4 Tips To Staying Organized In The Broadcast Production Studio

The last thing you need is to lose track of your assets when you need to complete a project, or have a client’s files mixed in with someone else’s stuff. Keeping organized means hours saved trying to track down that voice over file from the contractor. By using these helpful tips, you can ensure that you and your team are working faster and more efficiently. 

1. Keep Track of Everything

Some studios, have sophisticated, dedicated digital asset management systems, where all assets are systematically stored, tagged and categorized according to campaign, client and date.

Smaller broadcast production studios may choose to just use the default folder management system available on their operating system, but come up with ways to use them, which are intuitive and personalized.

For these studios, this usually means color coding folders to quickly identify the types of clients or projects, as well as using “templates” of pre-created folder structures.

These folder structures might involve:

  • A main folder for individual projects
  • Sub-folders for
    • In-progress files
    • Scripts
    • Raw footage
    • Voice over tracks

Tip: Ensure the whole team are aware of your structure and how it works to stop any mistakes from occurring.

2. Version management

Version management or version control systems are put in place to record any changes made to a centralized document – just in case you need to view the revisions.

It can be confusing dealing with multiple versions of the same files, especially if you are working in a team.

There are a number of version management strategies out there. Many people find the easiest way of working is to just having a single copy of the file on the server; work off that copy and save any changes over it. 
Tip: If you are going to use this version, ensure the team are aware that any changes will be saved over.

In some cases, certain types of backup techniques allow you to restore previous versions of the file if needed.

If you are nervous about only having a single copy of the file, ask your IT contractor or IT department about the backup scheme you have in place.

3. More Eyeballs On The Work

By having checks built into the way you work, and different people at different stages doing these checks, you prevent the possibility of small oversights becoming deadline-breaching, budget-breaking mistakes.

For example

The editor may be the first when it comes to the spelling of the text that appears in the commercial. Once the editor has done the checks, they get passed on to the production coordinator, before final checks by the broadcast producer.

Similar processes should be in place to check the finished products for audio issues, video quality problems, and adherence to the broadcast guidelines provided by the TV station.

Tip: View our free eBook Managing Broadcast Advertising Projects to help you manage your broadcast advertising workflow. (Below)

4. Segregate Files to Minimize Human Error

Come delivery time you find yourself dealing with a number of encoded files:

  • The final broadcast quality commercials, perfectly tweaked according to the requirements of each TV station
  • A copy of the ad, optimized for streaming over the internet
  • A highly-compressed preview of the finished commercial, to be sent quickly to the client

The last thing you need is to accidentally send a highly compressed, low resolution preview file to the broadcasting TV station.

To prevent such mistakes, set up your video encoders to automatically place the client preview copy (which tends to be of a lower resolution and more compressed) at a location away from the main project files.

This effectively segregates the different types of files, in order to reduce the chances of a careless mix-up.



Jim Robinson23 March 2016 at 2:10:24 AM AEDT

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