Organizing your Video Library? Follow these 10 best practices

How do you build a profitable Video Library? The organization must be ruthless.

If you're not organized and organized, this connectivity could have drawbacks...because nobody wants to hunt to find a video for an hour. It's not a great use of company time (or the company's dime). Because every company's mission as well as workflow and organization are drastically differing, there's no standard-fit-all solution.

Ready?

10 best practices for organizing your business's Video Library

•    1. Learn the roles you play
•    2. Make folder structures simpler for speedier navigation
•    3. Change who can see what securely
•    4. Organise your business in the same way it 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 more relevant content
•    8. Put high-priority content in the front of the pack
•    9. Automate regulatory and legal compliance
•    10. Search titles, tags and talk points
•    Connecting it all

1. Be aware of your roles

You can easily separate the members of your team into distinct duties, for example:

• Contributors are the ones who produce content
• Viewers will watch and review video and other content

Understanding roles within Your Video Library easier to use as well as provide an additional layer of security. In particular, you could create recorded Town Halls available to everyone while keeping internal project folders restricted to certain groups or contributors.

Being aware of exactly the content that will be stored within your library will help you set up folders and subfolders that will be easy for you and your staff.

When you're making your folders create a table or spreadsheet for each type of content you'll create. The table should outline the groups or stakeholder are accountable to create the content, who the contributors are, who needs access, and how content relates to one another. Here's an example:

2. Simplify folder structures for quicker navigation

The way you structure your content in your Video Library is entirely up to the individual.

Remember: content is why people visit libraries. As working memory for the majority of people can hold up to three and four items of data at any one time it is important to ensure your library's resources aren't too large and that the resources are simple to locate.

A good guideline? Keep the top-level folders and subfolders to 9 or less.

3. Customize who sees what, securely

The use of SSO (SSO) allows you to log in quicker and more secure. Identity of users is centralized in your company's cloud-hosted Identity Provider (IdP), like Azure as well as Okta.

SCIM (System for Cross-domain Identity Management) allows you to provision and eliminate users based on the date they leave or join the company, so the seats in your team are up to the current status of your employees.

Furthermore, SCIM lets you send over groups and automatically update, so instead of sharing the same content to 35 people in a single session, you can share with the whole "Marketing" group at one go.

4. Organize the way your company decides to think

When it comes to establishing your organizational arrangement, you'll likely choose between two alternatives: (1) organize by the department of your organization (2) or through the tasks that your team members work on. It's all dependent on you, and it doesn't have to be one way or either.

 By Team

Setting your folder structure by team is an intuitive call particularly for businesses that focus on selling products. Below is an example on how to arrange you Video Library by team:

 By Topic

A different method of organizing your folders is to organize them by topic area, which is popular with service-based businesses or institutions like those in the fields of healthcare, non-profits and institutions of worship, schools as well as financial establishments. What could that look like:

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

Once top-level folders are set The task of determining subfolders must be the sole responsibility of a person who is closest to the content that can foresee alllllllll the use cases for the subfolders.

In the case of marketing, for instance, a person in marketing might determine the subfolders of marketing. However, that someone should understand the entire department. The privileges of a Folder Administrator may be granted to contributors. This will allow them to create subfolders inside an established folder. This frees administrators of accounts from having to micromanage the library.

6. Add colorful flair to your folders

Even if you're proficient with organizing your most important folders it's likely that you'll have a large collection to manage.

Colors assigned to folders could aid in making the process of navigating a library considerably simpler. The settings for folders allow you to give folders in your library colors that you can later coordinate according to the department or topic. For instance, all published videos might be blue, and works in progress could be red. The result is a vast library more easily understood on a single glance.

7. Tag your videos to surface more relevant content

Organizing videos based on the same characteristics sounds straightforward enough, but different videos overlap with different types of. Metadata tags help similar videos to locate, without duplicating the files into multiple folders.

Though every video you upload to the library has an online transcription that can be searched, hashtags (tags that are short for) are a way to increase the searchability through the assignment of specific terms that aren't covered by the transcriptions. To systematize the process, create a guide that users can refer to when creating hashtags.

While adding tags, think about these three main categories:

1. descriptive tagsare typically used as they are used to describe video's content. People on the screen, the recording location, and usage rights are common descriptive tags.
2. Structural tags are the terms used to explain how the video is organised. The majority of the time, this is done using Chapter markers, which identify different parts of a video.

Some examples of good tags not usually included in transcriptions are:

• Video types (Social Ad, Meeting, Internal Comms, Interview, What to)
• Client's name
• Department name
• The work order
• The product's name
• Location
• Version

8. Place content that is of high priority in the front of the pack

 Video clips with special features

The top part of the Video Library homepage is the Featured Video area that allows you to present the video content that you wish everyone in your team to see.

 Pro tip: Team owners and admins can set the video that is featured on the Video Library homepage by clicking the button for Featured Content in the lower right part of the video featured area.

 Live Events

Owners, administrators, and Contributor Plus members are able to organize live events in Video Library folders, (instead of keeping them within the live events page) to make it easier for you to find the live broadcasts more easily.

It allows you to stream events and automatically save their recordings to folders where they will be more easily accessible for your entire staff or just the Contributors and Viewers who have folder access.

9. Automate compliance with legal and regulatory requirements

Spend less time worrying about compliance to the law with the Video Library's tools for keeping records.

You may have recordings of the weekly meetings of your executive team which you would like to removed after a month. Perhaps you have old company videos that ought to never be deleted.

Instead of making manual adjustments to each asset, Admins are able to set policies for lifecycle on content. It is usually done in order to ensure compliance with legal or regulatory legal rulings and general media management.

The policies can be set in each folder. In the event that a video gets deleted accidentally The history log allows you recover videos up to 30 days after they're deleted.

10. Tags, search titles, and talking points

Search is a crucial part of any Video Library. We all know that you can look up tags for your video But let's face the fact that we're all busy, and sometimes tags don't get included. (We highlyrecommend it but it's not a necessity! The extra time is a few minutes of work per video for long term financial rewards for the organization. )

It's easy to search:

1. Enter the phrase/term you're searching for.
2. Open the video at the exact time stamp where the word was said.
3. Or, click or go to "Results" page. Here, you can filter your findings by date, video title or the user who uploaded the video.

 Connecting it all

It's now it's your turn! Select a handful from these 10 and test these out.

Then you'll be able to see how having a properly organized Video Library will improve team efficiency, as well as tenfold the benefit everyone gets out of your video assets.