The last couple of months at BPR have been an exciting flurry of new cameras, lenses, audio equipment and learning experiences. As demand for video increased, it quickly became apparent that while building a new program, we needed to implement a unique system of organization. Of course, there is no “right way” to run your video program, but I’d like to share some tips that have been helpful for me during the process.
Provide a master whiteboard for your team. This may seem basic, but it’s a simple idea that gives your team a place to huddle and stay up-to-date on the video deadlines for various clients. Personally, I have two white boards in my office: one small one for my public relations projects, and one large one for the video team to use as a guide. I list each active video client (in different colors, of course!) along with the next step that needs to be taken on the account. As we complete different tasks, we update the board accordingly. It’s a great way to be able to step back and look at the big picture for the week. I also chose a magnetic board, so we can post client vlog schedules in plain view.
Draft a formal pre-production agreement for your clients. After one or two client videos involved last-minute changes, I quickly realized we needed a way to make sure everyone was on the same page right out of the gate. I designed a contract form that puts the video budget in writing and lists expectations down to equipment and location specifics. Other things to detail include crew needs, contract exceptions, deliverables, timelines and of course any additional charges that may unexpectedly pop up, such as travel or equipment rentals. If you’re feeling lost about where to start, you can find plenty of samples on the internet, like this.
Create live documents and schedules for monthly clients and in-house productions. While many clients come to us to fulfill a one-time need, some clients rely on us to produce monthly vlogs for them. This type of project is best planned out in advance – ideally, for an entire year. At BPR, we’ve developed vlog schedules, which list vlog topics, shoot/release dates and personnel for each vlog. This is a live document that is shared with the client, and may change throughout the year. Developed in a simple Excel spreadsheet, it keeps everyone updated on the next project. We liked this so much, we now use it for our internal vlogs as well! (Click HERE for our latest in-house productions.)
Make video samples readily available for potential clients. When you enter into negotiations with a potential video client, they will without a doubt ask for past samples of your work. While this may seem like a no-brainer, having an easily accessible list including links to past client videos may make or break a deal on the spot. If you want to be even more thorough, divide the video links up by type so you can easily showcase your agency’s style in different shooting scenarios. For instance, we have several different types of videos available to showcase depending on the client’s needs, including b-roll, corporate anniversary videos, and vlogs.
What organizational tips does your company use to keep your video program running smoothly? Let us know in the comments below.