What Is Virtual Training? Best Practices & Tools in 2026

“Most training programs don’t stick.” A report backs this up, stating that 70% of information is forgotten within 24 hours of a session.

Companies onboard a new hire, give them all the docs and sessions... and a week later, they’re still pinging their managers for help.

The reason behind this is simple. Traditional training isn’t built for the pace of today’s workplace. Employees need role-specific guidance and right in the moment.

That’s when virtual training fixes what traditional methods can’t. And to be honest, it has been around for some time now, the standards have changed due to AI and the speed at which it can be created. Virtual training cannot buried in a PDF or locked inside a 90-minute Zoom recording.

In this blog, we’ll explore what virtual training is, what it includes, why more companies are moving toward it, and the best practices that make it work.

P.S. If you're still figuring out onboarding, we’ve covered that in detail in our blog “What is Virtual Onboarding? (+Best Practices & Tools in 2025)”. Start there first, then come right back.

Here’s what this blog covers:

• What Is Virtual Training?
• Virtual vs. Traditional vs. Blended Comparison Table
• Key Components of Virtual Training Programs
• Science Behind Why Virtual Training Works
• Top Reasons Companies Are Switching to Virtual Training
• Common Challenges in Virtual Training
• Best Practices for Virtual Training Programs
• Top Virtual Training Platforms for Businesses
• TLDR: Which One Should You Pick?
• Case Study: Virtual Salesforce Training for Bajaj’s Field Force Agents
• FAQs

What Virtual Training Isn’t

Look at the image below:

• The training is taking place in a physical classroom.
• The instructor stands at a podium, facing the participants.
• Everyone’s together in one room, looking at the same projected screen.

Is this virtual training?

Although slides or web tools are in use, this can't be called virtual.

It's still an in-person (or at best, a blended/hybrid) learning session.

So, what is virtual training?

Virtual training is a method of delivering learning in a digital environment, typically over the internet. It allows learners and trainers to connect from anywhere, using online platforms or tools.

There are two main types of virtual training:

• Synchronous Virtual Training occurs in real-time, where the trainer and learners interact live, much like in a classroom, but through platforms such as video conferencing tools & collaborative whiteboards. It's great for group discussions, Q&A sessions, and hands-on demonstrations.
  
• Asynchronous Virtual Training supports self-paced learning and doesn't require a live trainer. Learners can access content anytime, anywhere, through tools such as LMS platforms, simulation software, digital adoption platforms, knowledge bases, videos, or PDFs. It works best for flexible learning, refresher courses, or compliance training.

In short, whether it's live, simulated, or recorded, if the training happens online, it’s virtual training.

Virtual vs. Traditional vs. Blended Comparison Table

Let’s clear the confusion right away. While “training” sounds universal, delivery methods change everything.

Here’s how virtual, traditional, and blended formats compare.

Key Components That Make Virtual Training Programs Work

Research shows that well-designed virtual training programs can cut training time by 40–60% and improve knowledge retention from as low as 8–10% to as high as 25–60%.

So what actually makes them “well-designed”? Whether you're training remote teams, sales reps, or frontline staff across industries, here are some components that make a high-performing virtual training program:

1. Clear Learning Objectives

Component: Defining what learners should know or be able to do after the training.

Before you start designing virtual training content, get clear on the outcome.

For example, maybe a retail associate should be able to use the new POS system smoothly. Or maybe your sales reps should feel confident updating CRM data right after a client meeting.

When the outcome isn’t clear, it’s easy for learners to zone out and that’s where overall training engagement takes a hit.

2. Blended Content Formats

Component: Using a mix of content types to suit different learners and learning moments.

No single format works for everyone. The best programs combine formats that fit the topic and the audience:

• Live sessions for onboarding or product demos
• Short videos for quick tool tutorials
• Interactive modules for compliance or process training
• In-app guidance for just-in-time learning moments

Take a manufacturing company, for example. They might start with a live webinar to introduce a new ticketing system, then follow it up with on-screen walkthroughs (using a digital adoption platform) so users can learn directly inside the tool.

