Organizing your Video Library? Follow these 10 best practices

The trick to a successful Video Library? A ruthless and efficient organization.

If your organization isn't well-organized and organized, this connectivity could be a source of drawbacks...because nobody wants to search through a file of video to take a half hour. It's not the best way to use company time (or money from the company). Because every company's mission, workflow, and internal organisation are very different, there is no universally-compatible setup.

Ready?

10 best practices for organizing your company's Video Library

•    1. Learn your responsibilities
•    2. Simplify folder structures for quicker navigation
•    3. Change who can see what safely
•    4. Organise your business in the same way it thinks
•    5. Make specific folders for a particular job
•    6. Add colorful flair to your folders
•    7. Tag your video to show your videos with the correct content quicker.
•    8. Place content that is of high priority at the top of your list
•    9. Automate compliance with legal and regulatory requirements
•    10. Titles and tags for search and talk points
•    Connecting it all

1. Be aware of the roles you play

It is easy to separate your team members according to specific tasks, such as:

• Contributors are the ones who make the content
• Viewers can watch and read the content

Understanding roles within Your Video Library easier to use and add a protection. You can, for instance, create recorded Town Halls available to everyone while keeping internal project folders only accessible to specific groups of contributors.

Being aware of precisely what content will live in your library can help in creating folders and subfolders that are intuitive for your team.

Prior to creating your folders, make a spreadsheet or table for each type of content you'll make. 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 how content relates to each other. Here's an example:

2. Simplify folder structures for quicker navigation

How you should structure the contents of your Video Library is up to you.

Remember: content is why members come to the library. Because the working memory of most people can hold between 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 access.

An excellent general rule? Maintain the folders at the top and the subfolders to nine or fewer.

3. You can customize who is able to see what information, securely

Utilizing Single Sign-On (SSO) helps you log into easier and secure. The user's identities are centralized in your cloud-hosted identity Provider (IdP) such as Azure as well as Okta.

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

Plus, SCIM lets you send over groups and automatically update the group, meaning instead of sharing the same content to 35 people separately, you can distribute it to the entire "Marketing" group at all at once.

4. Create a system that reflects the way your company decides to think

If it's time the process of creating your own folder structure, you'll probably 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 determined by your preferences however it does not have to exclusively be one or one of the two.

 By Team

Setting your folder structure by group is a simple step particularly for businesses that focus in selling products. Here's an example of how you can organize your Video Library by team:

 By Topic

Another way to organize your folders is to organize them by subject area. This is popular for service-based firms or institutions like those in health care, non-profits, institutions of worship, schools or financial institutions. Here's what that could look like:

5. Make specific folders for a particular job

After top-level folders have been set, determining the subfolders should be the job of the user closest to the content that is able to anticipate all the possible use cases for the subfolders.

In the case of marketing, for instance, a person within marketing may decide to create the subfolders of marketing. However, that someone should understand the entire department. The privileges of a Folder Administrator are available to contributors, allowing them to create subfolders inside the designated folder. This will free up account admins from having to micromanage the library.

6. Add colorful flair to your folders

If you're an expert with organizing your most important folders, odds are you'll still end up with a hefty library of files to navigate.

Assigning colors to folders can make parsing libraries considerably easier. The settings for folders allow you to assign folders to your library colours that you could then coordinate based on the department or subject. In this case, for instance, all released videos might be blue, and works in progress could be red. It makes an extensive library more easily understood at a glance.

7. Tag your videos to surface your videos with the correct content quicker.

Organizing videos based on the same characteristics sounds straightforward enough, but different videos are often in different types of. Metadata tags aid similar content to locate without having to split content into different folders.

While every video that you upload to the library includes a searchable transcription hashtags (tags, for short) are a way to increase the searchability by identifying different words not covered in the transcriptions. In order to organize the process, create a guide that people can use as they're tagging.

When adding tags, think of these three primary categories:

1. Description tagsare the most popular since they describe the video content. People on the screen, the the location of recording and the rights to use are typical descriptive tags.
2. Structural tags are the names used to describe how the video is organised. The majority of the time, this is used to identify Chapter markers, which identify different sections of a video.

Some examples of good tags that are not typically included in transcriptions are:

• Video types (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. Put high-priority content in the front of the pack

 Video clips with special features

The top part at the top of the Video Library homepage is the Featured Video area in which you can show the content you want everyone in your team to see.

 Pro tip: Team owners and administrators can choose the featured video on the Video Library homepage by clicking the Featured Content button in the lower right part of the featured video area.

 Live events

Owners, Administrators and Contributor Plus Members are able to organize live events in Video Library folders, (instead of putting them on the Live Events page) to make it easier for you to find the live broadcasts more easily.

This lets you stream events and archive the recorded events to folders that will make them more easily accessible by all your team members or just the Contributors and Viewers who have folder access.

9. Automate compliance with legal and regulatory requirements

Reduce time and stress about legal compliance with Video Library's data retention tool.

Maybe you have videos from daily executive meetings that you want to be deleted after one month. Maybe there are old corporate videos that should not be deleted.

Instead of making manual adjustments to each asset manually, Admins can set lifecycle policies for content. It's usually to comply with regulatory or lawful rulings, as well as general media management.

It is possible to set policies per folder, and if the video is accidentally deleted, the history log lets you retrieve videos for as long as 30 days after they're deleted.

10. Search titles, tags as well as talking points

Search is a crucial part of every Video Library. It is already known that you can find tags in your videos however, let's face it: we are always busy and there are times when tags don't get added. (We highlyrecommend it but it's not a necessity! The extra time is a few minutes of work per video to ensure long-term organizational payoff. )

Searching is simple:

1. Type in the word or phrase you're looking for.
2. Play the video on the exact time stamp where the word was said.
3. Click or go to "Results" page, where you'll be able to filter your results using the date, the video's title or the user who posted the video

 Connecting it all

It's now it's your turn! Select a handful of them and test the recipes.

You'll see how an organized Video Library will improve team efficiency, as well as tenfold the value everyone will get from the video content you have.