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How to stay organized when producing videos

Jason Yavorska image By Jason Yavorska, Founder/CEO | December 6, 2022 | 6 min read

The process to go from an idea to publishing a great video can be unpredictable, but there are a few simple secrets that can help you stay on track:

  1. Starting with an outline that covers the key points you want to include in your video will help you stay focused.
  2. Using a tool to keep track of all the different elements of your video (such as the footage, audio, and graphics) along with todos and other documentation will help you stay organized.
  3. Working with a small team will make it easier to coordinate, communicate, and make decisions.
  4. Using visual aids, such as storyboards or rough cuts, will help you visualize your video before you start filming.
  5. Regularly reviewing your progress and adapting your plan will help you meet your deadlines.

In this article, I’ll be discussing how to go about each of these in a bit more detail, and also sharing some advice on how to stay calm and collected no matter what surprises come.

Create a script outline

Creating an outline of your script before you start production is a crucial step in the process. The outline should list all the key points you want to include in your video, along with any important visual elements (such as graphics or images) that are part of the story.

Having a clear, well-organized outline will help you stay focused and avoid straying off-topic. It will also serve as a reference point for you and your team, keeping everyone on the same page and working towards the same goals.

When writing an outline, an overall structure like the following can be helpful:

  1. An introduction that sets the stage for your video and tells the audience what they can expect to see
  2. A clear and concise message that summarizes the key points you want to make in your video
  3. Supporting evidence and examples to back up your main points
  4. A conclusion that summarizes your main points and leaves the audience with a strong, lasting impression

Remember to keep your outline flexible, as it will likely change and evolve as you work on your video. The most important thing is to always keep your goal and your audience’s needs/interests in mind.

Use a tool to stay organized

Using an app to stay organized can be a great way to stay on top of all the different details of your video production. This type of tool, which is sometimes just your project management tool, allows you to create and manage your video project timeline, assign tasks to team members, and track the progress of your video from start to finish.

Some practices that can get the most out of your tool are:

  • Create a project timeline that outlines all the key stages of your video production, from planning and scripting to filming and editing.
  • Assign tasks to team members and set deadlines to ensure that everyone knows what they need to do and when it needs to be done.
  • Use the tool’s file-sharing and collaboration features to share and access important files, such as footage, audio, and graphics.
  • Regularly review and update your project timeline to ensure that you are on track and meeting your deadlines.

Keep the team small

When producing a video, it can be very helpful to work with a small, dedicated team rather than a large group of people. This is because a smaller team allows for more focused collaboration and problem-solving; with fewer people involved, it’s easier to have in-depth discussions and reach a consensus on important decisions. A smaller team can also more easily adapt to changes and challenges that arise, and will also be more effective using the tips and tricks outlined here.

Keeping a small team also helps you avoid the situation where you have a lot of far-flung reviewers who want to change small things late in the process. This can be a major source of rework in certain environments, and anything you can do to avoid it is a win.

Use visual aids

Using visual aids, such as storyboards and rough cuts, can help give you a clearer idea of what your final video will look like and help you identify any potential issues or changes that need to be made before you start filming.

  • A storyboard is a visual representation of your video that shows the different scenes and shots in a sequence. It typically includes sketches or images of each shot, as well as notes on the dialogue, camera angles, and other important details.
  • A rough cut is a preliminary version of your video that is put together using footage you have, or even stock footage. It is typically edited together in a rough, unrefined way, without any final graphics or effects added.

By avoiding changing things after filming, you help keep everything running smoothly, ensure there’s a shared vision for the final video, and avoid things like expensive re-shoots or re-edits.

Review your progress

Setting aside regular times to review your progress and make any necessary changes is an important step in the video production process. It will help you stay on track and ensure that you are meeting your deadlines.

To do this effectively, you should establish a regular schedule for reviews. A regular time each week or month to review can work, depending on how long your production cycle is. Either way, when conducting a progress review, be sure to cover the following:

  • Review your project timeline and compare it to your actual progress to see if you are on track and meeting your deadlines.
  • Consult with your team members to get their feedback and input on your progress and any changes that may be needed.

By conducting regular progress reviews, you can stay on top of your video and make any necessary adjustments to keep things moving smoothly and on time.

Be adaptable to change

The one thing you can predict about making a video is that it is likely to be unpredictable. Your final video may be quite unlike what you initially thought it was going to be, so it’s important to be willing to adapt and make changes as needed. Keep calm, stay focused and remember the ultimate goals of your video and you’ll be able to be flexible no matter what comes up, without losing track of why you’re making your video in the first place.

Good luck, and please let us know if these tips and tricks work for you!

Photo by Austin Distel.

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