Organizing your Video Library? Use these best practices
How can you create a profitable Video Library? Your organization needs to be uncompromising.
If you're not organised and well-organized, this connection could come with drawbacks...because no one wants to search to find a video for one hour. This can be a waste of time for the company (or the company's dime). As each company's objectives as well as workflow and structure can be drastically different and there's not a universal solution.
Ready?
10 top tips for organizing your company's Video Library
- 1. Learn the roles you are playing
- 2. Make folder structures simpler for speedier navigation
- 3. Change who can see what securely
- 4. Your business should be organized exactly the way that it thinks
- 5. Give specific folders a job
- 6. Add a pop of color to your folders
- 7. Tag your videos in order to show them in more relevant content
- 8. Place content that is highly-prioritized at the front of the pack
- 9. Automate regulatory and legal compliance
- 10. Search titles, tags and Talk points
- Connecting it all
1. Be aware of your roles
It is easy to separate employees of your team in specific roles, like:
- Contributors are the ones who create content
- Viewers can watch and evaluate videos and other media
Understanding roles within Your Video Library easier to use as well as provide additional security. For instance, you could make recorded Town Halls available to everyone while keeping internal project folders limited to specific groups of contributors.
Knowing the exact nature of the content that is stored in the library can help create folders and subfolders which will make it simple for you and your team.
As you create your folders, prepare a table or spreadsheet for each type of content you'll create. The table should outline the group or stakeholder who are responsible for the creation of content as well as who are the contributors and who has access to the content, and how content relates to each other. Here's an example:
| Content | Responsible | Contributes | Views Views | Similar |
| Social advertisements (Work-in-progress) | Growth Marketing | Creative Team | All Marketing | Internal |
| Town Hall | Coms | Production Services | All Company | Internal |
| Videos on how-to | Training | Production Services | Assistance | Public |
2. Simplify folder structures for quicker navigation
How you organize your content in your Video Library is personal to you.
Remember: content is why library users visit. Since the working memory of most people is able to accommodate between 3-4 pieces of data at any one time it's crucial to make sure that your library's collections aren't overly huge and can be easily located.
As a good rule of thumb? Make sure to keep the top level folders and subfolders to no more than 9.
3. Customize who sees what, securely
Utilizing SSO (SSO) allows you to log in quicker and with greater security. Identity of users is centralized in the cloud hosted by your business's Identity Provider (IdP), like Azure as well as Okta.
SCIM (System for Cross-domain Identity Management) lets you provision and eliminate users based on the day they quit or join your company, so the seats in your workforce are based on the current status of your employees.
Furthermore, SCIM lets you send groups of people and then automatically update, so instead of sharing the same information to 35 individuals in one session, it can be shared with all of the "Marketing" group in all in one session.
4. Organize the way your company determines to work
In establishing your organizational arrangement You're likely to choose from two options: (1) organize by the department of your organization (2) or through tasks that your team members work on. The whole thing is dependent on youand isn't required to be one way or neither.
From Team
The organization of your folders by team is an intuitive call specifically for those businesses who focus on selling products. Below is an example on how you can arrange your Video Library by team:
By Topic
An alternative method of organizing your folders is to organize them by topic area This is often used by companies that provide services or organizations like those that deal with health, non-profits, and places of religious worship, schools, and financial institutions. How would that appear:
5. Make specific folders that will be used for the job.
Once top-level folders are set The task of determining subfolders is the sole duty of the person who is closest to the content that can see all of the potential uses for the subfolders.
For marketing, for instance someone in marketing could determine subfolders that are part of marketing. It is important to know the entire department. The rights of a Folder Administrator may be granted to the contributors. This will allow them to create subfolders inside an established folder. Administrators of accounts will be freed from the need to manage the library.
6. Add colorful flair to your folders
Although you may be proficient in organizing your most important folders chances are you'll be dealing with a large collection to manage.
Colors that are assigned to folders may help in making the process of exploring a library considerably easier. The settings for folders allow the user to assign folders to the library colors which are later coordinated according to the department or topic. For instance, all published videos may be blue and works in progress could be red. The result is a vast library more easily understood on one glance.
7. Tag your video content to show more pertinent video
There is a way to organize videos that are based on similar characteristics is simple enough, but different videos overlap with different types of. Metadata tags aid similar videos to locate, without duplicating the videos into different folders.
Although every video that uploaded to the library has an online transcription which can be searched hashtags (tags which are abbreviated for) are a way to increase the searchability through the assigning of particular keywords that aren't covered in the transcriptions. In order to streamline the process, create a guide that users can refer to in the process of designing hashtags.
As you are adding tags, be aware of these three main categories:
- descriptive tagsare usually used because they serve to define video's content. The screen's people and the place of the recording and the usage rights are all common descriptive tags.
- Structural tags are the words that describe how the video is organized. In the majority of cases the process is carried out by using Chapter markers that identify different parts of a video.
A few examples of tags that are good which aren't typically part of transcriptions are:
- Video types (Social Ad, Meeting, Internal Comms What to)
- Name of the client
- Department name
- The order for work
- The brand's name
- Location
- Version
8. Place content that is of high priority in the front of the pile
Video clips with special features
The top part on the Video Library homepage is the section titled Featured Video that lets you to display the content you would like everyone in your team to be able to.
Pro tips: Team owners and admins are able to set the content that is featured in the Video Library homepage by clicking the link to show featured content in the lower right part of the area where the video is featured.
Live Event
Administrators, Owners and Contributor Plus members are able to organize live events in Video Library folders, (instead of putting them on the live events section) so that it is easier for you to find the live events more easily.
It lets you stream events and automatically save their recordings to folders that will make them easier to access for the entire team or only those who contribute and view events that are granted access to folders.
9. Automate the compliance process with regulatory and legal regulations
Don't worry about compliance to the law by using the Video Library's tools for keeping records.
You may have recordings of the weekly meeting of your executive team which you would like to be removed within a month. Perhaps you have old business videos that must never be lost.
As opposed to making manually modifications to each assets, Admins are able to establish policies that govern the lifecycle of content. This is typically done in order to ensure the compliance of legal and regulatory rules and guidelines for media management.
The rules can be defined within every folder. In the event that a video gets deleted accidentally The history log allows you recover videos up to 30 days after they're deleted.
10. Tags, search titles and even talking points
Search is a crucial part of every Video Library. We all know that you are able to find tags on your videos but we must admit that everyone is busy and sometimes tags don't get added. (We highlyrecommend it however it's not required! The additional time will be just a couple of minutes per video for long term economic rewards for the company. )
It's easy to search:
- Enter the phrase/term you're searching for.
- Play the video and look for the exact moment at which the word was spoken.
- You can also click and go to "Results" webpage. There, you will be able to filter your search results according to date, title of video or by the person that uploaded the clip.
Connecting it all
Now is your time to test! Pick a couple of these 10 and test these out.
You'll then be able to observe how an organized Video Library will improve team efficiency, as well as tenfold the benefit everyone gets from your video resources.
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