Feb 03, 2021

How to Nail your Video Planning and Production Workflow

Although it might seem a little dry at first, video planning is essential if you really want to get serious about videos. People often underestimate the importance of it and just how much time it takes. But the great thing about it is that it’s a process that can be repeated over and over again, and if you’ve set a strong video production workflow, you can save a lot of time, money, and hassle. 

Generally speaking, the same workflow will not work for everyone, but we’re going to give you a great example of what a video planning & production workflow can look like. So you can try it out, adapt it to your needs and find what works for you. We used whimsical to visualize the workflow — which we highly recommend for you to have a clear overview and create a system around it.

Video concept idea workflow

The first step to creating a video that’s going to wow your audience is to develop a unique and creative concept that gets your message across. If you already have an idea, go ahead and skip to the next point, but if you’re stuck on trying to develop a concept idea — you’re in luck. We put together a blog post with a step by step workflow on how to get video concept ideas when you’re stuck. 

Video concept idea workflow

Video production workflow

Generally speaking, the video production workflow is broken down into four phases. These consist of pre-production, production, post-production, and distribution/marketing. Many subtasks need to be crossed off your to-do list when moving through these phases. We’ve covered the most important ones: 

Phase 1: Pre-production

  • Set concept
  • Create project brief
  • Define goals
  • Budget
  • Set timeline
  • Hire team
  • Scout location
  • Equipment/cameras/props

Phase 2: Production

  • Lighting and setup
  • Filming footage
  • B-roll & voice-overs
  • Behind the scenes footage

Phase 3: Post-production

  • Editing
  • Feedback/review
  • Compressing
  • Backup footage

Phase 4: Distribution and marketing

  • Set budget
  • Set KPIs (Key performance indicators)
  • Choose distribution channels
  • Create supporting marketing material (copy etc.)
  • Schedule distribution
  • Distribute
  • Measure success via predefined KPIs

Video editing workflow

One of the most vital parts of video production is your editing workflow. In our ultimate beginner’s guide on how to edit videos, you can find a breakdown of every single step.

Video project management workflow

As you can tell from above, there are A LOT of steps involved in producing a video; it’s not just about throwing on a camera and rolling with it. We recommend using a project management tool such as Trello or Notion to ensure nothing slips through the cracks. Here are some examples of project management tools that will help you set and keep track of your workflow from start to finish.

Trello for video project management workflow

Trello’s a simple project management system that has a ton of functionalities. It works by having to-do lists and moving to-dos through a workflow from the left of your screen to the right. You can also add things like labels, due dates, assign team members, and lots, lots more. 

Trello and its users have also created handy templates — so you don’t have to start from scratch. Here’s a video workflow template you can run with and adapt to your video production needs.

Notion for video project management workflow

Everyone seems to be raging about Notion right now – and there’s plenty of reasons why. Notion is one of the most flexible and collaborative project management tools out there. It can be set up to manage your video production workflow from start to finish, giving you the freedom to create pages, view your project progress in different ways, whether timelines or checklists, and lots, lots more. Learn how in the video down below.

Alrighty, that’s a wrap on the baseline of how to nail your video planning & production workflow. Take it away, adapt it to your needs and wants, and start optimizing your process so you can create awesome videos and sky-rocket your efficiency in doing so.

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