Tailoring Your eLearning in the Age of AI

Creating custom eLearning is like making a bespoke suit: it should fit your learners, your organization, and your goals perfectly. Not “off-the-rack” compliance modules. We’re talking tailor-made content that supports real change, especially now, when tools like ChatGPT, ElevenLabs, and Synthesia are changing how we work (and how learners learn).

So let’s dive into how we, as instructional designers and trainers, can design custom learning that feels personal, purposeful, and yes…AI-enhanced.

Illustration of a person walking on a golden path towards a bullseye in the sky (Midjourney, 2025).

Step 1: Identify Learning and Performance Goals

Before you even think about slide layouts or voiceover scripts, pause. Put yourself in the learner’s shoes, and the business’s. What’s the point of this training? What behavior needs to change? What pain point are we solving?

This is where your strategy begins. Whether you’re building a 10-minute micro-course or a full certification program, your learning goals should act like your design GPS: guiding every decision you make from content format to interactivity to assessment.

Here’s the difference between an “OK” course and a great one:

• OK course: Learners complete it.
• Great course: Learners do something different because of it.

So, ask yourself:

• What should the learner be able to do after this training?
• Where will they apply it: on the floor, in a client call, during code review?
• How will we know if it worked?

Once you’ve mapped this out, then it’s time to choose your format. A linear slide deck might work for policy refreshers. But if you’re teaching conflict resolution? That might call for a branching simulation with AI-generated dialogue and a reflective debrief.

💡 Try This Prompt

“Generate a course outline that teaches [topic] with a focus on [performance goal] for [audience type], using real-world scenarios and interactive moments.”

Use this prompt in ChatGPT or Gemini to generate a rough starting framework, then fine-tune the tone, examples, and flow to match your learner’s world.

Practical Example

Let’s say you’re designing training for a team of customer support agents. Instead of dumping them into slides about empathy and escalation protocol, think through the actual rhythm of a support ticket.

• How do they greet the customer?
• What decisions do they make under pressure?
• What tone earns trust?

Now build your course around that flow. Use AI (like ElevenLabs or Synthesia) to create simulated customer calls that agents can listen to, respond to, and reflect on. Or use ChatGPT to create conversation branches where learners choose how to handle tricky moments and then see the consequences of those choices.

Illustration of a person reading notes as documents float around them (Midjourney, 2025).

Step 2: Cut the Fluff, Keep What Matters

Once you’ve mapped your goals, it’s time to channel your inner editor. The goal? Build lean, focused learning that respects your learner’s time and gets them what they need: no more, no less.

This step is where many IDs get stuck. You’ve got loads of content: pages of SOPs, slide decks from five SMEs, and a 30-page PDF that someone insists is “critical.” But more isn’t always better. In fact, too much content leads to cognitive overload, disengagement, and a whole lot of “next… next… next” clicking.

Your job is to filter, prioritize, and shape the information so it directly supports your learning outcomes. If it doesn’t help the learner take action, it either gets trimmed, relocated, or rewritten. This doesn’t mean throwing away great content, but rather making strategic decisions:

• Does this support the performance goal?
• Is this essential for success, or just nice-to-know?
• Could this live better as a downloadable or job aid?

By doing this upfront, you save time in development, improve learner focus, and create space for interactive moments, reflection, and feedback.

💡 Try This Prompt

“Summarize this dense [policy/process/topic] into essential, action-based takeaways for [role]. Identify what’s mission-critical vs. what could be linked as a supplemental resource.”

You can also ask AI to tag terms for a glossary, turn technical content into plain language, or rewrite text for different reading levels.

Practical Example

Imagine you’re designing compliance training for warehouse employees. The SME gave you a 60-slide deck full of legal definitions, OSHA policy citations, and worst-case scenarios. Here’s how you tailor it:

• Pull out only the parts directly related to what workers do daily (e.g., how to inspect lifting equipment, who to report to, what to do in an incident).
• Use AI to rewrite the jargon into short, plain-language tips.
• Offload the legal references and full policy PDFs to a “Resources” section, so it’s there if someone needs it, but not blocking the learning.

And that story about “what happened in a different state in 2004”? Probably not essential. Save it for a case study if it supports the behavior change you’re after.

Illustration of a person at a computer desk giving a thumbs up (Midjourney, 2025).

Step 3: Add Formative Feedback Early and Often

Let’s talk feedback, not the kind learners get once they’ve already failed the final quiz, but the kind that helps them grow before they stumble. In the world of learning, feedback isn’t just a wrap-up moment. It’s a coaching tool, a confidence boost, and a critical piece of how we help people course-correct while they’re still in the learning zone.

