Checklist: Determine the Scope of Work for a Video Production Project

Editor's Note: This blog was originally published in 2015 and was updated in March 2023.

Once you’ve realized that investing in a professionally produced video will give you a leg up on the competition, the next step is to find a video partner to help you create and craft the vision of your video. The easiest way to create a video within budget and that supports your business goals is to make sure you have a clear agreement (in writing) between you and your production company, also called a Scope of Work. We want to shed light on this topic to outline what factors of video production to include within this agreement.

What is a VIDEO PRODUCTION Scope of Work?

The scope of work should spell out what is included in the video production process. For example: How many hours of on-site recording time will there be? How many revisions or edits are included, etc? There are many different types of videos a business might want, so before shooting commences, all necessary parties need to know what kind of video you need. It sounds basic, but a 4-minute company video requires a very different approach than four 1-minute product videos. Even then, there are a number of other details to consider. Be clear about your expectations—for style, length, and the number of videos. Those decisions will frame discussions about all of the following factors.

We use a video shoot blueprint to help clients determine their target audiences and their strategic goals for the final product. Will it be shared internally? Or is it to grow awareness on social media? By starting with the strategy in mind, you can maximize your shoot and even create an entire library of video content from a single half-day or full-day video shoot.
Here's a checklist of all the different factors you need to consider and talk through with your video partners to ensure you have an accurate video production proposal and scope of work for your project.

1. THE SHOOTING SCHEDULE

Multiple interviews and shoot locations mean you will spend more time on story development and editing. Again, consider the strategy. Understand how your audience will be viewing the video. Online viewing usually requires tight messaging for a piece that could have a duration of a minute and a half to two minutes. On the other hand, a video that will be used in an in-person event may run longer because the audience is captive. When creating the shoot schedule, button down the details. Will there be multiple characters and additional shooting locations? Will you need multiple cameras or multiple shooting days? Make sure your agreement spells out exactly how much time is allocated for capturing footage, the number of cameras required, and the videographers that will be needed. 

PRO TIP: Camera crews are typically booked in half-day and full-day increments (5-hours or 10-hours), so major changes up or down in shooting time will have a major impact on your budget. 

2. WHAT IS THE SCRIPTING PROCESS?

Is somebody writing the video script? Is it copy-heavy, or are you doing a documentary-style shoot with real interviews and an "in their own words" style? There is a time and a place for each kind of production and both require scripting.

Read Now:  Producing a Video? Download Our Video Production Script Template

You'll also want to know who on your team will be involved in reviewing this script. Our recommendation is to define the individual or individuals who will be part of your internal review team and avoid making approvals a decision by committee. Also, will you have the opportunity to review the script before any editing is done or will the production company put a draft video together before you get to review the script? 

3. PLANNING AND PRE-PRODUCTION

"By failing to prepare, you are preparing to fail." - Ben Franklin

Ben Franklin wasn't a video producer, but his famous quote sure rings true. The video producer will help in the discussion of pre-production, logistics, timing, etc. — but that all takes time, and it needs to be included in both the price you pay and the video production contract you sign.

An experienced production company should know how many hours of preparation are needed to plan the different aspects of your video project.

4. The VIDEO EDITING PROCESS

Editing is where the magic of a video really happens and different styles of production can impact the amount of editing for a project. This is where a practiced company can take hours of footage and interviews and craft it into a compelling story that communicates your key messages and objectives. Consider videos you’ve watched. A powerful emotional video usually takes longer to create than short “show and tell” videos, in which one person may explain a product or idea. For an emotional story with a beginning, middle, and end, you need story development time, time to watch and re-watch interviews, and then craft a compelling story..

PRO TIP: Editing a short ‘show and tell’ video may take less than an honor, but video editing for an emotionally compelling video can take 10+ hours.

For reference, most projects need more time devoted to the editing process than the shoot itself. While this process may seem simple, there's a lot that goes into choosing the right imagery, pacing, and feel to successfully tell your story.

5. SUPPORTING MUSIC AND GRAPHICS

Music and graphic elements are critical variables that can make or break a connection with your audience. Think about your favorite movies and how the right music paired with the right visuals can determine the mood of a specific moment.

PRO TIP: It's important to remember that licensing for popular songs (and some images) can be surprisingly expensive. Production companies have access to a broad range of music selections that can help set your story apart. But, if your heart is set on popular music, make sure your contract spells out who covers the added expense and copyright responsibilities.

Graphics have grown increasingly popular in videos. From the popularity of soundless viewing on social media to the ability to enhance your message with graphics, it's important to think about this additional element before you start your project. Keep in mind, exceptional design may also add more time (and cost). Talk with your video producer about different ways to add graphic design elements and how they can enhance your video project.

6. REVISIONS, REVISIONS, REVISIONS

Do you expect revisions? While we'd all like to live in a world where your video is done perfectly the first time around, the reality is that most video projects need a few rounds of revisions.

Most video production companies have included rounds of revisions or a set amount of time included in their process. Make sure that you have a clear understanding of how much time they will spend making changes that you request.

Remember, this is not about having a chance to charge you more later, it's important to ensure (in any business) that the hours spent on your project are being accounted for.

7. WHAT'S THE PRODUCTION TIMELINE?

Producing a video as part of your company’s video marketing strategy or upcoming event requires a lot of planning, patience, and confidence. When we’re working with clients, we know that time and budget are top concerns, so transparency and clear communication from the beginning is key. You, the client, need to know how and when everything is going to happen so you end up with a video project that’s even better than you expected!

There are three main stages of the video production process. Here’s a look at how to keep the video production timeline moving smoothly from start to finish.

The pre-production phase includes:

• Video strategy/goals 
• Budget, Cost, Scope 
• Story selection 
• Project timeline 
• Script creation 
• Talent/characters 
• Production team/equipment needs 
• Location Scouting 

The production phase includes:

• Setting up the sound/lighting/video equipment
• Conducting interviews 
• Recording voiceovers (if they are needed for your project)
• Capturing b-roll (extra footage that is used to support your story)

The post-production phase includes:

• Logging the interviews
• Producing the final story
• Music selection
• Video editing
• Reviews/approvals
• Final Delivery

8. UNDERSTANDING OWNERSHIP OF ASSETS 

Few people think about this one initially, but it’s crucial. When the project is done, who owns the raw video and the finished product? Typically, the production company, as the actual producer, owns those files, project folders, and all rights to the footage unless otherwise specified. And since video takes time and resources to duplicate, it's worth discussing whether you want to spend the money to get those raw files (which would also require more editing in order to use them again), or whether the video production company should store them for possible future use. And if they do, for how long?

9. PAYMENT DETAILS

Every video company has slightly different payment terms, but it's important to understand how they work. Will you pay for the project on the front end, upon receipt, or somewhere in between? Nail down the details in advance. Paying a percentage upfront, more when shooting is complete, and the rest upon delivery of the final video is a fairly common breakdown, but some production companies do this differently. Like everything else, make sure you have these terms in writing.

PRO TIP: When dealing with an end-of-quarter or end-of-year "use it or lose it" budget, you can always offer to pay for the entire project upfront.  

CONCLUSION

A video producer’s job is to understand all the details of a video project and how they fit together. Still, when you are working with a partner company, you’ll want to make sure you understand exactly what is included in your project and what is not. Remember to skim through this checklist after you've gotten your proposal to make sure that all the details are included.