Speaker 1: Before I started doing video production, the entire workflow was, let's face it, a bit of a mystery. Very few people shared the details of their workflow, and when they did, it was vague and secretive. Now this video is not just about a post-production workflow or how I organize my footage. I'm going to walk you through all of it. From setting up a shoot in Notion, how I prepare for a shoot, what I do when I walk back in the door, and how my footage is organized. What I am wanting you to get from this video is the process that I go through, and if there are some insights or new things to try for your own workflow, then it's great. That's the objective of this. Now throughout this video, I share a lot of not just steps in the process, but why I did something based on experience, not theory. A lot of my mindset and thought process that went into creating this workflow gets explained. So I would encourage you to watch the entire video as the mindset might just be as helpful as each step along the way. Now the workflow is broken down into four different stages. It's pre-production, production, post-production, and delivery. So let's get into the first part. One of my favorite quotes is, if you fail to plan, you plan to fail. Now this is the mindset that I've adapted into creating the systems to achieve the goal and make it repeatable. There were a lot of people that told me, you can't implement a system for creativity. So I thought, okay, challenge accepted. Now in some ways, they were right. Creativity is open to interpretation, application, and capability. What is systemizable though, are the steps required to move through the process and implement to allow for structured creative thinking. So I started there. Now in my business, when a client says yes to an agreed project, that is the handoff point between sales to delivery. And this creates a new project inside of Notion that becomes the project's home. A place where all of the information, the notes, the ideas, and thoughts gather. It's also where the tasks required to be done are created. Now in that project, there is a lot of information like the client name, contact details, the filming location, project date, project timeline, a home for the content review link, the delivery folder link, options to click on which sends automations out to collect branding or show that the music selection has been approved, my equipment prep checklist, project brief, and the videos that are to be created within the project. Now like I said, that is quite a bit of information. Quickly, just before I move on, I have created this as a Notion template that you can download with all of the information, automations, properties, and tasks that you can download and use for your own business. I do hope that it helps to remove some of the overwhelm of creating a project structure like this. Now within this first stage of pre-production, I have a number of tasks that generate to keep momentum in the project, which helps your client feel like there is consistent progress. Now these tasks are, send the client welcome email and questions about the project. This includes questions along the lines of, who is your target audience? Where will you be using the video to get the most effective use from it? Describe your brand. How do you choose to show up in the marketplace? Get their branding sent through. What are the key issues you solve for your customers or clients? What calls to action or actions would you like attached to the end of your video? And what is the feeling or mood you want your viewers to feel? Now of course, you can adapt these to the types of videos that you are creating and I highly recommend that you do. Next is another very important one, and it's the project file structure. There are ways you can automate the creation of these folders, but let's say you're doing it manually for the moment. In setting this up, I looked at all the elements I need as part of a project. What I need to make the project an ecosystem in itself and how it can be managed easily. So on screen right now, this is the project folder structure that I came up with for a single project. It might seem a bit daunting, but if you would like to download a templated version of this project structure, I've linked it down below. Along with my equipment prep checklist to save you time in setting all of this up yourself. Now my projects all follow this same file structure and the ease that this has brought to my workflow management has been amazing. With the right structure in place, you'll always know where your files are and how to access them. You will thank yourself for years to come if you keep your projects organized well. I've used this within projects that I've done all of the execution on, as well as working with remote editors both in Australia or in other countries. Now there are a few more tasks that show up in this stage and they are sending the initial deposit invoice, which in my case is usually 50% of the overall fee plus the travel costs of the quoted package. I prepare the music selection. I really like this one because it gives you and your client a feel for the video before you actually record anything. I choose to use Envato Elements as it features a lot more than just music in a single subscription, which is both helpful and cost saving not having to use multiple sites. Now the music is also chosen based on the story that will be created and the answers to the questions that you sent in that first email when you created the project. Next is create motion graphics for this project. Now this includes any logo animation, branded lower thirds or graphics that are needed for the videos inside of post-production and developing shot lists for your production day. This has been super helpful. I'll talk more about that in a minute as well as draft per video scripts from a project level. These are the main areas that keep momentum happening moving forward. Now the script preparation task is dependent on whether scripts are actually required for your project. If they're not in the one you're working on, then I'll simply just archive the task. There are times when I will work with a script writer. However, most of my clients choose to write their own video scripts as a lot of them are the subject experts rather than writing general advertising scripts. Now this means that the onus of writing the script actually falls to them. And then my job is to manage that to ensure it is done prior to the production day. That is if there's a script involved, of course. Now one of the great ways I incorporate AI into my videos is to use Notion's built-in AI, which is pretty much a built-in chat GPT to support in creating the shot lists. Now this process is best done when a script is used as it does give the AI something to base it off. It's a pretty simple process to do. All you simply do is use the forward slash function and type in AI to-do list, then what you would like to