as specifically designed to build training content and can support the development of content for eLearning, videos, presentations, instructor-led training (ILT), microlearning and more?
2. What data sources are used? Select a tool where you control the content that is used to build the training content. You don’t want a tool that relies on publicly available information that may not be correct or current. Instead, look for a tool that allows you to build company- and product-specific content. Having a tool that allows you to import Word documents, HTML pages, presentations and video recordings will make creating employee training easier and faster.
3. What outputs are supported? Look for an AI tool that supports outputs such as SCORM, xAPI and CMI5 so the content is compatible with most off-the-shelf learning management systems (LMSs).
4. Can you add your branding? Look for a tool that allows you to define the style and branding to match your company’s look and feel.
5. Are there any collaboration features? Look for a tool that allows subject matter experts (SMEs) to quickly provide feedback directly onto the course.
6. What data privacy and security tools are offered? Look for access control to adhere to data protection regulations and appropriately handle sensitive information.
7. How much does the tool cost? Consider the pricing structure, licensing models, support costs and any additional costs associated with using the tool.
8. Can I get a demo? Before committing to any tool, verify that it can deliver the output and that the quality of the content meets your expectations.

Other ways AI is helping with employee training

Aside from helping to create training content, AI is now helping to increase the speed and efficiency of employee training programs. Here are some AI use cases specifically for training and development departments:

• Personalized learning paths—AI analyzes learner progress, identifies skill gaps, and adapts content and difficulty levels to create a customized learning experience.
• Chatbots and virtual tutors—AI allows avatars to provide instant support, answer questions, guide learners to learning resources, and enhance engagement through interactive, real-time assistance.
• Predictive analytics for training needs – AI analyzes employee performance and identifies skills gaps to recommend training.
• Content translation – AI tools translate content for multilingual learners.
• Video generation – Create engaging employee training videos with virtual avatars.
• Voice and speech recognition – AI enables voice-based learning, transcriptions, and accessibility features for diverse learners.
• LMS automation and integration—AI can suggest relevant content in a learning management system (LMS), track learner progress, and manage grades and certifications.
• Training ROI measurement – AI can analyze engagement, retention rates, and business impact.

Tips for introducing AI into your organization

Employee training content creators and instructional designers may hesitate to include AI in their technology stack. Here are some thoughts on how to tackle concerns and introduce the technology.

First, communicate the value that the AI tool will bring to users’ daily lives. Highlighting benefits such as time savings, increased efficiency, and reduced repetitive tasks can help alleviate fears. Providing real-life examples or case studies of similar organizations successfully using AI can further build confidence.

Ease employees into AI adoption with a pilot program. Implementing AI in a small, low-risk area allows organizations to demonstrate its effectiveness without overwhelming staff. Gathering feedback from early adopters and refining the tool before a full rollout can help smooth the transition.

Offer hands-on training and support to familiarize employees with the AI tool’s capabilities. Allowing employees to experiment with the tool in a controlled setting can also help ease apprehensions.

Assure the employee that AI is a partner, not a replacement. AI is best used to handle routine and repetitive tasks so content creators and instructional designers can focus on higher-value work that requires creativity, strategic thinking, and problem-solving.

Finally, managers should encourage a culture of learning and experimentation. Ask employees to suggest and explore AI tools to increase efficiency and align with company goals.

By following these tips, organizations can select the right AI tool for developing employee training, integrate it into daily workflows, increase productivity, and offer a more innovative workplace.

Author: Sarah Sedgman, CEO of LearnExperts.ai, started her career as a course developer and eventually owned some of the largest and most profitable learning businesses at companies like Cognos, IBM, PTC, and Kinaxis. As founder of LearnExperts and board member of CEdMA and TSIA, Sarah’s vision is to help customers build great and effective learning programs in days, not months.