How to Streamline Your Corporate Video Production Process

If you have been tasked with overseeing the creation of a corporate video, you’ll need to craft a flawless workflow to ensure success. Corporate video production is filled with challenges, but a robust workflow can help you to manage them effectively. Here’s a comprehensive overview of how to streamline your corporate video production process.

Why is it challenging to manage a corporate video production process with a lot of stakeholders?

Project managers often struggle when it comes to corporate video production for several reasons. We’ll examine these reasons, then we’ll walk you through the creation of a strong workflow to manage these challenges.

1. Version control is problematic

When it comes to corporate video, project managers will often struggle to keep a handle on version control. Once a couple of cuts have been sent out, it can become difficult to track which stakeholders have reviewed which file. This can cause lots of confusion.

2. Multiple files become challenging

Video files are often large and unwieldy. This makes it difficult for project managers to offer a single file that everybody can access. Instead, stakeholders will often comment on multiple files, which can scatter feedback.

3. Internationalization is tough

Corporate videos are often created for an international audience, and this presents some unique challenges. As the project manager, you must make sure that your corporate video is viewed and approved by key stakeholders and departments across international lines.

4. Stakeholders might lack access permissions

If your corporate video is hosted on your internal servers, you might encounter issues when it comes to access rights and permissions. Within large companies, it can be challenging to find an appropriate place to host videos for feedback and review.

5. Codecs and software can throw up issues

Video projects also present some specific technical issues that project managers will need to wrestle with. When you work with multiple stakeholders, you’ll inevitably find that there are some issues with codecs, software, and file type compatibility.

6. Long feedback rounds take lots of time

Every new stakeholder that is added to your corporate video project has the potential to extend the length of feedback rounds. If you need to coordinate multiple stakeholders, you’ll often struggle to receive timely responses and track dozens of email chains.

7. Traveling leads to process breaks

Business travel is thriving, and this means that there’s a good chance some of your stakeholders will be out of the office at some point. It is often difficult to review videos on mobile, meaning that your project could grind to a halt until those team members return.

8. Information silos can cause roadblocks

Every stakeholder working on your project will have a unique perspective, and you’ll need to make sure that everybody’s voice is heard. If those people are out of the office due to illness or travel, you’ll find it impossible to access specific information.

9. Feedback arrives in drips

As a project manager, you’ll understand that it’s very difficult to secure timely feedback from your stakeholders. Many of the people working on your corporate video project will have a range of responsibilities, and this can cause your feedback to arrive slowly.

Who’s typically involved in this process?

Before we dive deeper into the ideal corporate video production process, let’s take a look at the key stakeholders typically involved in the process.

Project manager from corporate company

The project manager is responsible for overseeing and coordinating the corporate video project. They will use their organizational and relationship skills to move the team forward as a cohesive group to create an effective and on-brief corporate video.

Marketing team

The marketing team will also play an important role in the corporate video project. This team will apply their marketing skills and experience to make sure that the video ticks all the boxes from a strategy and branding perspective.

Video production team OR video production agency

As the name suggests, the video production team will be responsible for creating the actual video. Some companies will have an internal video department, while others will choose to work with an external video production agency.

Product and/or sales team

The product and/or sales team from the corporate company will be responsible for providing product-related approval. They will use their product knowledge to ensure that the corporate video is accurate and presents the product appropriately.

Management team

The management team within the corporate company will often be responsible for providing final approval. This team of senior decision makers will provide critical feedback and lend their approval to close the project.

What’s the ideal workflow?

Now that we have a better understanding of who will be involved in the project, along with the potential pitfalls, it’s now time to take a look at the ideal workflow.

To keep things as clear and simple as possible, we will divide each step into four key sections:

  • Who’s involved
  • Who’s creating what
  • Who needs to provide feedback
  • How you will know when the step is completed

Ready to optimize the production of your corporate video? Let’s get started.

1. Decide on the Necessary Workflow Steps

Before the various stakeholders are invited to collaborate on the project, it’s important that the project manager takes the time to provide the necessary project structure.

After talking to a bunch of companies that have created corporate videos, we’ve found out that the following process steps seem to be the most efficient option:

  • Briefing [Product Management > Marketing]
  • Briefing [Marketing > Video Production]
  • Approval [VIdeo Production > Marketing]
  • Approval [Marketing > Product & Sales]
  • Approval [Product > Management]

It makes sense to digitize your creative workflow and depict in a content review platform like Filestage. This will help you increase transparency throughout the whole project because the project’s progress is always tracked and accessible within the software of your choice.

corporate video approval

2. Concept [Marketing > Product & Sales]

Who’s involved

Product & Sales + Marketing

Who’s creating what?

