Don’t worry! Here are some great tips to get you prepared.
1) Figure out the best rooms to shoot in.
Conference rooms are a popular choice for shooting in an office space. Unfortunately, that usually means lots of windows and a locked down conference table. The windows can be covered by black cloth that the crew brings, but the locked down conference table leaves them with a small foot print to work in. Keep in mind ideally we need a 15x15 clear space. The most important concern is noise surrounding the room you pick. You want to make sure it’s not next to a high traffic area such as bathrooms, elevator or kitchen.
2) Communicate with your team.
It’s important to keep your team in the loop from the very start of the company video production. Be sure to send them a production schedule and a list of areas to avoid during production. Letting them know about when and where you’re shooting tells them you respect their work space and role at the company. It also gets the team excited! With emails, updates and little signs around the office, you’re not only preparing the entire office, but also adding some fun to the process.
3) Let all personnel know to prepare for production team.
When the production team arrives, it’s always helpful for the administration to know exactly how to assist the crew. Having visitor badges ready, knowing who to contact and the correct floor and room information are all important things for reception to know, which can save a lot of production time. You’d be surprised how often shoots are delayed by a crew not knowing where to go and the front desk having no idea who to ask for help. Communicate the production details and schedule with everyone involved.
4) For those doing interviews/participating, make sure they have all the info they need.
When you find the employee’s/interviewees that you think are perfect for the video, it’s important to make the talent as comfortable and prepared as possible. Send them all the information they’ll need, such as a script, production schedule and call sheet. Let them look over the details and work with them on any scheduling or production conflicts. Remember, they’re taking time out of the day to make this happen! Be as accommodating as you can. When the crew is shooting b-roll make sure the office is prepared and ready for the shots you want.
Also, let them know how they should appear on camera. In terms of clothing, request dark, solid colors. Avoid any bright patterns or stripes. When they arrive, designate time for makeup touches and script rehearsals if needed. Give them a chance to breathe and relax. Some employee participants are naturals. Others may need to practice a few lines before shooting.
5) Prepare for Changes
Sudden changes are not unheard of in video production. Scripts, shooting locations, call times, pretty much any aspect of a shoot is subject to change at a moment’s notice. Don’t freak out! Some changes are good, and can improve your video idea. But, it’s crucial to keep everyone updated about changes that may affect not just the production, but the office schedule as well. It all comes down to how well you adjust to changes and how much time you’ve set aside for possible delays. Notify all relevant personnel of important information to keep your production schedule on track and running smoothly.
When you’ve done all you can to prepare your video, rest assured that your production will be on time and in good hands. Remind your team that video promotes the company image and benefits the company as a whole. Everyone in the office should be on board, if not excited for a fresh video marketing strategy that will have a huge impact on sales and brand recognition. You just have to keep in mind that communication and preparation are key! Be considerate of all employees, work spaces, schedules and production elements, and you’ll have a successful shoot in the office!
