Video content has taken over the world. Everyone relies on video content to achieve their goals, from travel vloggers to and social media influencers to solopreneurs and multinational corporations.

Until recently, you may have found it easy to handle one or two video projects simultaneously. However, your presence here indicates that you have scaled up or plan to do so by taking on multiple large projects.

Scaling up entails more than taking on more projects and generating more significant profits. It will likely involve expanding your team, rethinking your communication strategy, and overhauling your organizational skills.

Fortunately, we are here to reveal the best secrets and techniques to help you improve your workload without compromising the quality of your work.

The Importance of Organization in Handling Video Projects

Video production and editing are not one-person jobs. Even novice freelancers must interact with dozens of people and handle hundreds of files for a small project.

Now, imagine the chaos and complexity of  handling multiple large video projects. It would be unimaginably brutual, right? At Veedyou Media, we were in a similar situation a few years ago.

  • To edit videos seamlessly, clear and timely input is needed from both the client and the video creator.
  • Video editing involves using of scores of files, duplication of files, transitions, effects, and much more. You need an effective mechanism for transferring, receiving, and storing video editing files.
  • Each team member would work on multiple projects with multiple milestones and deadlines, making it a nightmare to organize work schedules and track milestones.
  • With video editing monopolizing time and brain power, it became difficult to keep track of our finances. Initially, our profits suffered because we couldn’t properly manage operational costs and revenue streams.

However, everything changed when we adopted a project management tool like Celoxis and an exceptional game plan and strategy. Here’s how we did it.

1. Project Planning and Creating the Team

Whether you’re a freelancer or a project manager, adding multiple video projects to your workload requires a special set of skills.

Managing multiple projects simultaneously can be challenging, especially when it comes to planning and execution.

Normally, you would set a destination and then outline the steps needed to get there quickly and effectively. However, this process becomes much more complicated when you’re handling multiple large video projects simultaneously.

Fortunately, technology can help. The Celoxis project management tool provides dynamic project planning that allows you to schedule multiple tasks and manage them effectively.

Once the planning and scheduling are complete – with the tool doing most of the work – you can check the availability of manpower and create teams for each project.

The tool enables you to effectively manage inter-project dependencies, an area where most project managers tend to stumble. With Celoxis, you can rest assured that your multiple video projects are in good hands.

2. Develop a Separate Project Calendar for Each Project

Keeping a separate calendar for each project can help you select the right talent for the right task. It’s easy to lose track of who is working on which project, leading to confusion and double-booking of freelancers.

A project calendar can help you avoid these issues and ensure that each project has the necessary resources allocated to it. A project management tool can be particularly useful in preparing separate calendars for your projects.

For example, let’s say your go-to video editor is already working on two large projects that will keep the person occupied for a week. While your initial instinct might be to assign another important task, a project calendar would advise you to find another resource.

Simple scheduling errors can have a significant impact on the timely delivery of multiple projects, so it’s essential to stay organized and prioritize accordingly.

3. Define the Revenue and Cost Model and Track Financial KPIs

Managing one project is vastly different from juggling multiple projects. When handling several projects simultaneously, it’s crucial to keep track of all associated costs.

Without a proper revenue and cost model and an effective tracking system, a packed work schedule can lead to minimal profit.

To ensure profitability, your revenue and cost model should include details about total revenue, talent costs, video creation and editing costs, as well as any other expenses (such as equipment and software) incurred. Ultimately, your goal should be to calculate your net profit for each project.

To streamline this process, project management tools like Celoxis can be invaluable. With features such as revenue forecasting, cost tracking, and profit tracking, you’ll be better equipped to manage multiple projects while still maintaining a solid bottom line.

4. Open Communication Lines and Schedule Meetings

Always keep your clients in the loop. They may have fresh inputs, changes, or additional requirements that cannot wait until the end of the project.

For instance, a client may decide to move up the launch date of their landing page and request an early delivery of the video. Regular meetings with the client can help you receive such information early and allow you to adjust your work schedule to speed up delivery.

However, you don’t have to communicate with your clients daily, as this could be perceived as a nuisance.

Instead, have a clear plan to regularly update the client on the project’s progress. You can send reports and emails or schedule meetings depending on what works best for you and your client.

In the case of virtual meetings, consult with the client to schedule a meeting at a convenient time for everyone.

5. Track Time and Monitor Progress

To ensure your projects run smoothly, it’s essential to identify any delays or bottlenecks as early as possible and take action to resolve them. By keeping a close eye on all of your projects on a daily basis, you can minimize the impact of any unexpected issues.

In multi-faceted video projects, it can be easy for freelancers to lose sight of the big picture, leading to missed deadlines and rushed work.

Utilizing project management tools like Celoxis, you can track progress and stay aware of any potential obstacles, allowing you to act swiftly to keep the project on track.

With Celoxis, you can monitor each milestone and pinpoint areas that require immediate attention, helping you to deliver your projects on time and to the highest quality.

6. Carry-Out Internal Audit to Improve Future Performance

Conducting internal audits can help project managers identify areas for improvement, but utilizing project management tools can expedite the audit process and pinpoint specific areas that require attention.

With these tools, project managers can make the necessary changes to improve overall performance in future projects.

Final Thoughts

Managing multiple large video projects can be a challenging but rewarding experience as you watch your team grow, and your business expand.

However, it’s essential to have a powerful project management system and strategy, like the ones given here, to effectively handle large project volumes and deliver quality results. Hope our little guide helps you to effectively map, track, and execute your video projects.

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