Organizing your Video Library? Use these best practices

How do you build a profitable Video Library? Ruthless organization.

If you're not well-organized and organized, this connectivity may be a source of drawbacks...because no one wants to dig through a file of video to take the duration of a quarter hour. It's not a great use of company time (or the company's dime). Since every business's objectives or workflows, as well as internal structure are completely differing, there's no one-size-fits-all setup.

Ready?

10 best practices for organizing your company's Video Library

•    1. Learn your roles
•    2. Make folder structures simpler for speedier navigation
•    3. You can customize who is able to see what information, securely
•    4. Organize the way your company thinks
•    5. Give specific folders a job
•    6. Include a splash of color in your folders
•    7. Tag your videos in order to bring them up on more relevant content
•    8. Put high-priority content at the top of your list
•    9. Automate legal and regulatory compliance
•    10. Titles and tags for search, and talking points
•    Connecting it all

1. Be aware of your roles

It is easy to separate your team members according to specific roles, like:

• Contributors are the ones who create the content
• Viewers are able to watch and evaluate content

Understanding roles within Your Video Library easier to use and provide an added protection. In particular, you could make recordings of Town Halls accessible to all and keep the internal folders of your project restricted to certain groups or contributors.

Being aware of the specifics of the type of content you want to keep within your library will help you set up subfolders and folders that are intuitive for your team.

Before making your folders, make a spreadsheet or table for the different types of content you'll make. The table should outline the teams or stakeholders are responsible for content as well as who are the contributors as well as who requires access and how content relates to each other. Let's look at an example.

2. Simpler folder structure for faster navigation

How you should structure the video library's content Video Library is up to the individual.

Keep in mind that content is the reason members come to the library. As working memory for the majority of individuals can store anywhere between three and four items of information at any time, you need to ensure your library's resources aren't overwhelming and assets are easy to locate.

A good rule of thumb? Make sure to keep the top folders in order and the subfolders to nine or less.

3. Change who can see what safely

Using Single Sign-On (SSO) helps you log into quicker and more secure. Identity of users is centralized in your company's cloud-hosted Identity Provider (IdP) which includes Azure or Okta.

SCIM (System for Cross-domain Identity Management) adds the ability to provision and eliminate users based on their departure or joining the organization, ensuring that teams seats are always up-to the current status of your employees.

Additionally, SCIM lets you send over groups and automatically update to share information with each member in a single session, you can share with the entire "Marketing" group at one shot.

4. Organise your business in the same way it thinks

When it comes down to establishing your organizational structure, you'll probably choose between two alternatives: (1) organize by your company's departments (2) or by the initiatives that your team members work on. The choice is solely determined by your preferences but doesn't need to be one way or either.

 By Team

Making your folder's structure according to teams is an easy step particularly for companies that are focused on selling their products. Below is an example on how you can arrange the structure of your Video Library by team:

 By Topic

Another way to organize the folder structure is through topic area, which is popular for service-based firms or institutions like those in the fields of healthcare, non-profits and institutions of worship, schools and financial institutions. Here's what that could look like:

5. Give specific folders a job

Once top-level folders are set and subfolders are defined, the task of determining them should be the job of the person who is close to the content, who is able to anticipate all the possible use cases for the subfolders.

In the case of marketing, for instance, a person from marketing could decide on the subfolders of marketing. However, that person should be aware of the whole department. The privileges of a Folder Administrator may be granted to contributors, allowing them to create subfolders inside an established folder. This will free up account admins from having to micromanage the library.

6. Include a splash of color in your folders

Even if you're proficient with organizing your most important folders chances are that you'll end up with a hefty library of files to navigate.

The assigning of colors to folders will help in analyzing a library significantly simpler. Folder settings allow you to provide your library's folders with colors that you can use to coordinate them based on department or subject. As an example, the published videos may be blue as well as works-in-progress that are in the process of being red. It makes an extensive library more easily understood on a single glance.

7. Tag your videos to surface your videos with the correct content quicker.

Organizing videos based on similarity sounds easy however, different video types are often in different kinds of. Metadata tags can make similar content easier to locate without having to split files into multiple folders.

Though every video you upload to your library comes with the ability to search for the transcription, hashtags (tags which are for short) can add to discoverability by assigning types of words that are not included in the transcriptions. To systematize the process, create a guide that users can refer to when taggin.

If you are adding tags, be thinking about the following three kinds:

1. Description tagsare typically used as they are used to describe video content. The people in the video, recording location, and the rights to use are typical descriptive tags.
2. Structural tags are the terms used to define how the video will be organized. The majority of the time, this is performed using Chapter markers, which identify different sections of a video.

There are a few good examples of tags which aren't usually part of transcriptions are:

• Video types (Social advertisement, meeting, Internal Comms, Interview, how to)
• Client's name
• Name of the department
• Work order
• Product name
• Location
• Version

8. Make sure that the most important content is in the front of the pack

 Featured videos

At the top on the Video Library homepage is the featured video area, that allows you to present the content you want everyone in your team to see.

 Pro tip: Team members and admins can set the featured video on the Video Library homepage by clicking the button that says Featured Content at the lower right corner of the area with featured videos.

 Live Events

Owners, administrators, and Contributor Plus members can organize live events into Video Library folders, (instead of putting them on the Live Events page) to make it easier for you to find recordings of live events faster.

This allows you to stream events and automatically save the recordings in folders, which will be more easily accessible for your entire staff or only the contributors and Viewers that have folder access.

9. Automate regulatory and legal compliance

Save time and energy worrying about the legal requirements with Video Library's data retention tool.

Maybe you have videos from the weekly meetings of your executive team that you want to be deleted within a month. Maybe there are historical company videos that should never be deleted.

Instead of making manual adjustments to each asset by hand, Admins are able to set policies for lifecycle for content. It's usually in order to conform with regulations or lawful rulings, as well as general media management.

It is possible to set policies in each folder. In the event that the video is accidentally deleted The history log allows users recover the videos for up to 30 days after they're deleted.

10. Titles and tags for search and talk points

Search is the most important component of every Video Library. You already know how you can find tags for your video however, let's face it: we are often busy, so tags do not get included. (We highlyrecommend it, though! There's only a couple of minutes of work per video to ensure long-term organization payoff. )

The search is easy:

1. Type in the word or phrase you're looking for.
2. Play the video on exactly the time at which the word was said.
3. Click or go to "Results" page. There, you'll be able filter your results by date, video title, or even the person who uploaded the video

 Connecting it all

It's now it's your turn! Pick a few of these ten and try these out.

Then you'll be able to see how having a properly organized Video Library will improve team productivity, and tenfold the value everyone will get from your video resources.