Parc Entertainment - A Video Production Company - Birmingham, AL

Before the project even begins, you realize that you are under a tight deadline. The client needs the video to be completed quickly, and you commit. You are confident in your ability to meet your client’s timetable. Unfortunately, you don’t get very far into post-production before realizing that it will be impossible to get the video finished before the deadline. What happens now? Last year I wrote an article entitled, “Deliver What You Promise,” which stressed the importance of fully evaluating the size and scope of a video project before committing. However, this hypothetical situation is different. In this situation, you are already knee-deep in the project and no longer have the option to turn it down. What can you do?

1. Be honest with the client - This item is listed #1 for a reason. It is imperative that you call your client immediately and tell them what’s going on. They will certainly be disappointed that the project isn’t progressing as planned, but your client will respect you much more for being honest than they will if you waited until the very last minute to tell them of the problem. So, keep your client in the loop. Tell them what you’re seeing from your end. Tell them what you’re up against.
2. Find out if the deadline can be pushed - Sometimes a client will pad out the schedule, knowing that certain unforeseen problems could arise. Therefore, if your deadline is the 15th, you might actually have until the 22nd. Talk to your client. Find out when the actual make-or-break point is.
3. Break up the project into smaller, more manageable sizes - This is the moment when you start farming out portions of the project to other editors in your area. Look through your contact list. Examine your network of video professionals. Is there anyone on that list who could help by editing certain portions of the project while you edit other segments?
4. Offer your client a discount on the work - Sometimes you might have to take a hit on your hourly rate in order to maintain a good relationship with your client. So, take responsibility. Face up to the fact that you over-promised and be willing to finish the video at no extra cost to your client. Or, offer them a discount, either on the current project, or a future project (assuming this is a repeat client).

These situations are never easy, and it causes major stress for both you and your client. However, there is always a solution to the problems that seem insurmountable.

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• Beyond Budget and Scope: Managing Client Expectations and Delivering Value (slideshare.net)

What your video production doesn’t know can hurt you. Many people who have little experience working with video production companies usually feel a bit overwhelmed. They understand that they need to produce a video for their company, non-profit, school, etc. but beyond some basic generalities about the project, they aren’t sure what the video production company needs or needs to know. If the entire process is to run smoothly, you need to provide the video production company with some logistical details. A good producer or director will know to ask you these questions, but it’s still a good idea to have this information in-hand when you discuss the project with your video production company. Here are some details that need to be hammered out:

Project Overview

• What/Who the video is for
• The goals/objectives of the video
• The desired length of the video
• Where the final video will be shown (website, public event, seminar, trade show, in-house communication, sales meetings, etc.
• The deadline (Read this post regarding video production deadlines and how to schedule your video project accordingly.)

Technical Details About the Project

• The video format (standard-definition or high-definition)
• If standard definition - widescreen or standard 4:3
• If high-definition - 1080i or 720p?*

Responsibilities

• Script-writing responsibilities (will the video production company be required to conceptualize and write the script, or will your department handle that task?)
• On-camera talent (will the project require professional talent to be provided by the video production company, or will your company provide employees for the video?)
• Voice-over talent (will the production company need to provide this, or do you have someone available that you have used before?)

The Video Shoot (this will help the video production company determine how many shooting days are necessary)

• The amount of material that needs to be shot
• The specific people/places/products/etc. that needs to be shot
• The number of different locations
• The number of people that need to be interviewed
• The amount of archival footage, stock footage, and/or stills that will be needed

On Location Considerations

• Addresses and directions to all locations
• Contact person for each location
• Loading/Unloading zones
• Specific location protocol (security concerns, where to sign in, where the video production company can and cannot go while at the locaton)
• Staging area (an out-of-the-way place at the location where the video production company can store their gear)

I recommend taking the video production company representatives on a tech scout of each location before the shoot, so you can go over these details and clarify any unresolved issues. A good tech scout will catch potential problems before the shoot begins.

Clear, consistent communication between yourself and the video production company will be of enormous benefit when the shoot begins. Take the time to conduct thorough pre-production planning. Provide the video production company with everything they need. Your finished video will be a lot better because of it.

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*Don’t let the higher number - 1080 make you think that it’s better, or has a higher resolution that 720. Both are official high-definition formats. The difference is mainly in how the two formats record an image. The “i” in 1080i stands for “interlaced,” and the “p” in 720p stands for “progressive.” An interlaced image is created by breaking the image you see on your screen into two separate “fields” - upper and lower. Scan lines reproduce the image on the screen by scanning horizontally, top to bottom. On the first pass, the scan lines recreate every even line. On the second pass, the odd lines are recreated. The horizontal lines are interlaced to show you the complete picture. In HD video, there are 1080 horizontal scan lines. A progressive image is created by scanning the entire image in order, all at once, much like a single frame of film.

Part of being a successful freelancer or small business owner is having a specific vision for the type of work you want to go after. Early in your career, however, you might have to take jobs you wouldn’t ordinarily accept. But what happens when you are a few years into your career and a job is offered to you that doesn’t exactly fit with your vision? When should you take it and when should you pass?

1. Consider the Contact - the job itself might not be attractive, but if the individual offering you the job is someone who can offer bigger and better jobs in the future, it might be wise to take it. Do what you can to establish that relationship. If he or she is pleased with your work on the smaller jobs, they’ll be more inclined to come back to you later.
2. Consider Your Finances - Keeping an eye on your cash flow is important. If the three-month outlook isn’t where it needs to be, consider taking those smaller jobs to make ends meet.
3. Consider the Timeframe - How soon does the prospective client need the final product? If you can come through in a pinch with a quality product, your client will see you as a reliable resource and will be eager to hire you again.

Always consider the kind of reputation you are building. Evaluate it and make sure it’s a reputation that fits in with your goals.