When marketing identifies the need for a new corporate video, they will need to begin by creating a concept. That concept will outline what the video is for and the general idea that they have to achieve that purpose.

Marketing will need to collaborate alongside the sales and/or product teams to create a winning concept. All stakeholders could use the workflow step within Filestage to centralize feedback and polish the concept document as necessary.

Who needs to provide feedback?

The product and/or sales team will be responsible for reviewing the initial concept in this stage. They will also need to ask for clarification, request changes, and provide their final approval.

How do you know when this step is completed?

When you have a finalized concept document that has been approved by both marketing and product and/or sales, you’ll be ready to confidently move onto the next step.

3. Briefing [Marketing > Video Production]

Who’s involved

Marketing + Video Production

Who’s creating what?

At this stage, the marketing team needs to transform the initial concept into an actionable brief that will shape the activities of the video production team. This creative brief is a very important document and as such, it needs to include important information such as:

  • Background information
  • Clear objectives
  • Target audience
  • Positioning
  • Deliverables
  • Budget
  • Timeline and milestones

The video production team should heavily scrutinize the brief to make sure they understand everything clearly. This could be done within the workflow step in Filestage to make sure that every member of the team has their say.

If you would like a deeper insight into how to craft a winning creative brief, be sure to dig into our ultimate creative brief template (and how to use it).

Who needs to provide feedback?

The video production team needs to review the creative brief. They should request changes and ask for clarification to make sure that both teams are aligned and ready to complete the project effectively.

How do you know when this step is completed?

When the video production team signs off on the creative brief, it will be time for that team to begin producing the video.

4. Approval [Video > Marketing]

Who’s involved

Video Production + Marketing

Who’s creating what?

At this stage, the video production team will be responsible for creating the corporate video according to the creative brief. They will apply their technical knowledge and abilities to produce a final on-brief cut for the marketing team to review.

This video could be shared within Filestage, where the marketing team will be able to easily review the video. The marketing team members will be able to click to leave in-context feedback and share their opinions.

streamline corporate video approval

Who needs to provide feedback?

At this stage, the marketing team will be responsible for providing feedback to the video production team. Those team members should assess the video according to the creative brief that they provided.

The video production team should respond to those comments and change requests. This process should continue until every team member is happy with the video.

How do you know when this step is completed?

You’ll know that this step is completed when you have a video draft that has been approved by both the video production and marketing teams.

5. Approval [Marketing > Product & Sales]

Who’s involved

Product & Sales + Marketing

Who’s creating what?

Now that you have a finalized cut of the video, your marketing team members will need to share it with the product and/or sales teams. They could share the video using Filestage and make sure to provide any additional information to the team.

The marketing team might need to share important technical details, for instance, or share information about creative choices that were made during the production process.

Who needs to provide feedback?

At this stage, the product and/or sales teams will provide feedback to the marketing department. The marketing department should then relay that information to the video production team as necessary. This could be expedited by using Filestage to share feedback and approval.

corporate video feedback

How do you know when this step is completed?

Once the product and/or sales teams have reviewed the final cut of the video and offered their approval, the marketing team can now prepare to present the video to senior stakeholders.

6. Approval [Marketing > Management]

Who’s involved

Marketing + Management

Who’s creating what?

At this stage, the marketing team needs to present the video to the management team. The marketing team might decide to deliver an in-person presentation, for instance, or they might expedite the review and approval process by inviting the management team to the Filestage project.

It’s simple to invite both internal and external stakeholders to Filestage in just a few clicks. Best of all, those stakeholders can start to comment and leave their feedback without having to register.

corporate video review

To invite new stakeholders, it’s a simple matter of hitting the “Invite Reviewers” icon on the review step. Here, you’ll be able to enter email addresses and include a personalized message.

Who needs to provide feedback?

At this stage, the management team will need to provide feedback. This feedback should be relayed to the video production team so that it can be implemented.

How do you know when this step is completed?

Once all of the feedback from the management team has been relayed and incorporated, it’s time for the management team to deliver their final approval. Filestage makes it easy for project managers to track who has approved the video, giving them the power to accurately track the status of a project.

marketing collateral corporate video

Streamline your corporate video creation process today

Creating a corporate video doesn’t have to be a headache – we hope that this piece has helped you to look at the process in a new way! If you’re ready to streamline your corporate video creation process today, be sure to start your free Filestage trial and demo.

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