When content formats are blended thoughtfully, learning feels more natural and it actually sticks.

3. User-Friendly Tech Stack

Component: Choosing intuitive, easy-to-use platforms for both trainers and learners.

Even the best training content won’t work if the technology is clunky. A strong virtual program relies on tools that just work, like:

• Video conferencing platforms (Zoom, Teams)
• Flexible LMS or learning portals
• Digital adoption tools like Gyde for in-app guidance

For example, a logistics company might use Zoom for live SOP training while Gyde guides warehouse managers step-by-step inside their inventory management system.

When the tech is seamless, learners spend their time learning and not troubleshooting.

4. Built-In Interaction & Engagement

Component: Making learning active and engaging, not passive.

Virtual training doesn’t have to mean staring at a screen. Adding interactive elements keeps learners involved and helps information stick. That could include:

• Polls, breakout rooms, and live chats during webinars
• Quizzes or decision-making exercises in self-paced modules
• Gamified elements like badges or leaderboards

For example, a bank could train customer support staff using real-world case simulations and role-playing in breakout rooms. These activities make learning more engaging and memorable.

5. Support Beyond the Session

Component: Extending learning with resources and access after the session ends.

Learning isn’t over when the webinar or module finishes. Give learners tools to reinforce and apply what they’ve learned, such as:

• Downloadable job aids like checklists and quick guides
• FAQs and searchable knowledge bases
• Ongoing access to recordings and refresher modules

For instance, a telecom company launching a new billing platform might combine live training with in-app help articles so employees can get guidance exactly when they need it.

6. Analytics & Feedback Loops

Component: Using data to measure effectiveness and continuously improve training.

You can’t improve what you don’t measure. Tracking learner behavior helps you spot gaps and optimize content:

• Are learners completing modules?
• Where do they drop off?
• What questions come up most frequently?

Use these insights to refine training programs and make sure they’re not just checking boxes, but actually building skills and driving behavior change.

Quick Tip: Think of your virtual learning program like a product — it should solve a real problem, be easy to use, support learners in their workflow, and evolve based on feedback.

The Science Behind Why Virtual Training Works

1. Our brains can only take so much at once

You know that overwhelming feeling after a long training session? That’s cognitive overload. Our brains are wired to process information in small bursts. Virtual training naturally supports that by breaking lessons into shorter, digestible chunks. This helps learners focus, understand, and retain more.

2. We remember better when we see and hear

When visuals and audio come together (say, a walkthrough video paired with a voice explanation) it activates two parts of the brain. This is called dual coding, and it’s why visual-rich, interactive learning sticks far longer than plain reading or listening.

3. Repetition helps knowledge stick

Our brains need time and repetition to store information for the long term. Virtual formats make that easy by allowing spaced repetition. Meaning, learners can revisit concepts over time, reinforcing memory and building real mastery instead of short-term recall.

4. Choice drives motivation

According to Self-Determination Theory, people learn best when they have autonomy, feel competent, and stay connected. Virtual learning gives that sense of control. Typically, it allows learners to choose when to learn, test their skills, and see progress instantly. That autonomy keeps them genuinely motivated.

5. Instant feedback keeps the brain hooked

Every time a learner completes a quiz, simulation, or quick challenge and gets feedback, the brain releases a small dose of dopamine. That instant reward loop keeps learners interested and eager to continue.

In short: it’s how the brain likes to learn
Virtual training works because it plays to our biology. It’s spaced, visual, autonomous, and responsive. All such elements help the human brain absorb, retain, and apply knowledge naturally.

Top Reasons Companies Are Switching to Virtual Training

When virtual training is built on the right components (like clarity, interactivity, smart use of technology, and ongoing support) it delivers measurable results. That’s why more organizations are moving beyond the “experiment” phase and making virtual learning a core part of their L&D strategy.

Here are the top reasons behind this shift:

1/ It’s The Budget-Friendly Way to Upskill

IBM saved around $200 million (about 30% of its training budget) just by shifting to online learning. The truth is that many training topics can be easily covered virtually.

You don’t need physical space, setup, or all the extras that drive up training costs. That’s a huge win for both L&D and the bottom line.

