Organizing your Video Library? Make sure you follow these top 10 methods
How do you build a profitable Video Library? Ruthless organization.
If you're not organized the interconnectivity you've got could come with drawbacks...because no one wants to dig for a video file for a half hour. It's not the best way to use company time (or money from the company). Since every business's objectives, workflow, and internal structure are completely differing, there's no standard-fit-all solution.
Ready?
Ten best ways to organize your company's Video Library
- 1. Be aware of the roles you play
- 2. Make folder structures simpler for speedier navigation
- 3. Customize who sees what, in a secure way
- 4. Organize the way your company thinks
- 5. Give specific folders a job
- 6. Include a splash of color in your folders
- 7. Tag your videos in order to bring them up on the right content faster
- 8. Put high-priority content in the front of the pack
- 9. Automate compliance with legal and regulatory requirements
- 10. Titles and tags for search as well as talking points
- The whole thing
1. Be aware of your roles
It is easy to separate your team members according to specific roles, like:
- Contributors are the ones who make web-based content
- Viewers will watch and review content
Knowing the roles of each member Your Video Library easier to use and add a layer of security. For instance, you can make recordings of Town Halls accessible to all and keep the internal folders of your project restricted to certain groups or contributors.
Being aware of precisely the content that will be stored in your library helps in creating folders and subfolders that are intuitive for your team.
When you're making your folders make a spreadsheet or table for each type of content you'll make. The table should outline the groups or stakeholder are accountable for content, who the contributors are and who has access to the content, and the way content is related to one another. Here's an example:
| Content | Responsible | Contributes | Views | Related |
| Social advertisements (Work-in-progress) | Growth Marketing | Creative Team | All Marketing | Internal |
| Town Hall | Communications | Production Services | All Company | Internal |
| How-To video | Training | Production Services | Help | Public |
2. Simpler folder structure for faster navigation
The way you structure your contents of your Video Library is up to the individual.
Be aware that the content is what makes people visit libraries. Because the working memory of most individuals can store between three and four items of data at any time, you need to ensure that your library isn't overloaded and the materials are easy to locate.
An excellent general rule? Keep the top-level folders and subfolders to 9 or fewer.
3. Change who can see what in a secure way
Using the Single Sign On (SSO) allows you to log in easier and secure. The user's identities are centralized in the cloud hosted by your business' identity Provider (IdP), like Azure or Okta.
SCIM (System for Cross-domain Identity Management) allows you to provision and eliminate users based on when they join or leave the business, which means that your the seats in your team are up to the current status of your employees.
Plus, SCIM lets you send groups to each other and update them automatically the group, meaning instead of sharing the same content to 35 people individually; you could share it with all members of the "Marketing" group in one shot.
4. Organise your business in the same way it decides to think
When it comes down to establishing your organizational structure, you'll probably have two options: (1) organize by your company's departments (2) or according to the projects the teams are working on. This decision is purely dependent on you, and it doesn't have to exclusively be one or one of the two.
By Team
Making your folder's structure according to group is a simple step particularly for businesses that focus in selling products. Below is an example on how you can arrange your Video Library by team:
by Topic
A different method of organizing the folder structure is through subject area. This is popular for service-based firms or other institutions such as the fields of healthcare, non-profits and schools, places of worship or financial institutions. This is what it could look like:
5. Give specific folders a job
When top-level folders are established and subfolders are defined, the task of determining them should be the job of the user closest to the content who will be able to see all possible scenarios for subfolders.
A person working from marketing could decide on the subfolders of marketing. However, that person should be aware of the whole department. Administrator privileges for specific Folders are available to contributors. They can then be granted permission to create subfolders inside the designated folder. This can free account administrators of having to manage the library.
6. Bring some color to your folders
Even if you're proficient in organizing your folders of the top level, odds are you'll still end up with a hefty library to navigate.
The assigning of colors to folders will aid in making the process of navigating a library significantly more simple. The settings for folders allow you to provide your library's folders with colors that you can then coordinate based on the department or topic. As an example, the published videos could be blue as well as works-in-progress that are in the process of being red. The result is a vast library much more understandable on a single glance.
7. Tag your video to show your videos with the correct content quicker.
Organizing videos based on similarity sounds easy and straightforward, however different videos overlap with different kinds of. Metadata tags can aid similar content to locate without having to split videos into different folders.
While every video that you upload to your library comes with the ability to search for the transcription hashtags (tags, for short) are a way to increase the searchability through the assignment of specific words not covered in the transcripts. To make the process more organized, create a guide that members can reference as they're taggin.
When adding tags, think about the following three kinds:
- descriptive tagsare the most common because they simply describe the video's content. The individuals on the screen, the the location of recording and the rights to use are typical descriptive tags.
- Structural tags are the terms used to explain how the video is structured. It is usually used to identify Chapter markers that identify parts of a video.
Some examples of good tags not usually included in transcriptions include:
- Video type (Social advertisement, meeting, Internal Comms., Interview, What to)
- Name of the client
- Name of the department
- The work order
- Name of the product
- Location
- Version
8. Place content that is of high priority in the front of the pack
Video clips with special features
The top part at the top of the Video Library homepage is the section titled Featured Videos where you can present videos you would like everyone in your team to see.
Pro tip: Team members as well as administrators are able to set the featured video on the Video Library homepage by clicking the button that says Featured Content at the lower right area of the video featured area.
Live Events
Owners, Admins as well as Contributor Plus members are able to organize live events in Video Library folders, (instead of keeping them within the live events section) so you can find recorded live events more quickly.
This lets you stream events and save the recordings in folders, which will be easier to find by all your team members or just the Contributors and Viewers that have folder access.
9. Automate legal and regulatory compliance
Reduce time and stress about compliance to the law with the Video Library's tool for data retention.
You may have recordings of weekly executive office hours that you wish to have deleted within a month. Or, maybe you have old company videos that should not be erased.
Instead of making manual adjustments to each asset manually, Admins can set lifecycle policies for content. It is usually done in order in order to conform with regulations or legal rulings and general media management.
It is possible to set policies for each folder. If you accidentally delete a file, the history log lets you retrieve videos for as long as 30 days after the date they were deleted.
10. Titles and tags for search, and talking points
Search is a crucial part of every Video Library. It is already known that you can search for tags in your videos But let's face the fact that we're all busy, and sometimes tags aren't included. (We highlyrecommend it, though! It's a few extra minutes of effort per video for long term financial rewards for the organization. )
It's easy to search:
- Enter the phrase/term you're searching for.
- Play the video on exactly the time at which the word is spoken
- Click to go directly to the "Results" page. There, you can filter your findings according to date, title of video and even the individual who posted the video
The whole thing
It's your turn! Choose a couple of them and test the recipes.
It will be clear how a well-organized Video Library will improve team efficiency, as well as tenfold the value everyone will get out of your video assets.