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Video production calendar

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Managing a video production calendar effectively requires careful coordination across different phases such as scripting, production, and post-production. 

This article will guide you through using Asana to streamline your video production process, from concept development to final delivery.

How to create a video production calendar in Asana

There are a few ways to create your video production calendar:

  1. Import an existing spreadsheet where you currently track video production work.
  2. Create a new project in Asana. Choose Board View to visualize video progress through production stages. Board columns will represent the various stages of video production (e.g., scripting, production, editing, and promotion), with tasks representing each video.
  3. Organize your project into sections that reflect your production stages.
  4. Create tasks for each stage and assign them to the appropriate team member with due dates.
  5. Create subtasks for more detailed steps.
Note iconNote

Each task represents a video or asset being produced. This approach is ideal if you have a consistent video format and a limited number of production steps. 

Manage your video production calendar

1. Create template tasks to jumpstart work

The videos your team produces will likely follow the same process. By creating a template task with subtasks to capture the entire video production workflow, you can ensure every creator is following the same steps. Once you’ve set up your template task, encourage creators to duplicate the task when they’re creating a new video task in Asana. For example, tasks like "Storyboard Creation" or "Script Approval" can be standardized with preset deadlines and assignees. This saves time and ensures that no steps are missed in the production process​.

SCREENSHOT of a template task

2. Leverage dependencies

Use task dependencies to make sure handoffs are clear and happen at the right time. With dependencies, task owners will be notified when their work is ready to be kicked off, so you can ensure a smooth production process.

3. Use custom fields to capture video details

Custom fields make it easy to track details on each task—like priority, video topic, progress, and more. With custom fields, you can track the same information across all of your videos. That way, anyone checking out the project can see pertinent video information.

Coupled with automations, you can set up triggers to notify team members when tasks are ready for the next stage or approval​

For the video production process, it’s especially helpful to add the following custom fields to your project:

  • Progress: Create a progress custom field to track where your video currently is in the production process. In this case, your progress custom field would be a drop down, with options like Scripting, Filming, Editing, and Post-production.
  • Video topic: If you frequently create videos, use a video topic custom field to track what type of video you’re creating (e.g., Educational, Informational, Promotional, Advertisement).
  • Final file URLs: Once you’re ready to distribute your video, you need a way to share the final file URLs with cross-functional stakeholders. Create a URL custom field so everyone tackling promotion can easily find the relevant files, without searching through task comments and subtasks.

4. Simplify reviews with approval tasks

Throughout production, you’ll need to get approval from stakeholders on your work. Approval tasks make it simple for stakeholders to provide feedback. Stakeholders can approve, request changes, or reject work with the click of a button.

Tips for reporting on the video production process

1. Visualize your production calendar in different ways

Board view is a great way to track video production work through stages, giving you insight into where each video is. But you or your teammates might want to explore other views.

Board view of video production calendar

  • List view is the best way to filter and sort by assignee and custom fields to help you assign out work or see videos by topic.
  • Timeline view is ideal if you're trying to determine your video production schedule. You can easily drag and drop videos onto the timeline and adjust deadlines as needed.
  • Calendar view is great if you need to see when videos will be ready for distribution and gauge your video editorial calendar. This view is great for cross-functional collaborators, like your social media team or content lead.

Views in video production calendar

Note iconNote

Once you find the project view that’s best for you, you can save that view as default.

2. Report on work and measure progress with dashboards

With dashboards you can track progress in real-time and see any relevant project information—from incomplete tasks to a breakdown of task progress by assignee.

Video production dashboard

3. Track work across projects with portfolios

Use portfolios to manage multiple video projects, allowing stakeholders to track the status, priority, and deadlines of various projects in one place.

Portfolio progress 

By following these steps, you can effectively manage your video production calendar in Asana, ensuring smooth coordination, timely execution, and high-quality outputs.

 

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