2/ Learning Can Be Launched Within Days, Not Weeks

With the right tools, you can launch learning programs across departments, time zones (and even continents) within days. Most platforms today are easy to use, and many come with built-in AI/ML capabilities to speed up tasks.

LMSs, DAPs, and even GenAI tools can help you create content faster. The quicker you go live, the easier it is to scale.

3/ More Learners Ask For More Flexibility

Everyone learns differently and at varying schedules. That’s exactly why virtual training works. People can pick it up whenever they have time, revisit tricky parts, or go at their own pace.

Especially in remote or hybrid setups, flexibility is expected. And the more accessible your training is, the more likely people are to actually complete it.

4/ Offers More Formats That Make Learning Stick

Virtual training offers your learners a range of options, including live sessions, short videos, quizzes, walkthroughs, and even simulations. Different formats help remember and apply learning.

It’s layered, it’s practical, and it actually sticks.

5/ (Finally) Know What’s Working, Fix What’s Not

With virtual training, everything’s trackable. You know who’s done what, where they got stuck, and what’s working. No more guessing if a session landed or not.

You get real-time data like completion rates, quiz scores, or drop-offs, so you can fix gaps and improve fast. It’s about finding out your tangible impact.

Common Challenges in Virtual Training

1/ Engagement Can Dip Fast

You can’t rely on body language or eye contact to gauge attention. Learners can zone out quietly. If you’re talking to them for too long without interaction, they’ll mentally log off.

2/ Tech Issues Are (Still) a Thing

There’s always someone struggling with a frozen screen, mic not working, or the infamous “can you hear me?” It delays the start, interrupts flow, and throws people off track, especially those already nervous about tech.

3/ Content Doesn’t Always Translate Well

Slides that felt dynamic in person can fall flat virtually. Long lectures lose steam quickly, and hands-on activities often need complete rethinking. Not everything transitions smoothly from the classroom to Zoom.

4/ Learner Isolation is Real

Virtual spaces often lack the human touch. There's no casual banter, no side chats, no walking up after class to clarify a point. It can feel isolating (because it’s just you and your screen), making it harder for learners to stay motivated.

5/ Tracking Progress Isn’t Always Straightforward

Unlike classroom sessions, it’s harder to “read the room.” In a physical room, body language reveals a great deal (like confusion, boredom, and interest). Online, you’re often flying blind. With cameras off and minimal feedback, it’s challenging to determine whether learners are following along or have become completely lost.

15 Best Practices for Virtual Training Programs

Virtual training isn’t just about putting a live session on Zoom and calling it a day. To make it actually work, you’ve got to plan for the realities of digital learning.

Here are some best practices we’ve seen work across teams and industries:

A. For Live, Instructor-Led Virtual Sessions (Synchronous)

1/ One Device, One Learner

It sounds obvious, but this small rule makes a big difference. When people share a device, one person is the participant and the other becomes the spectator. Virtual training is most effective when every learner has control: clicking, responding, and exploring at their own pace.

2/ Take Breaks (Seriously)

Virtual fatigue creeps up fast. Our attention isn’t built for hours of nonstop online learning. Schedule quick breaks every 45 to 60 minutes; even two minutes to stretch or grab water helps. When learners return refreshed, their participation and retention go up significantly. Small pauses protect big outcomes.

3/ Don’t Let “You’re on Mute” Be the Vibe

Energy translates differently online. A good facilitator doesn’t just present; they host. Use names, ask quick questions, and acknowledge reactions in chat. Avoid monotony or long silences. The best sessions feel conversational and alive, like a dialogue instead of a download.

4/ Be Inclusive

Virtual learning brings people together from everywhere and that’s its power. Use closed captions, relatable visuals, and neutral examples. Be mindful of different time zones and bandwidth limits. Inclusion isn’t a checkbox; it’s what helps everyone feel seen, heard, and capable of learning.

5/ Encourage Questions Throughout

Don’t save questions for the last 5 minutes. Let people ask as you go. Use chat, unmute, emojis, or whatever works for you. The more they ask, the more they learn.

