Maximise Value from a Video Crew on a Shoot Day
Maximising Your Video Shoot: 8 Essential Tips to Avoid Wasting Time and Budget
Bringing a video crew into your workplace is an exciting opportunity to create impactful content. But without the right planning, production days can quickly become inefficient, leading to wasted time and resources. Here are eight practical tips to keep your shoot running smoothly and delivering real value.
1. Collaborate on the Schedule
Effective scheduling is more than just setting a start and finish time. It takes experience. Work with your video team to account for:
- Logistics: Parking, unloading gear, and setup time.
- Transitions: Time to move between locations and set up for different scenes.
- Breaks: Include time for meals and rest — a fresh crew is a focused crew.
By building the schedule together, you’ll ensure no detail is overlooked and your production runs to plan.
2. Assign an Internal Liaison
Nominate someone from your team — someone approachable and across the business — to assist the video crew. This person should:
- Facilitate access: Help the crew navigate spaces and get what they need.
- Coordinate talent: Gather staff for interviews or B-roll as needed.
- Field questions: Be on hand to solve problems and keep things moving.
Having a go-to contact streamlines communication and avoids hold-ups.
3. Pre-Select On-Camera Talent
Don’t leave this to the day. Lock in who’s appearing on camera well in advance:
- Send out an EOI: Gauge interest and availability ahead of time.
- Set time slots: Allocate specific times so people know when and where to be.
- Confirm involvement: Touch base with participants and brief them clearly.
Being organised here avoids last-minute scrambling and awkward delays.
4. Prepare Talent Release Forms
To ensure you can actually use your footage:
- Print forms in advance: Have them ready to go before the shoot begins.
- Sign on the spot: Get signatures right after each on-camera appearance.
This step is quick — and absolutely essential.
5. Reserve Filming Locations
Secure your shoot spaces before the crew arrives:
- Book rooms: Lock in any offices, meeting rooms or spaces you’ll need.
- Notify staff: Make sure everyone knows not to double-book them.
Prevention beats disruption every time.
6. Communicate with Staff
Make sure the wider team knows what’s happening:
- Send a heads-up: Let staff know when filming is happening and what to expect.
- Follow up: Remind people as the day approaches to avoid confusion.
Good communication leads to a smoother, more cooperative shoot.
7. Use Signage to Minimise Disruptions
Filming needs focus — and clean audio. Help everyone stay aware:
- Post clear signage: “Filming in Progress” or “Quiet Please” signs help manage noise.
- Let nearby staff know: Especially if you’re filming near shared spaces or open-plan areas.
These small things make a big difference to your final product.
8. Be Ready to Reschedule if Needed
If key people or locations aren’t available:
- Don’t force it: If something major is missing, consider a new date.
- Think long-term: It’s better to delay than to end up with a compromised video.
Flexibility today can save costly fixes later on.
By putting these steps in place, you’ll set your team — and your video — up for success. A little forethought goes a long way when you’re working with a professional crew. It keeps things smooth, stress-free, and ensures you get the most out of your production day.
