Create “living spreadsheets” for your editing projects 04/06/11

 

By using Google Spreadheets to track processes specific to video editing, projects will go a lot smoother.

(Note: Because of layout constraints these some of the spreadsheet examples are separated onto 2 lines).

It’s essential that every project have a project code.  This code will be based on an established naming convention.  This naming convention will be used for every major file connected with your project, from the administrative programs down to the creative ones.  So whether you’re using File Maker Pro or Final Cut Pro your  files should be consistently labeled. This allows all media (even low-resolution approval videos) to be instantly identifiable. This way, you won’t have to wonder if an approval video you’re looking at is the latest revision or only the first.

 

For example, Acme is doing a back to school commercial campaign for IKEA.  So if they follow a naming convention based on client + project name + date then all of their project files would be prefixed with:

 

IK_BTS_08_11

 

But before video editing begins, a Project Deliverables document should be created.  All key deliverables should be broken out into a row on this spreadsheet.   So if you are doing a 3 commercial campaign for a client there would be 3 rows of information.  If your client orders an additional commercial a new row will be added to this spreadsheet. Depending on the industry and project scope this document will be created by the marketing  director, production supervisor, production manager,  producer, etc…  If not, it is up to you the editor to create this document so that you can keep your bearings on projects.  More editing, less fret-iting.

 

The Status column on this spreadsheet is the other important area to monitor.  It will state either incomplete or complete.

 

 

When incomplete is noted that is a trigger to look on the Approval Video Lifecycle spreadsheet.  This is a sister document to the Project Deliverables spreadsheet.  It tracks the progress of the low-rez videos you submit for client approval.

 

 

(Sorry if the layout is a little confusing I had to split the spreadsheet because of space constraints).

 

So, the workflow for the spreadheet above:

 

1) Version 1 is submitted (IK_BTS_0811_a_v1) for approval but a revision is requested.
2) So changes are made back in FCP and then Version 2 (IK_BTS_0811_a_v2) is submitted.
3) This version is approved
4) The deliverable is ready to send on 4/13/11.

Ideally, the approval video name makes it easy to identify it with the corresponding sequence in your video editing program.

 

Daily Project Work Log.

 

 

Depending on the length and nature of the project, it may make more sense for this to be     the work log to be weekly instead of daily.

Tips: The Project Deliverables document is the only document that has to be shared. (Note: It’s a good idea to update your Work History Breakdown after the completion of your current project).