6/ Use Polls, Surveys, or Word Clouds

Interactive tools are more than just “add-ons”, they’re bridges between learners and content. A quick poll can check understanding, a word cloud can spark discussion, and a mini survey can capture instant feedback. These small nudges keep learners thinking, reflecting, and responding in real time.

7/ Collaborate Visually

Tools like Miro, Mural, or Zoom Whiteboard enable people to brainstorm together in real-time. Great for workshops, idea jams, or mapping processes. It makes learners feel part of the session, not just passive viewers.

B. For Self-Paced or On-Demand Learning (Asynchronous)

8/ Break Content into Microlearning Modules

Short, focused lessons (5–10 mins) beat hour-long videos. Whether it’s compliance updates or product knowledge, learners can digest concepts quickly and revisit them when needed. Microlearning makes training less intimidating and more actionable in busy schedules.

9. Use Interactive Formats

Don’t rely on PDFs or long slides. Include quizzes, branching scenarios, simulations, or clickable case studies. For sales training, this could mean practicing objection handling virtually; for customer support, running through troubleshooting exercises. Interactivity keeps learners engaged and improves retention.

10. Offer Contextual Help with DAPs

For software or application-based training, Digital Adoption Platforms like Gyde provide in-app guidance in form of walkthroughs, tips, and embedded help articles. This helps learners get support exactly when they need it, reducing frustration and boosting confidence in real-world tasks.

11. Let Learners Set the Pace

One of the biggest advantages of asynchronous learning is flexibility. Give learners autonomy to decide when and how they learn within broad milestones. When people have control, they take more ownership, which reduces resistance and increases long-term skill retention.

C. For All Formats (Live or Self-Paced)

12. Collect Feedback Often

Use post-session surveys, quick emoji reactions, or pulse polls to see what’s landing well. Then refine and iterate quickly. Great virtual training evolves through small, consistent improvements.

13. Make Resources Easy to Access Later

Record sessions, share notes, and make all materials easy to find later. Learners often return to content when they face a real-world problem and that’s when your training delivers the most impact.

14. Track Engagement and Outcomes

Metrics like completion rates tell only part of the story. Look deeper. Who’s engaging, applying, and improving performance? Use your LMS or DAP analytics to see patterns. Data helps you design better and measure real learning outcomes, not just attendance.

15. Build a Peer Learning Culture

Create spaces where learners can talk to each other, not just the trainer. Use discussion forums, buddy systems, or Slack/Teams channels for ongoing support. When people learn socially, they retain more and feel less isolated in virtual environments.

Virtual training doesn’t have to feel distant or mechanical. With thoughtful design, inclusive facilitation, and the right tools, it can be as immersive and impactful as in-person learning, sometimes even more so.

How AI Is Transforming Virtual Training in 2026

If 2020 was about bringing training online, 2026 is about making it intelligent.
Virtual training is no longer just Zoom calls and slide decks. With AI changing the L&D landscape, we see organizations designing, delivering and measuring virtual training, right from content creation to learner support.

Let’s see some transformative areas.

A. Content Creation

The biggest shift AI brings to virtual training is speed. AI has turned “I’ll get to that training next quarter” into “I can spin up a new module this afternoon.”

Remember the time it took to design a course: writing scripts, creating slides, recording voiceovers, or building assessments. Now, AI does the heavy lifting.

• Auto-generating walkthroughs: Tools like Gyde’s AI-powered browser extension can instantly turn any process into a step-by-step walkthrough with screenshots, tooltips, and narration.
• Instant video creation: AI video tools can turn a written script into a narrated training video complete with avatars, subtitles, and branding.
• Quiz generation: AI can read through your content and automatically generate knowledge checks that align with learning objectives.

Training teams can focus less on building content and more on curating experiences.

B. Personalization

Traditional virtual training treats everyone the same. AI changes that.

Adaptive learning systems (backed by AI) now track how employees interact with content (what they skip, where they struggle, and what they revisit) and use that data to personalize the experience in real time.

