A Comprehensive Guide to Virtual Training

Virtual training has become indispensable for remote teams. Yet, many programs—particularly Virtual Instructor-Led Training (VILT)—are often poorly designed and delivered. Participants frequently describe such programs as:

• Boring and repetitive.
• A random reapplication of outdated training materials.
• Accompanied by poorly designed slides.
• Ineffectively delivered.
• Plagued by technical problems.

Despite these challenges, successful delivery is entirely possible when organizations harness the unique strengths of VILT.

Outlined below are three fundamental steps to designing and delivering effective virtual training while avoiding common pitfalls:

• Select a platform that aligns with training objectives.
• Design engaging and impactful content.
• Equip trainers to deliver programs effectively online.

Choosing the Right Platform for Virtual Training

A wide range of platforms is available for VILT, including Zoom, Adobe Connect, Microsoft Teams, Cisco Webex, GoToWebinar, On24, and others. Each offers distinct advantages, and the training objectives should guide the choice. For example:

• A webinar platform is sufficient if the goal is to share information with a large audience.
• For one-on-one or small group training, a video-enabled meeting platform is preferable.
• For instructor-led sessions that replicate a classroom experience, the platform should provide features that create an interactive learning environment.

Identifying the tools required for delivery—such as breakout rooms, virtual whiteboards, chat functions, polls, and audio/video sharing is equally important.

The best practice is to design training around the desired outcomes, develop a clear instructional plan, and then select the most appropriate platform. A common mistake organizations make is adapting training to fit their existing platform. Instead, they must ensure the platform’s features align with the intended learning outcomes.

Here are three key considerations when choosing a platform:

1. Focus on Outcomes

When selecting a platform, two essential questions should guide the decision:

• What outcomes should the training achieve?
• What type of virtual training is being delivered?

Examples include:

• To share information with large audiences: use a webinar platform.
• For small-scale meetings or training sessions: use a virtual meeting platform.
• For instructor-led training in a classroom-like format: use a platform with breakout rooms, whiteboards, and similar interactive tools.
• For long-term, multi-year programs involving diverse skills and multimedia content: adopt a comprehensive Learning Management System (LMS).

2. Choose the Right Tools

Carefully evaluate each platform's tools, as they enhance interaction, improve the learning experience, and help participants retain and apply knowledge in the workplace. Tools fall into two categories:

• Trainee tools for engagement.
• Trainer tools for delivery.

Trainee tools for engagement:

• Chat.
• Polls.
• Video calls.
• Websites.
• Whiteboards
• Breakout rooms.
• Microphones.
• Webcams.
• Images.
• Audio/video recording.
• Gamification.
• Quizzes.

Having many of these tools does not necessarily make a platform ideal. The priority should remain the training objectives, selecting only the tools that genuinely support them, while avoiding unnecessary or distracting features.

Trainer tools for delivery

These are often overlooked, yet they are vital. Trainers need platforms that:

• Facilitate participant engagement.
• Enable screen control to emphasize key concepts.
• Provide multimedia functionality.
• Track engagement levels.
• Allow calling on participants by name.
• Manage visual content effectively.
• Generate detailed reports.

Ensuring ease of login, simple tool navigation, and manageable backend settings is also crucial.

3. Collaborate with the IT Team

Learning & Development (L&D) teams traditionally manage Instructor-Led Training (ILT). Their responsibilities typically include:

• Defining objectives and scope.
• Designing and delivering content.
• Evaluating outcomes.

With VILT, however, technical requirements add complexity, making collaboration with the IT department essential. Involving IT from the outset ensures smoother platform selection and implementation while minimizing technical disruptions.

Key technological requirements include:

• Devices: Determine whether participants will join via mobile phones, tablets, or computers.
• Software and permissions: Confirm that required applications are installed with the necessary permissions.
• Bandwidth and internet speed: Account for regional internet variability when planning multimedia or interactive elements.
• Microphones and webcams: Decide whether trainees will participate using built-in microphones, headsets, or mobile devices, and clarify if webcams are mandatory.
• Technical support: IT teams are crucial in setting up virtual classrooms and providing live support during sessions.
• Security: Organizational security protocols may conflict with specific platforms, while VPNs and firewalls can slow connections or limit access.

All these factors should be considered when selecting a VILT platform.

Designing Engaging Training

The concept of the “Engagement Threshold” refers to the point at which a person’s attention is captured; below this threshold, attention is lost entirely. Many organizations train their sales teams on this principle so they can hold buyers’ attention during virtual meetings. Ironically, however, it is often difficult to keep the sales teams themselves engaged when this very concept is explained—particularly in virtual training programs.

A common misstep organizations make is simply converting traditional classroom-based training into Virtual Instructor-Led Training (VILT) without considering the implications. This approach is ineffective because VILT cannot be treated as a straightforward digital version of in-person training. Instead, it requires a tailored design. Below are three critical considerations.