create. For shot lists, it'll be the AI to-do list as a shot list for this video based on the script here, which I'll often copy and paste. So when that's created, the shots can then be ticked off from the device that you're working with on location, which makes it really, really helpful. You might have noticed that there is something I've left out of this pre-production, and that is storyboarding. Now the majority of projects that I work on with businesses, clients don't often have the budget or honestly the care factor for storyboarding. Does that mean I don't do it? No, it's just not on every project, hence why there is no task. If it is required, I'll just manually add a task to this list to create a storyboard or boards. So as you can probably tell by now, I put quite a bit of emphasis on pre-production and getting things moving in the lead up to a production day. Now planning is one of the most important parts of this production process. However, it's not necessarily about the plan, it's about the process of planning. There's always something that changes, doesn't happen, needs adjustment, or surprisingly pops up while you're on location. And the value of planning means that you know the structure of what you're creating well enough that you can tell whether a curveball adjustment will make a positive or a negative impact on the final results. A really great saying that sums this up just absolutely perfectly is from Mike Tyson who said, Everyone has a plan until I punch them in the nose. Alright, it's on to stage two, which is production. And as Anakin Skywalker says, This is where the fun begins. The filming part of creating video for clients is in reality only a small part of the entire process. Yes, it's the fun part. And honestly, it might be the reason that you actually got into video creation in the first place. However, all of the parts around creating the right video are required to get the best result and deliver massive value for your client. Before you're ready to head out on location, there is a vitally important step that you must take, which is your equipment prep. Now, if you forget to take something, charge certain batteries, or empty an SD card before heading out, it's going to cause you headaches throughout the day. I've done it. It's not fun. Now, to keep this process simple, I created an equipment prep checklist to make sure everything is packed, charged, and ready to go. Now, at the time of recording this, there are 50 plus items on this checklist. And this was created based on the idea of the checklist manifesto and uses a two-step approach. If you'd like to get this checklist without the entire Notion template, I've linked a copy of it down below along with the project folder structure. Now, first is a break in the process to know where the checklist is going to be completed. This is at the stage where the project moves from pre-production and into production. The first task that appears in Notion is to complete the equipment prep checklist. The second part is that this is created as a do-confirm style checklist. That means once you pack the item in your bag, you check it off the list. It sounds simple and maybe even unnecessary. However, this checklist has saved me far more times than I care to admit. There are so many small parts required to execute well on a production day. And if you forget something at home or in the office, you can really feel the effects of it trying to adapt during a production day, which then takes away your capacity to focus on achieving the goal at hand and takes up way more mental capacity than it actually needs to. Now, I can't speak for you, but when I'm out filming, I much prefer to concentrate on being creative and not trying to figure out workarounds for simple pieces of gear that I've left behind. When you're packed, prepped and ready to go, then it's time to get out there, create and deliver for your clients. When I get back though, there's something I like to do, which makes getting ready for the next production day easier. It's an unwritten rule, but whenever I get back, I'll get my gear out of the bag, put all of the batteries on charge using the charging station that I created. It's actually linked in the video up above and make sure that all of the gear goes back to where it's from. This might seem like a small step. However, one of the rules of the office I have is that everything has a home and it goes home every night. Now, this means that I know where it is the next time and it keeps everything neatly organized. Okay, you still with me? Because it's time for post-production. One of my favorite quotes about post-production is, the editor has the power, and it is so true. This is where you bring your story or stories together. Now, remember way back in pre-production where we got that folder structure set up? This is where it starts to fill up. Now, the first thing to get done is, of course, importing an organization. I get all of the video files just imported, copied into the footage folder of the asset section in the project structure. I feel like I could play a drinking game with the amount of times that I'm going to be saying structure inside of this section of the video. Everything gets organized by video as A-roll, B-roll, audio files. All of the stock assets, being both music and video files, are also stored inside of their relevant folders. All of this is done before creating a DaVinci Resolve project and any timelines, as one of the great things about DaVinci is how you can import folders and subfolders from your hard drive into the project and use them as bins, which keeps everything in the right places. And once the files are organized and the DaVinci project is created, I'll then create a project backup. This is copying everything, including all of the raw files, the folder structure, and all the other elements that go along with that to an external hard drive, or in the case of some projects, into the cloud. This is all part of the backup process and is done simultaneously with the import and organization. There is nothing worse than losing files, especially client files. It's incredibly important to make sure that you have a proper backup process in place. So, we're going to jump ahead a little bit to when the first versions are edited and ready to review. I use Frame.io as my reviewing software of choice. I know others who use Vimeo or simply send a Google Drive or Dropbox. I choose to use Frame.io as it integrates with Final Cut that I used to use and DaVinci, which I now use. It also integrates timestamped client feedback onto the timeline in DaVinci, which makes it really easy to edit with, as well as export directly back to Frame.io. As part of the workflow, having all the information you need in one place makes the whole thing far more streamlined. When the videos are ready to be reviewed, I have a drop-down inside of Notion which will trigger an automated email, sending the Frame review link straight