Enter: formative feedback. These are the checkpoints along the journey where learners get a sense of how they’re doing. It’s the friendly nudge, the “you got it” or “close, try again,” that keeps momentum going without penalty or pressure.

Why it matters:

• Learners make mistakes in a safe space.
• They correct misunderstandings before they become habits.
• You reinforce key concepts in bite-sized, low-stakes ways.

The goal? Build a course that functions more like a conversation than a lecture.

💡 Try This Prompt

“Create 5 low-stakes knowledge check questions for [topic], each with detailed, supportive feedback that explains why each option is right or wrong.”

Bonus Prompt:

“Generate a quick interactive scenario with branching feedback based on learner choices, focused on [soft skill/problem-solving task].”

Practical Example

You’re designing a cybersecurity training for remote employees. Instead of dropping a single quiz at the end that asks, “Which of the following is a phishing attempt?” try sprinkling in checkpoints like:

• Hotspot activity: Learners click on suspicious elements in a fake email and get instant feedback.
• Mini-scenarios: “You get this email: what do you do?” Let them choose, then show why each response works or doesn’t.
• Confidence sliders: “How confident are you in this decision?” Then offer a short rationale, reinforcing or correcting based on their response.

This kind of embedded feedback turns your course into a practice field, not just a pop quiz. It builds mastery, not anxiety.

Pro AI Tip: Use AI to generate variations of formative questions, giving you an easy way to rotate quizzes, build pools, or support adaptive learning paths. You can even create a dynamic chatbot inside your course that checks learner understanding mid-module (e.g., “Ask me if you’re not sure what phishing looks like.”).

Illustration of a person climbing steps toward a trophy (Midjourney, 2025).

Step 4: Vary the Pace, Structure, and Format

If your course feels like a never-ending scroll of static slides and stock photos, it’s time to mix it up. We’ve all been there: clicking through a linear course that reads more like a PowerPoint graveyard than a learning experience. And while structure is important, repetition without variety can quickly lead to disengagement. Learners stop thinking and start scanning.

As an instructional designer, your job isn’t just to deliver content, it’s to shape how learners move through it. The pace of information. The structure of interaction. The format of content delivery. All of it matters.

Think of your course like a great documentary:

• There’s a narrative arc.
• There are moments of energy and quiet.
• There’s a rhythm that keeps you curious.

So, shake off the slide deck structure and start experimenting:

• Alternate reading with interaction.
• Swap paragraphs for infographics.
• Break content into short scenes (instead of long lectures).
• Let learners choose how to explore when it makes sense.

💡 Try This Prompt

“Design a non-linear eLearning module for [topic] that includes interactive elements, visual content, and scenario-based learning. Vary the pacing to maintain learner engagement.”

Bonus Prompt:

“Convert this long-form content into a modular format with multiple entry points for different learner needs or time constraints.”

Practical Example

Let’s say you’re building a leadership training program for new managers. Instead of a flat, one-directional experience:

• Start with a branching scenario: An employee brings a personal issue to the manager. How should they respond? Let learners make choices and explore consequences.
• Follow up with a short video clip (use Synthesia or Descript) of a coach modeling ideal behavior.
• Then offer an infographic download: a “Quick Guide to Handling Sensitive Conversations.”
• Finally, include a reflection prompt where learners type in their own approach, and optionally get AI-generated tips in return.

Better yet? Let learners choose their path: “Want to explore common missteps first, or dive into coaching strategies?” By offering multiple ways to engage (i.e., audio, visual, interactive), you make space for different learning styles, attention spans, and needs.

Illustration of a person looking ahead as directional arrows fill the sky (Midjourney, 2025).

Step 5: Personalize It Like a Pro

Personalization isn’t a trend, it’s a learner expectation. In an age where we can customize our playlists, coffee orders, and even our yoga instructors’ voices, your learning content shouldn’t feel like it was built for the masses. That doesn’t mean creating a course from scratch for every learner. It means designing experiences that reflect your audience’s world: their industry, tools, tone, challenges, and culture.

And the good news: you don’t have to do it all manually. AI tools can make it faster than ever to localize content for different audiences, rewrite scripts in varied tones, or dynamically adjust examples based on job roles.

Why it matters:

• Learners feel seen and respected.
• They connect faster to the material.
• They’re more likely to apply what they learn because it actually sounds like them.

So instead of thinking “What content do I need to teach?” ask: “How can I make this sound like their world?”

💡 Try This Prompt

“Rewrite this module introduction in a conversational tone appropriate for [role] working in [industry], emphasizing practical relevance and friendly language.”

Bonus Prompt:

“Tailor this case study for [frontline retail workers / healthcare providers / junior developers] using terminology and examples from their daily work.”

Practical Example

Let’s say you’re designing the same DEI training for both corporate managers and food service staff.

