Organizing your Video Library? Make sure you follow these top 10 practices

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

If you're not organized, all this interconnectivity may come with drawbacks...because there's no reason to dig for a video file for the duration of a quarter hour. This isn't a good way to use company time (or company dime). And since every company's goals, workflow, and internal organization are drastically differing, there's no universally-compatible setup.

Ready?

Ten best ways to organize your company's Video Library

•    1. Learn your roles
•    2. Simplify folder structures for quicker navigation
•    3. Customize who sees what, securely
•    4. Organize the way your company thinks
•    5. Make specific folders for a particular job
•    6. Bring some color to your folders
•    7. Tag your videos to surface your videos with the correct content quicker.
•    8. Put high-priority content front and center
•    9. Automate legal and regulatory compliance
•    10. Titles and tags for search and talk points
•    Connecting it all

1. Know the roles you play

You are able to easily divide the members of your team into distinct roles, like:

• Contributors can produce web-based content
• Viewers will watch and review content

Knowing the roles of each member Your Video Library easier to use and add a layer of security. In particular, you could allow recorded Town Halls available to everyone while keeping internal project folders restricted to certain groups or contributors.

Understanding exactly what content will live within your library will help in creating folders and subfolders that will be easy for you and your staff.

Prior to creating your folders, prepare a spreadsheet or table to record the various types of content you'll make. You'll outline what teams or stakeholders are responsible for content as well as who are the contributors as well as who requires access and the way content is related to each other. Let's look at an example.

2. Make folder structures simpler for speedier navigation

The way you structure your video library's content Video Library is up to you.

Keep in mind that content is the reason people visit libraries. Since working memory for most users can contain anywhere between three and four items of information at any time, you need to make sure your library isn't overloaded and the materials are easy to locate.

The best guideline? Maintain the folders at the top and subfolders to 9 or less.

3. Customize who sees what, in a secure way

Using SSO (SSO) allows you to log in easier and secure. User identities are centralized in your company's cloud-hosted Identity Provider (IdP), like Azure as well as Okta.

SCIM (System for Cross-domain Identity Management) adds the ability to automatically provision and remove users based on when they join or leave the organization, ensuring that team seats are up to time with current employees.

Furthermore, SCIM lets you send over groups and automatically update, so instead of sharing information with each member individually; you can distribute it to the entire "Marketing" group in one shot.

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

When it comes down to creating your folder structure, you'll probably have two options: (1) organize by the department of your organization (2) or according to the projects that your team members work on. It's all determined by your preferences however it does not have to be exclusively one or the other.

 by Team

Setting your folder structure by team is an intuitive call particularly for businesses that focus on selling products. Here's an example of how you can arrange you Video Library by team:

 By Topic

Another method to arrange the folder structure is through topic area, which is popular with service-based businesses or other institutions such as health care, non-profits, institutions of worship, schools and financial institutions. This is what it could look like:

5. Make specific folders for a particular job

After top-level folders have been set, determining the subfolders should be the sole responsibility of a user closest to the content who will be able to see all possible scenarios for subfolders.

For instance, someone in marketing might determine subfolders for marketing, however one should know the entirety of the department. Special Folder admin privileges may be granted to contributors, allowing them to create subfolders within a designated folder. This can free account admins of having to manage the library.

6. Add colorful flair to your folders

Even if you're a pro in organizing your folders of the top level chances are that you'll end up with a hefty collection to manage.

Assigning colors to folders can help in analyzing a library much easier. Folder settings allow you to provide your library's folders with colors that you can later coordinate according to the department or topic. For instance, all published videos could be blue as well as works-in-progress that are in the process of being red. It makes an extensive library easier to comprehend in a glance.

7. Tag your videos to surface the right content faster

The idea of organizing videos according to the same characteristics sounds straightforward and straightforward, however different videos have overlaps with various kinds of. Metadata tags can help similar videos to locate without having to split content into different folders.

Although every video you add to the library includes a searchable transcription, hashtags (tags that are short for) are a way to increase the searchability by assigning types of words not covered in the transcripts. To systematize the process, create a guide that users can refer to when taggin.

When adding tags, think about the following three kinds:

1. Description tagsare typically used since they describe the video content. The people in the video, recording location, and usage rights are common descriptive tags.
2. Structural tags are the words that explain how the video is structured. It is usually performed using Chapter markers that identify segments of the video.

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

• Video types (Social Ad, Meeting Internal Comms, Interview, how to)
• Client's name
• Name of the department
• Order for work
• Name of the product
• Location
• Version

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

 Videos with featured content

The top part at the top of the Video Library homepage is the featured video area, in which you can show videos you would like for your entire staff to view.

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

 Live events

Owners, Admins as well as Contributor Plus members can arrange live events into Video Library folders, (instead of keeping them in the live events section) which allows you to locate the live broadcasts more easily.

It allows you to stream events, and then automatically save their recordings to folders, which will be much easier to locate for your entire staff or only the contributors and Viewers who have folder access.

9. Automate legal and regulatory compliance

Spend less time worrying about the legal requirements with Video Library's tools for keeping records.

You may have recordings of daily executive meetings which you would like to deleted after one month. Maybe there are old corporate videos 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's usually to comply with regulatory or laws and generally governing media management.

The policies can be set for each folder. If you accidentally delete a file the history log will let you recover videos up to 30 days after the date they were deleted.

10. Titles and tags for search and talk points

Search is the most important component of any Video Library. You already know how you can look up tags on your video content however, let's face it: we are often busy, so tags do not get added. (We highlyrecommend it but it's not a necessity! The extra time is a few minutes of effort per video for long term organization payoff. )

It's easy to search:

1. Type in the word or phrase you're looking for
2. Start the video by clicking the exact time stamp where the word was spoken.
3. Or, click the "Results" page, where you'll be able to filter your results using the date, the video's title and even the individual who uploaded the video.

 The whole thing

Now, it's you're next! Pick a few of these ten and try the recipes.

You'll see how an organized Video Library will improve team productivity, and tenfold the benefit everyone gets out of your video assets.