Organizing your Video Library? Use these best practices

How do you build a profitable Video Library? Ruthless organization.

If your organization isn't well-organized the interconnectivity you've got may come with drawbacks...because nobody wants to hunt to find a video for the duration of a quarter hour. It's not the best way to use company time (or the company's dime). And since every company's goals, workflow, and internal organization are drastically distinct, there's not a one-size-fits-all setup.

Ready?

The 10 most effective ways to manage your company's Video Library

•    1. Know your responsibilities
•    2. Simpler folder structure for faster navigation
•    3. Customize who sees what, in a secure way
•    4. Organise your business in the same way it decides to think
•    5. Give specific folders a job
•    6. Include a splash of color in your folders
•    7. Tag your video to show the right content faster
•    8. Place content that is of high priority at the top of your list
•    9. Automate regulatory and legal compliance
•    10. Search titles, tags, and talking points
•    Putting it all together

1. Learn your roles

You are able to easily divide the members of your team into distinct duties, for example:

• Contributors can make content
• Viewers can watch and read the content

Understanding roles within Your Video Library easier to use and provide an added level of security. For instance, you can allow recordings of Town Halls available to everyone and keep the internal folders of your project only accessible to specific groups of contributors.

Knowing exactly the type of content you want to keep within your library will help you set up folders and subfolders that will be intuitive for your team.

When you're making your folders prepare a spreadsheet or table to record the various types of content you'll create. You'll outline what team members or other stakeholders are accountable for content as well as who are the contributors and who has access to the content, and the way content is related to one another. Let's look at an example.

2. Simpler folder structure for faster navigation

How to structure the content in your Video Library is up to the individual.

Be aware that the content is what makes patrons visit the library. As working memory for the majority of people can hold between 3 and 4 items of information at any time, you need to make sure your library isn't overloaded and the materials are easy to access.

The best general rule? Make sure to keep the top folders in order and subfolders to 9 or less.

3. Customize who sees what, safely

The use of Single Sign-On (SSO) helps you log into faster and safer. The user's identities are centralized in your company's cloud-hosted identity Provider (IdP) which includes Azure and Okta.

SCIM (System for Cross-domain Identity Management) provides the capability to automatically provision and remove users in accordance with when they join or leave the organization, ensuring that team seats are up to date with your current employees.

Additionally, SCIM lets you send groups to each other and update them automatically, so instead of sharing the same content to 35 people separately, you can share with the whole "Marketing" group in one shot.

4. Create a system that reflects the way your company thinks

When it comes down to creating your folder layout, you're likely to be between two choices: (1) organize by the departments of your business (2) or by the initiatives that your team members work on. It's all dependent on you however it does not have to be exclusively one or one of the two.

 by Team

Setting your folder structure by group is a simple step particularly for companies that are focused in selling products. Below is an example on how you can structure your Video Library by team:

 By Topic

Another way to organize your folder structure is by topic area, which is popular with service-based businesses or organizations such as those that deal with health care, non-profits, institutions of worship, schools as well as financial establishments. This is what it could look like:

5. Create specific folders to be used for the job.

Once top-level folders are set and subfolders are defined, the task of determining them should be the job of the member closest to the content that will be able to see all possible scenarios for subfolders.

For instance, someone in marketing might determine marketing subfolders, but that one should know the entirety of the department. The privileges of a Folder Administrator can be assigned to contributors. They can then be granted permission to create subfolders within a designated folder. This frees account administrators from having to micromanage the library.

6. Bring some color to your folders

Even if you're a pro with organizing your most important folders it's likely that you'll end up with a hefty collection to manage.

The assigning of colors to folders will make parsing the library much easier. Settings for folders let you give folders in your library color choices that you use to coordinate them based on department or the topic. As an example, the published videos might be blue, as well as works-in-progress that are in the process of being red. The result is a vast library easier to comprehend at a glance.

7. Tag your videos in order to bring them up on your videos with the correct content quicker.

Sorting out videos by similarity sounds easy and straightforward, however different videos overlap with different kinds of. Metadata tags can help similar videos to locate without having to split videos into different folders.

Though every video you upload to the library has the ability to search for the transcription hashtags (tags that are short for) could enhance the discoverability by assigning types of words not covered in the transcriptions. To make the process more organized make a manual that people can use as they're creating hashtags.

If you are adding tags, be thinking about the following three kinds:

1. Descriptive tagsare the most popular since they describe the video's contents. The individuals in the video, locations of recording, as well as rights of use are all common descriptive tags.
2. Structural tags are the terms used to describe how the video is organised. In , it is typically done using Chapter markers that identify sections of a video.

A few examples of tags that are good that are not typically included in transcriptions include:

• Video type (Social advertisement, meeting, Internal Comms, Interview, How To)
• Client's name
• Name of the department
• The work order
• Name of the product
• Location
• Version

8. Make sure that the most important content is front and center

 Videos with featured content

At the top on the Video Library homepage is the featured video area, where you can present the video content that you wish everyone in your team to see.

 Pro tip: Team members and admins can set the featured video on the Video Library homepage by clicking the Featured Content button in the lower right part of the area with featured videos.

 Live Events

Owners, Administrators and Contributor Plus Members can arrange live events into Video Library folders, (instead of keeping them within the Live Events page) so you can find recorded live events more quickly.

It allows you to stream events and automatically archive the recorded events to folders that will make them more easily accessible for your entire staff or just the Contributors and Viewers who have folder access.

9. Automate regulatory and legal compliance

Spend less time worrying about the legal requirements with Video Library's data retention tool.

Maybe you have videos from the weekly meetings of your executive team which you would like to deleted within a month. Perhaps there are historical company video clips that should never be erased.

Instead of manually manipulating every asset by hand, Admins are able to set policies for lifecycle for the content. It is usually done in order to comply with regulatory or lawful rulings, as well as general media management.

The policies can be set in each folder. In the event that the video is accidentally deleted, the history log lets users recover the videos for up to 30 days after they're deleted.

10. Search titles, tags as well as talking points

Search is the most important component of any Video Library. We all know that you can look up tags on your video content But let's face the fact that we're all busy, and sometimes tags aren't included. (We highlyrecommend it however! It's a few extra minutes of work per video, but it's a long-term strategy for financial rewards for the organization. )

Searching is simple:

1. Enter the phrase/term you're searching for
2. Start the video by clicking the exact time stamp where the word is spoken
3. Click the "Results" page, where you'll be able filter your results according to date, title of video or the user who posted the video

 The whole thing

It's your turn! Pick a few of them and test these out.

Then you'll be able to see how having a properly organized Video Library will improve team productivity, and tenfold the benefit everyone gets from your video resources.