Adaptive learning paths: Instead of pushing one-size-fits-all courses, AI suggests the next lesson based on each learner’s pace and performance.

Skill mapping: AI analyses job roles, KPIs, and course history to identify skill gaps, then recommends targeted modules or microlearnings to close them.

Within LMS, it acts like a personal coach built into your LMS. A tool that knows when to challenge, when to repeat, and when to move on.

C. AI Coaches & Avatars

AI-driven chatbots and avatars are now embedded in business applications to guide users through processes, answer questions, or even role-play customer interactions.

• Chat-based help: Inside tools like Salesforce or SAP, employees can simply ask, “How do I create a new opportunity?” and get a step-by-step walkthrough instantly.
• Virtual coaches: AI avatars can simulate conversations, give real-time feedback, and provide context-sensitive advice looking like a digital mentor always within reach.

This blend of support and simulation makes virtual training continuous.

Top 5 Virtual Training Platforms for Businesses

1. Zoom

Best for: Live virtual sessions, instructor-led workshops, webinars

Type of Training: Synchronous / Real-time

Plus Points:

• Familiar and easy for most teams to use
• Breakout rooms, whiteboards, and live polls make sessions interactive
• Reliable for large-scale webinars or training cohorts

Minus Points:

• Doesn’t offer built-in course tracking or assessments
• Needs manual follow-up and external tools for post-session learning continuity

How Zoom uses AI

• AI features help reduce the administrative overhead (like note-taking, capturing action points, summarising key moments) and let instructors concentrate more on facilitation.
• For example: learners join late? AI summary brings them up to speed. Zoom-based whiteboard? AI supports idea generation.

Customer Take:
Zoom is clearly a favorite among users. Here’s what one happy customer had to say:

“Zoom offers high quality video and audio that makes remote meetings feel smooth and productive.”

2. Microsoft Teams

Best for: Internal training, recurring team-based learning, blended corporate learning

Type of Training: Synchronous + Asynchronous (blended)

Plus Points:

• Deep integration with Microsoft 365 (Planner, SharePoint, OneDrive)
• Great for hosting ongoing learning, sharing resources, and daily collaboration
• Good for structured programs where communication and files are tightly linked

Minus Points:

• The interface can get cluttered or overwhelming for new users
• Limited native engagement features (like polls or quizzes) without add-ons

How Teams uses AI

• Teams offers features like Intelligent Recap that automatically generates notes, identifies key discussion points, segments recordings by topic or speaker.
• It also uses AI for video optimisation, voice isolation (to remove background noise), auto-transcripts, translation of captions in live meetings.

Customer Take:
Microsoft Teams holds a solid ratings on most software listing sites. Here’s what one g2 user appreciated:

“Ever evolving service that works for most organisations built on a common user interface to provide a solution that works without masses of training and customisation”

3. Adobe Learning Manager (formerly Captivate Prime)

Best for: Formal learning paths, compliance training, certifications

Type of Training: Asynchronous + Blended

Plus Points:

• Supports learning paths, certification tracking, and gamification
• AI-based content recommendations personalize the learning journey
• SCORM/xAPI support for rich learning content

Minus Points:

• Steeper learning curve for admins and course creators
• Pricing and feature complexity may not suit smaller teams

How Adobe Learning Manager uses AI

• Semantic search and AI-powered search help learners find exactly what they need, even if they don’t know the exact keyword.
• There is an AI-powered recommendation engine that suggests courses based on learner’s role, interests, skills & past activity.
• For administrators, there’s an Admin AI Assistant (beta) that helps with feature exploration, troubleshooting, and faster workflows.

Customer Take:
For Adobe Learning Manager, one reviewer shared:

“As an instructor, I can easily print sign-in sheets and quickly mark attendance after sessions. As an administrator, I love the ‘Impersonate User’ feature; it helps me troubleshoot employee issues more effectively.”

