Beyond the Brief: Why Intake Forms are Crucial for Video Production Project Management

Video production teams often need to move quickly, especially at the beginning of a project. A client gives you a brief, you want to respond ASAP, minimize any reasons for them not to hire you, and get rolling.

But slowing down for a minor speed bump can save you huge amounts of frustration, heartache, time, and money further down the road.

You should begin almost every project with an intake form: written, saved, and shareable.

Cooking without a recipe, conducting without sheet music, driving without GPS. Choose your own metaphor; beginning a video project without a standardized intake form leaves you vulnerable to major and unnecessary risks.

This is the first of six blogs about three key project management tools: intake forms, SOWs, and kickoff calls.

What is an Intake Form?

Before we get into the nitty-gritty, let's define what we're talking about. An intake form is a structured document used to gather essential information about a video project at its inception. It's the first step in the project management process, setting the stage for everything that follows.

Why Intake Forms Matter

1. Clear Communication from the Start

We've all been there - a client or stakeholder has a vision, but it's fuzzy. They want a video that "pops" or "goes viral." But what does that actually mean? An intake form forces clarity. It asks specific questions that help translate vague ideas into concrete goals and deliverables.

2. Scope Definition

Ever had a project that seemed to grow arms and legs as it progressed? Intake forms help prevent scope creep by clearly outlining what's included (and what's not) from the get-go. This saves time, money, and a lot of headaches down the line.

3. Resource Allocation

By understanding the project requirements upfront, you can better allocate your team's time and resources. Need a drone operator? A specific type of camera? Knowing this early allows for better planning and budgeting.

4. Timeline Management

Deadlines have a funny way of sneaking up on us. An intake form helps establish realistic timelines by considering all aspects of the project from the outset. This prevents the dreaded last-minute rush and ensures quality isn't compromised.

5. Budget Accuracy

Nothing sours a client relationship faster than unexpected costs. By gathering detailed information upfront, you can provide more accurate quotes and avoid budget overruns.

The Risks of Skipping the Intake Form

You might be thinking, "I've been doing this for years. I don't need a form." But consider the risks:

• Misunderstandings with clients or stakeholders

• Scope creep leading to overworked teams and blown budgets

• Missed deadlines due to poor planning

• Resource shortages mid-project

• Dissatisfied clients due to unmet expectations

Key Elements of an Effective Intake Form

So, what should you include in your intake form? Here are some of the most useful elements:

Project Overview

• Client/stakeholder information (inc. name, email, and phone)

• Project name (can be temporary)

• Brief description of the video's purpose

Target Audience

• Who is the primary audience?

• Is there a secondary audience?

• What action should they take after watching?

Creative Brief

• Key messages to convey

• Tone and style preferences

• Any specific visual elements required

Resources

• Existing assets (logos, brand guidelines, etc.)

• Access to filming locations

• Talent requirements

Timeline

• Key milestones

• Final delivery date

Technical Specifications

• Number of videos

• Video length

• Distribution channel (e.g., YouTube, Instagram, trade show booth, etc.)

• Delivery format

Budget

• Overall budget

• Any specific allocation requirements

Approval Process

• Who needs to sign off on the project?

• At what stages are approvals required?

Implementing Intake Forms in Your Workflow

Now that we've covered the why and what of intake forms, let's talk about the how. Here are some tips to smoothly integrate intake forms into your video production process:

1. Digitize Your Forms

While paper forms can work, digital forms are easier to share, fill out, and store. Consider using tools like Google Forms, Typeform, or project management tools with built-in form capabilities like Airtable and Asana.

2. Make It User-Friendly

Remember, the goal is to gather information, not to frustrate your clients or team members. Keep your form concise and use clear, jargon-free language.

3. Customize for Your Needs

Every production team is different. Tailor your intake form to reflect your specific workflow and the types of projects you typically handle.

4. Train Your Team

Ensure everyone understands the importance of the intake form and how to use it effectively. This includes not just your production team, but also sales and client-facing staff.

5. Review and Refine

Your intake form shouldn't be set in stone. Regularly review its effectiveness and make adjustments based on feedback and changing needs.

The Long-Term Benefits

Implementing a robust intake form process isn't just about improving individual projects. Over time, you'll see broader benefits:

• Improved client relationships due to clearer communication

• More accurate forecasting for resource needs

• Better portfolio management as you can easily track and categorize projects

• Increased profitability through more efficient operations

• A reputation for professionalism and organization, setting you apart from competitors

Conclusion: The Form That Forms Your Success

A solid intake form is the foundation upon which successful video projects are built, ensuring clear communication, proper planning, and satisfied clients.

By implementing a comprehensive intake form process, you're not just gathering information – you're setting yourself up for success. You're creating a roadmap for each project, aligning expectations, and paving the way for smooth execution.

Remember, in video production, as in life, preparation is key. The time you invest in creating and using effective intake forms will pay dividends in the form of streamlined processes, happy clients, and successful projects.

So, are you ready to revolutionize your video production project management? Start with the intake form – it's the first step towards more organized, efficient, and successful video productions.

What’s Next: Overcoming Resistance

In the next blog, I’ll cover some of the most common objections I hear from production teams about intake forms, along with my responses.

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At In Focus Consulting, we specialize in helping video production teams streamline their creative operations and boost efficiency. If you're looking to take your project management to the next level, visit us at www.infocusconsulting.net. Let's work together to bring your video production process into sharp focus!