Organizing your Video Library? Follow these 10 best methods
How do you build a profitable Video Library? A ruthless and efficient organization.
If you're not well-organized the interconnectivity you've got may be a source of drawbacks...because no one wants to dig through a file of video to take the duration of a quarter hour. It's not a great use of company time (or company dime). Because every company's mission or workflows, as well as internal organisation are very different, there is no universally-compatible setup.
Ready?
The 10 most effective ways to manage your company's Video Library
- 1. Learn the roles you play
- 2. Simpler folder structure for faster navigation
- 3. Change who can see what securely
- 4. Create a system that reflects the way your business thinks
- 5. Create specific folders to be used for the job.
- 6. Bring some color to your folders
- 7. Tag your video to show your videos with the correct content quicker.
- 8. Place content that is of high priority at the top of your list
- 9. Automate legal and regulatory compliance
- 10. Search titles, tags as well as talking points
- The whole thing
1. Learn your roles
It is easy to separate the members of your team into distinct tasks, such as:
- Contributors will produce web-based content
- Viewers are able to watch and evaluate content
Being aware of roles in your library will make your Video Library easier to use and add a layer of security. For instance, you can create recorded Town Halls open to the public, while keeping internal project folders restricted to certain groups or contributors.
Understanding exactly what content will live in your library helps to create folders and subfolders that will be intuitive for your team.
Before making your folders, prepare a spreadsheet or table for each type of content you'll make. It will outline which teams or stakeholders are responsible to create the content, who the contributors are and who has access to the content, and the relationship between content and one another. This is an example of this:
| Content | Responsible | Contributes | Views | Related |
| Ads for social media (Work-in-progress) | Growth Marketing | Creative Team | All Marketing | Internal |
| Town Hall | Communications | Production Services | All Company | Internal |
| How-To videos | Training | Production Services | Assistance | Public |
2. Simpler folder structure for faster navigation
How to structure the contents of your Video Library is up to the individual.
Keep in mind that content is the reason members come to the library. Since working memory for most people can hold between three and four items of information in any given moment, you need to make sure your library isn't overwhelming and assets are easy to access.
An excellent general rule? Maintain the folders at the top and the subfolders to nine or fewer.
3. You can customize who is able to see what information, securely
Using SSO (SSO) allows you to log in quicker and more secure. The user's identities are centralized in your cloud-hosted identity Provider (IdP) such as Azure as well as Okta.
SCIM (System for Cross-domain Identity Management) allows you to automatically provision and remove users according to when they join or leave the company, so team seats are up to date with your current employees.
Plus, SCIM lets you send groups of people and then automatically update, so instead of sharing information with each member in a single session, you could share it with all members of the "Marketing" group at all at once.
4. Organise your business in the same way it decides to think
When it comes to creating your folder structure, you'll probably be between two choices: (1) organize by your company's departments (2) or by the initiatives the teams are working on. The choice is solely determined by your preferences but doesn't need to exclusively be one or one of the two.
By Team
Setting your folder structure by group is a simple step, especially for brands focused on selling their products. This is an illustration of the best way to organize your Video Library by team:
By Topic
A different method of organizing the folder structure is through the topic, which is popular with service-based businesses or institutions like those in healthcare, non-profits, institutions of worship, schools and financial institutions. This is what it could be:
5. Give specific folders a job
When top-level folders are established The task of determining subfolders must be the responsibility of a user close to the content, who can foresee alllllllll the use cases for the subfolders.
In the case of marketing, for instance, a person from marketing could decide on subfolders for marketing, however person should be aware of the whole department. Administrator privileges for specific Folders are available to contributors. This will allow them to create subfolders within an established folder. This frees account admins from the need to supervise the library.
6. Bring some color to your folders
Even if you're proficient in organizing your folders of the top level chances are that you'll have a large library to navigate.
The assigning of colors to folders will make parsing a library considerably easier. Settings for folders let you provide your library's folders with colours that you could then coordinate based on the department or the topic. As an example, the published videos might be blue, while works-in-progress could be red. The result is a vast library much more understandable at a glance.
7. Tag your video to show more relevant content
The idea of organizing videos according to the same characteristics sounds straightforward and straightforward, however different videos are often in different types of. Metadata tags make similar content easier to find without duplicating files into multiple folders.
Though every video you upload to the library includes a searchable transcription, hashtags (tags which are for short) could enhance the discoverability through the assignment of specific words that are not included in the transcriptions. To make the process more organized make a manual that users can refer to when creating hashtags.
While adding tags, think of these three primary categories:
- descriptive tagsare typically used as they are used to describe video content. People on the screen, the locations of recording, as well as rights of use are all common descriptive tags.
- Structural tags are the names used to describe how the video is organised. It is usually performed using Chapter markers to identify the segments of the video.
A few examples of tags that are good which aren't usually part of transcriptions:
- Type of video (Social Ad, Meeting Internal Comms., Interview, How To)
- Name of the client
- Name of the department
- Work order
- Product name
- Location
- Version
8. Put high-priority content front and center
Video clips with special features
On the upper left at the top of the Video Library homepage is the featured video area, where you can present the video content that you wish for your entire staff to view.
The team's owners as well as administrators are able to set the video that is featured on the Video Library homepage by clicking the button that says Featured Content at the lower right-hand corner of the area with featured videos.
Live events
Owners, Administrators and Contributor Plus Members can arrange live events into Video Library folders, (instead of putting them on the live events page) so you can find recorded live events more quickly.
It allows you to stream events, and then automatically save the recordings in folders that will make them much easier to locate for your entire staff or just the Contributors and Viewers with folder access.
9. Automate regulatory and legal compliance
Reduce time and stress about compliance to the law with the Video Library's tool for data retention.
Perhaps you have video recordings from daily executive meetings that you wish to have removed after a month. Perhaps you have old company videos that should never be deleted.
Instead of manually manipulating every asset by hand, Admins are able to set policies for lifecycle for the content. It is usually done in order in order to conform with regulations or lawful rulings, as well as general media management.
You can set the policies in each folder. In the event that a video gets deleted accidentally The history log allows you recover videos up to 30 days after deletion.
10. Tags, search titles and talk points
Search is a crucial part of every Video Library. It is already known that you can find tags for your video But let's face the fact that we're always busy and there are times when tags don't get included. (We highlyrecommend it, though! There's only a couple of minutes of work per video for long term organization payoff. )
It's easy to search:
- Type in the word or phrase you're looking for.
- Play the video on exactly the time at which the word was spoken.
- Or, click or go to "Results" page, where you'll be able to filter your results according to date, title of video and even the individual who uploaded the video.
The whole thing
It's you're next! Select a handful of these ten and try them out.
It will be clear how a well-organized Video Library will improve team efficiency, as well as tenfold the value everyone will get from your video resources.