• For managers, your tone might be more formal, with terms like “inclusive leadership” or “psychological safety.”
• For frontline workers, the same concepts could be taught using stories about team huddles, customer interactions, or back-of-house dynamics.

Use ChatGPT to localize each version: same message, but in the learner’s voice. And if you’ve got multilingual audiences? Use AI translation tools (like DeepL or Google Translate, then edited by a human) to produce fast first drafts in multiple languages.

If you need different formats as well, you can turn a long text lesson into:

• A micro-podcast for busy learners
• A TikTok-style recap with CapCut
• A text-only script for accessibility readers
• A quick job aid for printing or mobile viewing

Don’t forget the power of branding here, too. A personalized learning experience should feel like it belongs to the organization. Match the brand voice, use familiar imagery or product references, and include real employee photos if you can.

Bonus Tip: Platforms like LearnWorlds or Rise let you create learner pathways, so different users see different content based on their answers, job roles, or performance. You can even embed an AI chatbot trained on internal company docs to serve as a 24/7 personalized guide.

Illustration of a workspace with computer, books, and large clock (Midjourney, 2025).

Step 6: Just-in-Time Learning & On-the-Go Access

Here’s a not-so-wild idea: What if learners could access what they need exactly when they need it? In today’s world, learning doesn’t just happen in formal sessions: it happens in the flow of work, often in the middle of a task, on the job site, or between client calls. That’s where just-in-time learning shines: it delivers practical answers at the moment of need.

Think quick-reference videos, searchable content hubs, downloadable checklists, and mobile-friendly tutorials. This isn’t about “one and done” training: it’s about creating tools that support learners beyond the course itself.

And with AI in the mix? You can generate modular learning chunks, simulate Q&A chatbots, and turn complex processes into short, smart explainers in half the time it used to take.

Why it matters:

• Reduces the cognitive load during core training
• Increases retention because learners apply content right away
• Saves time (and frustration) for teams that need answers, not essays

💡 Try This Prompt

“Turn this instructional content on [process/tool] into a short, mobile-friendly microlearning module that can be used on-demand. Include a clear call to action and quick visual reference.”

Bonus Prompt:

“Write a short, step-by-step job aid or ‘cheat sheet’ for [task], optimized for mobile viewing and plain language.”

Practical Example

Say you’re designing onboarding for a retail point-of-sale system. The full eLearning covers every button, flow, and receipt configuration, but when a cashier is on hour six of their first shift and forgets how to process a split payment, they don’t want to retake the course.

So you build a quick-access resource:

• A 1-minute video (made with Synthesia or Loom) titled “How to Process Split Payments”
• A text-only version for download
• A searchable AI chatbot that answers FAQs like “What if the card declines?”

Even better, you design the LMS or training hub to be mobile-first. No login hurdles. No 40-minute modules. Just clear help, right when they need it.

Bonus Tip: You can use tools like ChatGPT or Notion AI to batch-generate short help articles from your full training scripts. Tag them by topic and create a searchable content hub for learners, or integrate them into Slack or Microsoft Teams so support is always a message away.

Why It Works: Just-in-time learning isn’t about skipping training, it’s about supporting it. It reinforces learning in the real world and reduces friction for employees who just want to do their jobs better, faster, and with more confidence.

Instructional designers who build this kind of support system don’t just create courses; they create learning ecosystems.

Illustration of a person and humanoid robot holding hands, with a bullseye in the sky (Midjourney, 2025)

Wrapping It All Up: From Content Creator to Learning Architect

By now, you’ve probably noticed something: creating great learning experiences isn’t about making slides. It’s about making choices (intentional, learner-focused, sometimes AI-powered choices) that shape how people grow.

You’re not just building courses. You’re designing tools for transformation. And when you add thoughtful tailoring, just-right pacing, formative feedback, and access-when-it’s-needed resources? That’s when your learning content stops being forgettable and starts becoming functional.

Let’s recap what we covered:

1. Define clear, actionable learning and performance goals.
2. Trim the fluff: focus only on what moves the learner forward.
3. Build in feedback early and often (not just at the end).
4. Vary your structure, pacing, and media to keep engagement high.
5. Personalize for your audience (and their work context).
6. Design with real-world access in mind: learning should live where the work does.

And throughout it all? Use AI to speed up the tedious parts, brainstorm faster, create smarter variations, and free up your energy for the good stuff: design thinking, strategy, and storytelling.

Final Thoughts (and a Friendly Nudge)

The future of learning isn’t a factory, it’s a studio. A lab. A co-working space where human expertise and AI tools create something better together. So, the next time someone panics over AI in the classroom or questions its role in content creation, remind them: it’s not a threat. AI is a creative partner. And you? You’re the one steering the ship.

Please note: you can also read this article on Medium.