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Using video to Enhance the Project Communications Process
This presentation will:1. Briefly describe a successful video and the
production process behind it2. Identify different types of video relevant to a PM3. Demonstrate how video can be implemented
into a PM’s process
QUESTIONDo you have an In-House production team?
1. What is it used for?2. What types of videos and what tools were used?3. Were your goals accomplished?
What is a video?video is the communication of information through recorded images and sounds.
What is a video in it’s meta?
• video uses emotion and attitude to affect it’s viewer.•Communicating the right material at the right time can influence, educate, and acknowledge the right people.
Why does video work?
We remember:•10% of what we READ•20% of what we HEAR•30% of what we SEE•50% of what we SEE and HEAR
Tools and Techniques
• Animation & Motion Graphics• Live Action (actors, team members, or
yourself)• Voice Over• Photos & Images• Aerial video (Drone)• Time-lapse• Hi-Speed Motion Capture• Green Screen• 360 video
A Successful video Has…
•One Clear Goal•One Clear Message•A Plan•A Specific Audience•Correct Branding•A Call to Action
Importance of Branding• Brand Development – No longer just your logo,
font, colors, etc… • Create and strengthen your brand with each video
• Your Brand will… • Guarantee quality• Evoke desire• Help others to belong• Exhibit a set of unique values• Have personality traits
• Consistency • Your videos should be consistent with your brand across
all platforms• We research your brand to create videos that grow and
strengthen your organization
PMI Single Phase Project Cycle
PlanInitiate CloseExecute
Monitoring & Controlling
The videoEXPERTS Production Phases
Pre-Production• Initial Idea Meeting & Discussion• Goal Development• Concept Creation• Budget Set• Scripting• Copy Writing• Story Boarding
Production• Set Design & Lighting• Principal Photography (Filming) • Special Effects• Audio Capture• Narration• Animation
Post Production• Editing• CGI & Motion Graphics • Music Production & Syncing• Audio Mastering• Color Grading
Distribution & Promotion• Various video files encoded• DVD and/or BluRay Authoring• Web Upload & SEO• Television Broadcast Delivery
Average Production Timeline
Pre Production 1-2 Weeks
Production 1 Week
Post Production 1-2 Weeks
Distribution 1 Week
Check-up After 2-4 Weeks
Shortest Average
Turnaround
4 Weeks
Week 1
Longest Average
Turnaround
6 Weeks
Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9
Pre Production
Production
Post Production
Distribution
Check-up
Who is your video for?
• Stakeholders• Company Leadership• Clients/Customers• Employees• Project Team Members
Stakeholder Focused videos:• Visually demonstrate the scope and
quality the stakeholder should expect.• Communicate the project status,
schedule/cost updates and any issues.• Emphasize the benefits you are
bringing to the stakeholders and customers.• Provide consistent reporting to
various stakeholders.
Client/Customer Focused videos:• Attract clients and expand customer
base.• Re-adjust for any changes to the scope
and quality the project will deliver.• Summarize the project status and
schedule/availability.• Demonstrate the benefits to the
clients and customers.• Manage how issue resolution is
communicated across client base.
Employee (Team) Focused videos:•Help the end user understand why the company needs their commitment to the project’s success.• Set guidelines, expectations and best practices.• Consolidate understanding of the scope and quality the project will deliver.
Employee (Team) Focused videos:•Re-Validate the project schedule/availability.• Focus on the key system benefits.• Part of an integrated training program.
Specific video examples for a PM• Project Advertisement,
Commercials, and Promotion• Educational Explainers – Such as
the Project Lifecycle• Status, Milestones, Next Steps, and
Release Plan• Project Resource Recruitment
Specific video examples for a PM• Project Management Office (PMO) standard practices• Training, New Process Introductions• Awards & Gratification• Set guidelines, expectations and best practices
video Media Distribution Vehicles
“The medium is the message.”-Marshall
McLuhan
video Media Distribution Vehicles• Inter-office or store front video monitors• Group Presentations/Projection (Like this one)• On your Website• Employee Intranet• Social Media• Web distribution (Links, Embeds and Downloads)• Email (animated gif and/or link to full video)• Television
• Options• With/With Out Audio• External/Internal Organization
video Goal Examples• Increase/Decrease
• Your video will increase x and/or decrease y• Example: This video will increase understanding
of our process and decrease common errors caused by miscommunication.
• Educate• Teach your customers or employees
• Engage• Customers can interact with your project
• Communicate• Make clear the expectations of your project
Understand Your AudienceQuestions PM should ask?•Which stakeholders need influencing?•What do new users need to know?•How can user transition to new environments be optimized?
Understand Your AudienceQuestions PM should ask?•What do decision makers need help clarifying to make better project decisions?•What does the sales department need to convince customers to buy?•What are the key required communication events?
How identifying and planning video Communications can assist the PM?
• Helps PM organize and prioritize the project messages that need to communicated• Insures a consistent message is distributed across
stakeholders• Increases the Quality and Effectiveness of key
communication events• Clearly delineated video saves time for informing
large stakeholder groups
Project Specific Benefits
• Can lower per student training costs• Demonstrate consistency with Company
Branding Standards• Reinforce project integration with
Organization’s Infrastructure• Enhances classroom, on-line and desk-side
training• Tutorials and educational material for
customers• Add video as one of your deliverables • Highlight project successes
The PM should consider video options to:
• Solve key requirements of the Project Communications Plan• Replace repetitive System Training Requirements• Help with New Product Introductions• Get employee buy in for Corporate Process Transitions
Summary• video is a powerful communications tool that:• Keeps everyone consistently informed by automating important communications•Delivers a clear, carefully crafted professional message• Standardizes processes and sets expectations for scope and quality of each project