over to my clients. I do this as I've built a lot of automation into my processes, but that doesn't mean that you need to. You can send it manually with absolutely no problem. The drop-down also helps track if I need to send revisions of the edit to the client, which is great for getting data on how well the edit hits the mark every time. Now, if the client asks for a revision, then I will get the feedback from them through Frame. If not, then the project is ready to progress. Now, before I move away from post-production, I will create caption files inside of DaVinci, which is really easy to do. It's a matter of clicking edit, create subtiles from audio, and they get generated. It's simple. I include these files as part of my packages, which is a value add to the people I work with. Each step of this post-production process is documented as tasks within the project, which makes sure no steps are missed along the way. When all the videos in a project are created, approved, and ready for delivery, it all gets exported and added to the third folder in the structure, delivery. It's then all organized into the file types and uploaded to Google Drive, which is what I use for delivery. And that brings us on to delivery. One of the biggest learnings I have and pieces of cashflow advice I can share comes as part of delivery. Once everything is all approved, I send my client their final invoice before they receive delivery of the finished videos. Now, some of you might agree with this, others may not. Now, in my time working with clients over the last decade, there have been times, probably too many, where I've finalized a project, the client loves it, loves what has been created, start using it, and then they wait two or more months to pay the final invoice, giving me excuse after excuse. There have even been times where I've seen clients using the videos created for them to generate the money to pay their final invoice. Now, this has caused way too much stress for me and my business in the past, with cashflow challenges and frustration, having to chase people to get invoices paid. And when I started out, I had a naive sense that all people were good and they would get their invoices paid on time. I absolutely acknowledge that. There are also a lot, and I mean the majority, of clients who will pay their invoices on time or negotiate with you to make sure that you have a payment structure in place. However, the few present challenges that makes it difficult and therefore changes needed to be made. By having the balance of the invoice paid prior to the delivery, the client knows what they're going to get and they need to have settled their invoices before they get to use the final product. Now, to be clear, I don't spring this on them before delivery. It's all made clear to them upfront and also in the new client agreement that they must sign before we work together. That way, we're all on the same page and understand the rules of the game set out from the beginning. Of course, you want to get paid. Now, this is my experience and you are welcome to choose to do your invoicing however you like. Now, once the invoice is paid, the link with all of the created videos, images, and supporting content sent off and delivered. Happy client, happy creator. There is one more thing I've implemented which has made a massive difference to my business and consistently tweaking this process. And that is feedback from two perspectives. Now, the first side of the coin is what I like to call an internal excellence review. It's something that I actually picked up from reading a phenomenal book recommended to me by my business coach called The Road Less Stupid by Keith J. Cunningham. Now, what it entails is a list of four simple questions that help to look back at the project honestly, understand what was done well, and what could be improved. The caveat here is that you need to be really honest with yourself and or your team. The questions are, have we delivered the project on time? Is this project up to a high quality and our set standards? Were there any sets of revisions and how many? And lastly, was the final created production on message with the client's brand and expectations? There are simple yes and no check boxes that follow each of these questions and a spot to write notes. Now, although this may seem simple, by doing this review, you will get insights and learn from what worked, but most importantly, what didn't work about the project. If you take what didn't work, implement a solution for the next project you work on, then you'll begin developing a much stronger business that creates better and better results. Now, on the flip side of the coin is client feedback. It's all well and good doing your own review, but a client review will give you a new and outside perspective. I ask my clients a short list of a few questions similar to what I've said just before, which allows them to give me their perspective on how the experience was and the content delivered. Now, it's only been a few times that I've had negative points come back. However, these were the ones that I learned the most from because their feedback told me what the most important next step to take was in the development of my systems and processes, something that you're now benefiting from with this video. And when you ask genuinely for feedback and remove the personal emotion from what you receive, you will understand how amazing it can truly be. And if you want to work with clients more than once, they will respect that you are open and honest enough to ask for their opinion. Most importantly, implement positive change feedback in your processes. When all of that is done, the project is complete. Well done, you made it to the stage. Yeah, you finished it off. I like to have a little celebration at the successful completion of a project right after taking the last step in archiving the project and making sure it's completely backed up properly. Now, if you've got it stored the right way, then when your client comes back the next time, you'll know exactly where everything is to pick up where you left off and the cycle starts again. The thing I remind myself of in each stage of the process, especially when I'm beginning a project, is that I'm delivering an experience. By using this workflow, I'm making it repeatable. Now, I know that this has been a big video to digest, but if you're here, all I can say is thank you for watching this far. If you've watched to this point, then I'm really sure that you've got some value from what I've shared. If you have, then please click that subscribe button down below. I've spent a lot of time putting this together, and I really do appreciate you connecting here. Just before you go, I do have a heap of videos that you can watch, which will actually support this video and some of the workflow and processes I use a bit more in depth. So make sure you head over and check out this playlist just sitting over here.