4. TalentLMS

Best for: Blended learning, scalable training for SMEs, role-based paths

Type of Training: Asynchronous + Live (supports blended learning)

Plus Points:

• Easy to set up and customize without heavy tech support
• Includes gamification, quizzes, and certification options
• Mobile-friendly and affordable even for smaller teams

Minus Points:

• Reporting and automation features are basic in lower-tier plans
• Fewer advanced integrations compared to enterprise-grade LMS platforms

How TalentLMS uses AI

• Through its “TalentCraft” AI tool, TalentLMS enables AI-assisted course/content creation like generating pages, visuals, flashcards, questions, step-by-step guides from documents.
• It offers AI-powered personalized learning features, and a new “AI Coach” tool for learner support and skill-based pathways.

Customer Take:
One of the TalentLMS user's noted:

“Talent LMS is that it’s simple to manage, uploading courses, assigning them, and tracking completions is easy. The switch from the legacy interface to the new one has been a refreshing change. It looks cleaner, feels more modern, and just makes navigation smoother.”

5. Gyde

Best for: In-app software training, employee onboarding, process guidance

Type of Training: Just-in-time / Self-paced / Embedded training

Plus Points:

• Provides real-time walkthroughs within tools such as Salesforce, SAP, Oracle, etc.
• Contextual help articles and short process videos exactly where needed.
• All help resources (such as walkthroughs and help articles) are multilingual and can be viewed in the user’s preferred language.

Minus Points:

• Focused purely on software/process-related training, not ideal for soft skills or leadership topics
• Doesn't work on Desktop-based applications

How Gyde uses AI

• Gyde offers an AI-powered walkthrough creator that captures steps in a workflow and automatically generate basic step titles and description.
• This saves time while creating how-to guides and walkthroughs and helps training creators push more guidance content.

Customer Take:
Here’s what one delighted customer shared:

“The seamless integration with the platform. Setting up the software is a breeze. Gyde's own walk-through makes it very easy to set up a new project in the tool and start adding help articles right away. Overall, it took the technical team less than an hour to set up Gyde with our platform.”

TLDR: Which One Should You Pick?

Choose wisely; so your current tech stack turns into a true learning ecosystem.

Case Study: Virtual Salesforce Training for Bajaj’s Field Force Agents

When Bajaj Finance, a prominent Non-Banking Financial Company (NBFC) in India with a comprehensive lending portfolio, rolled out Salesforce Mobile App, their field agents had access to one of the most powerful CRM tools in the industry. But, in reality, their agents still skipped visit logs, raised incomplete tickets, or called managers for help.

The challenge wasn’t lack of training—it was lack of access at the moment of need.

That’s where Bajaj reimagined virtual training by bringing it inside the application itself. With Gyde’s Digital Adoption Platform, Salesforce Mobile App became a live learning environment.

Bajaj field agents could now:

• Follow step-by-step walkthroughs for their how-to queries directly on mobile, helping them complete digital tasks error-free.
• Access in-app guidance in their preferred language, eliminating the need for translators and ensuring truly multilingual support.
• Get instant feedback through in-app assessments, helping them retain and apply learning on the spot.

This shift turned virtual training from a one-time event into an always-on performance layer.

And the results spoke for themselves:

• 46% reduction in ‘on-hold’ loans
• 62% increase in CRM adoption
• 57% boost in field productivity

By embedding virtual learning directly into daily workflows, Bajaj made Salesforce Mobile App faster to adopt for their last-mile users.

To close, virtual training is remote, yes, but when it connects to real work moments, it stops feeling distant. It starts showing up in results, in confidence, and in performance of your end-users!

FAQs

1/ Can virtual training be effective for software onboarding?

Yes—and it should be. But watching a demo video once isn’t enough. Tools like Digital Adoption Platforms (DAPs) make it effective by guiding users through the software in real-time. That’s when the learning actually sticks.

2/ Is virtual training suitable for all teams across an enterprise?

Mostly yes, but format matters. Live sessions work well for leadership and soft skills. Self-paced modules suit compliance or certifications. In-app guidance is perfect for software and process training. Match the format to the need.

3/ Can virtual training really replace in-person onboarding?

It can and often does. Especially when paired with tools that support on-the-job learning. You may miss the lunchroom vibe, but in terms of speed, scale, and consistency, virtual often performs better.