Strategies and tips to make sure your video projects are managed flawlessly |

The proper management of video projects makes all the difference between a properly-oiled and on time process for production of video and a topsy-turvy, poorly-executed video marketing strategy.

Without it, you'll end up skidding through long Slack or email messages every time you try to find a particular video. In certain instances, you might even give up finding one altogether.

Sadly, this also means you can't make the most use of your awesome video bank.

The big question is what do you need to create the video workflow that gives you a birds-eye perspective of all video-related activities.

We've got the solution for you.

In this article, we lay out all the steps you must follow to get your video distribution and production workflow up and functioning. The blueprints are also provided to develop the video production strategies and a timetable.

What is the term video project management?

Video project management refers to a method to organize, manage, produce, and distribute videos by a set schedule.

The objective? To break silos, promote teams' collaboration across different videos production phases as well as increase the visibility of ongoing projects.

Ultimately, having an overview of your production pipeline can help you hit your video production goals to produce video content within your allotted budget, and, more importantly, within the timeframe you set.

How does effective video project management appear like? It's collaborative, visual and unison.

What are the stages of video production?

Before we dive into any more detail we'll take a quick review of the different phases of production for video that will go in your plan for project management.

 Step 1: Pre-production of video

The pre-production phase includes everything from concepttion to budgeting and scheduling the different tasks involved in the production stage.

It breaks down to the following sub-stages:

• Planning and conceiving The process of generating ideas and planningincluding the setting of goals for video campaigns.
• Readying your tools. Gathering needed equipment and test running them.
• A schedule should be created for each little step that is required, like video briefings, retakes of videos as well as editing on.
• Scouting locations. Whether it's an outdoor location or indoor one the shooter must visit the shooting site and check whether it's in good condition.

 Step 2: Production

It is a reference to the 3Rs.

• Reviewing. Review your writing to see what's good to be edited, requires editing, or requires redoing.

 Step 3. Post-production

Post-production work centers around piecing pieces of raw material into a coherent story:

• Add audio or voice narration, or both.
• Then, add animations, graphics, special effects, and brand assets like your company logo.
• Editing the video to add transitions, B-roll footage if necessary, fixing color, saturation and other technical nuances.

 Fourth step: Distribution and marketing

The production of video is not complete without a plan for distribution and it's not just as easy as sending an internal movie to your coworkers who are the best.

Here's what's involved:

• Make a checklist of your video's promotion including all the ways and channels you'd promote your video. Specifics depend on videos' nature, purpose, and where your audience is.

Tips to enhance your process of managing video projects

Like we mentioned above, an application for managing video projects and a library for videos is all that you require.

But you can always pair the two tools with additional ones to help you coordinate your workflow better:

• Slack as an alternative communication tool.
• Evernote is a note-taking app, for gathering your ideas.
• Zapier can connect applications in your workflow and automate tasks that are repetitive. For example: connect and Trello when the new video is available the video is moved from Trello into the Video Library.
• Google documents to share video briefs, scripts, templates, and checklists in editable documents or ones that permit viewers to post comments and share any concerns or thoughts.

For the two main tools you'll need:

 1. Trello

Trello is an Kanban-style management tool that can serve as a complete video project's house - from ideation to promotion.

Because of its visual aspect, you can spot the project's level - concepttion, pre-production or production, or even finished. These are all but several ideas for columns you can create on your Trello board.

If you'd like, you can also break each stage into sub stages so your columns would consist of: brainstorming, briefing, scripting, talent acquisition, shooting/recording, editing, and more.

Once you've set your online Kanban board's skeleton, begin creating the design. How? Add projects in the form of cards under each column.

Fill in each card with specifics about your project. Include the video brief. It is also possible to create a checklist of sub-tasks in each card, set due dates on each card, or for each checklist item along with adding specific team members to each item on the checklist or card, to assign tasks.

The good news is: they are movable, which means you are able to move them around columns and see progress unfold as you watch!

Tips: Document your processes by writing down the way you're using the project manager to organize your work flow. In this way, a brand novice member will be able to quickly get to terms with the tool for managing video projects.

Additionally, board members are able to comment on any task, which makes collaboration simple.

You have the option of adding Labels to each card, too. They can assist you in determining the campaign's type for each one. For example, add labels like 'onboarding video,' 'demo content,' 'marketing video,' and more.

Don't prefer seeing your workflow process in Kanban style? Check out your board in Calendar format.

P.S. You can use any other project management software like Asana, Airtable, or other If Trello doesn't suit you.

 2. Video Library

If you leave videos that are finished in your 'done' column is setting them up for gathering dust. A better, more intuitive way is to put the entire collection into the library.

The pros? Too many, including:

• Organize videos by team subject, department, or topic. (Psst! There are subfolders and folders to help you arrange your videos in the manner you'd like).
• It is easy to locate and share relevant content fast. There's no problem if it's difficult to remember a specific video's name. The library automatically transcribes videos which allows you to look up the title of any video by using keywords or captions that are derived from it.
• It is simple to reuse and make use of and, most importantly make the most out of the video content you have.
• More collaborationwith coworkers using the time-coded video notes that you are able to add to videos in the library.

It's a simple matter to now put an end to the need to find videos on chat rooms and emails (hello Time management! ).

Additionally, you have the ability to decide who is able to access the library of videos. Select to invite someone as an admin, contributor or viewer. You can get granular by giving users permission to access or control certain folders or workspaces.

Defining your video production strategy

The existence of a clearly defined video production plan is essential in guiding your video production goals, as it clearly outlines the goals, strategies as well as performance indicators.

Begin by working on the following pillars to create a solid strategy:

1. Determine your intended viewers. This determines the types of videos they would like to view and the best way that you will craft your message to be able to connect with your target audience.

2. Set goals. Define your goals. Think about what we want to achieve with the content we produce? Also, it is important to define each video's purpose and the main message.

3. Create Key Performance Indicators (KPIs). Select those metrics that will allow you to determine how effective your efforts are at achieving the goals you decided to set.

4. The list below will outline the kinds of video that you'll produce. This is best decided upon through understanding what type of video can help achieve your goal the most and also which one viewers prefer (example: live streams, educational videos, and screen-recording videos)

5. Settle on the marketing strategy you'll use. Decide the channels that you'll be promoting your video on.

6. Establish who's responsible for which task. This will help you clearly visualize the team members who will be in charge of which aspect of the production process.

7. Create budget. This could be per video, or as a campaign. Be sure to secure the approval of any stakeholder prior to.

How do you design a video production timetable

Another important aspect of the planning of your video production is drawing the real-time plan to make sure everything is on track.

What is the best method to accomplish so? Jot down all the chores that are required during the various video creation stages.

pro tips

• Allocate time to each of your project tasks. Be sure to add buffer time for the event that emergencies arise or if your team ends having a difficult time during a particular Monday.
• Contact all key actors involved in film production. Send them your timeline and inquire the time required to complete your tasks schedule.
• For outdoor shoots, keep tabs on the weather forecast to create a humanly-possible-to-follow schedule.

Do you have the tools to handle everything? video project management?

And with that, we've come to a close.

Be aware that the process of setting up a video production management platform doesn't require an #hustle.Simply set up your project board and move all your planning and production into one place. Next, sign up for Video Library and build a beautiful, brand-new home to all your video content - both old and brand new.