1. Designing Specifically for VILT

Training content and activities must be adapted to suit the virtual environment. Several elements demand deliberate planning, including: opening the session effectively, delivering content clearly, managing discussions, transitioning between visuals and slides, reading participants’ emotions, structuring interaction, addressing distractions, managing technology, scheduling breaks, organizing breakout sessions, and planning exercises.

3 critical elements for VILT design include:

• Learning: Define the knowledge participants must acquire.
• Feeling: Identify the emotions participants should experience, as emotions strongly influence engagement and retention.
• Action: Specify the behaviors or applications participants are expected to adopt, ensuring training translates into meaningful actions.

After defining these, think about achieving them online, focusing on session flow, virtual sequencing, and interaction.

Keeping VILT Short and Focused

Expecting participants to remain engaged for hours without breaks is unrealistic. Instead, design shorter sessions with clear objectives, reduce content overload, and leave space for discussion and application. This makes training practical, useful, and enjoyable.

Reducing Content and Increasing Slides

Slide design is pivotal in sustaining attention. VILT should rely more heavily on slides and visuals while minimizing text, since images and movement are far more effective at holding participants’ focus.

2. Sustaining Participant Attention

Once attention is lost in VILT, it is difficult to regain. Overlooking distractions significantly increases the risk of failure. Sustained engagement requires frequent activities, varied visuals, critical thinking prompts, and active involvement.

Best practices include:

• Eliminating distractions: Ask participants to close email, silence phones, and disable notifications or applications. Reinforce this at the beginning of the session and allow a few minutes for compliance.
• Encouraging participation: VILT should be interactive, not passive. Set clear participation rules—for example, calling on participants by name, requiring use of video/audio, or assigning group work. Capture attention from the start and emphasize the expectation of full engagement.
• Frequent activities: Unlike in-person training, where activities are spaced 15–20 minutes apart, VILT demands near-constant engagement. To maintain interaction, use polls, chat, quizzes, videos, whiteboards, and breakout rooms.
• Fostering interaction: Actively invite questions, comments, and discussions. The more participants contribute, the stronger the session.
• Monitoring engagement: Track involvement in polls and chat. If a participant is not engaging, send a private message to check in.
• Calling participants by name: For example, “Sarah, after this activity, please turn on your webcam and present to the group,” or “Amjad, how would you respond to this objection in a sales conversation?”
• Trainer-host collaboration: Enhance energy and enjoyment by incorporating light interaction or games between the trainer and the host.

3. Enhancing Engagement Through Interaction

Training is successful only when participants are attentive, involved, and engaged. Achieving this requires deliberate use of interactive tools, activities, and practical applications, making the platform’s interactive features central to VILT design.

Sessions should begin with an engaging opening to capture attention immediately. Once secured, engagement must be sustained and deepened through interactive elements and applied learning. Examples include:

• Breakout rooms for group discussions.
• Chat rooms for peer interaction.
• Polls to spark thinking, action, curiosity, and debate.
• Exercises for analysis, discussion, presentation, and feedback.
• Games and simulations with immediate feedback and evaluation.
• Competitions and quizzes to maintain focus.
• Webcams for emotional connection.
• Microphones for verbal contributions.
• Chat boxes for opinions and questions.

Participants should be re-engaged approximately every three minutes. Consider breaking a concept into shorter, digestible segments if it requires a longer explanation.

According to Edgar Dale’s Cone of Experience, people retain:

• 10% of what they read.
• 20% of what they hear.
• 30% of what they see.
• 50% of what they both hear and see.
• 70% of what they say and write.
• 90% of what they do.

This underscores the importance of interaction and active contribution in VILT.

Delivering Training Successfully

Effectiveness in face-to-face training does not automatically translate to success online. Trainers must adapt their delivery style and learn how to foster engagement in a virtual setting. Key considerations include:

1. Choosing the right trainers

Not every trainer is suited for virtual delivery. VILT requires significant mental energy, preparation, and collaboration. Trainers must recognize the differences between online and in-person training and strengthen their digital skills.

2. Trainer-host collaboration

Every VILT session should include a host who can manage unexpected technical or logistical issues, enabling the trainer to focus solely on the participant experience.

3. Thorough preparation

Preparation is even more critical online. Trainers, hosts, and participants must all be ready. Participants should clearly understand expectations, such as joining with video, using audio, or completing pre-session tasks. They may also need to install the required software. Participant readiness—often overlooked—is essential to VILT success.

Conclusion

Many organizations struggle to design or adapt training for virtual environments. Since VILT remains a relatively new field, failures often stem from technology, trainer readiness, and instructional design challenges.

Designing courses specifically for virtual learning environments ensures impactful training and delivers outstanding results.