5 Tips to Prepare Your Office & Team for a Video Shoot

Making the decision to tell your brand's story with a video project is a great first step towards highlighting the special things about your team, but as a business owner or manager you know that team cooperation doesn't just happen because you scheduled it. There are ways to get your team and office organized to make sure that video shoot day goes smoothly.

1. Storyboard the Vision
Nothing can make the video creation process more frustrating than to have your team and your video production team on two different pages. Make sure you have a clear plan laid out that discusses:  Message, Actors, Shot Location, Graphics, and Timeline to a completed video. Then walk through the plan with your team.

Interested in a Free 30-Minute Storyboarding Consultation?

2. Make Sure All Teams have a Voice during Script Writing
We recently sent a crew out on a simple video shoot for a brand that had approved the script weeks ago. On set we found a much different story. Several of the team members had concerns with the script, which took hours to work out. Had those teams been consulted about the content previously, half the day would not have been wasted.

3 Work with On-Camera Talent before Shooting
People do not typically speak in the same way that they write, so it's important to have your on-camera or VO (voice over) talent read the script out loud several times to get comfortable with the content and flow. Additionally, talk with anyone who will be in the background or standing-in as extras to make sure they have a plan for how to act comfortably in the given situation.

PRO TIP:  This is why it is important to have a storyboard approved internally, it will give you a map for what resources will be needed in each shot. 

4. Prep Your Office or Shot Locations
Much like the people who will be in the shot, it's important to prep the shot locations so that they tell a story in the background. Offices should be clean, with minimal furniture and accessories. Remember, a whole video crew and actors may be in the room, so open space is key. On the other hand, don't pick a room with no rugs or wall treatments because the sound will echo and lose "richness". 

However, the worst thing you can do is over-prep a location. Remember that you want this to look natural, so the space we are shooting in should look very similar to what a viewer would expect to see. So often we arrive at an oil & gas warehouse and it looks spotless, which no one will expect a warehouse to be! Sometimes it's OK to leave a little of the natural appearance to help sell the authenticity.

5. Keep Shooting Day Simple at the Office
It's exciting to be on set during a video shoot, but the more that's going on in your office the more likelihood for interruptions due to noise. Mics pick up everything from delivery men coming in the door to toilets flushing upstairs. Let your staff know ahead of time when the shoot will be, so that they can plan to be working quietly around the office rather than on a loud phone call. If you have clients come to your office frequently, send out a message to let them know the hours you will be unavailable and set the phones to go to voicemail. 

During most video shoots we want as many bodies as possible to make the office look lively. The only time we want it quiet is if we're doing interviews, but signs on the door and around the office usually help with that. After the interviews when we shoot the B-Roll we need bodies filling the office so they look busy. Plus we don't typically capture sound during B-Roll, so it isn't an issue after the interviews are completed. 


Check out this sample culture video... 

The team at Northwest Oral surgery just outside of Houston approached us about how to highlight the family culture in their office while still focusing on the dental techniques that make them a world-class facility.