Frame Rate

Everyone has their own system of filing and archiving, but whatever that system is, be sure to adhere to it. Otherwise things could get messy down the road, because you never know when a previous client will call you up and ask for a file on a job that’s at least five years old. That’s when your filing system is put to the test.

This morning I came in to the office and checked email (as I always do). There in my inbox was a message from a one-time client, needing files for a job I did back in 2005. I immediately thought, “There’s no way I have a copy of that. I gave everything to her.” So I went and checked the job file, and sure enough, I had filed away an extra copy for my own records. Let that be lesson #1 - Always keep duplicate copies for yourself. Don’t give everything to the client.

Here’s a quick run-down of how I store and archive client projects:

• Once the job is complete, I leave all elements on my hard drive for 45-60 days.
• When I get approval from the client and I see that no more work is needed for that particular project, I do two things: 1) Make a master copy of the project onto both tape and DVD, and 2) move all raw elements to an external hard drive for archiving.
• Over the next several months, I wait and see if the client will use any of these elements for various projects. If there are no repeat jobs for this client, I usually remove all the raw footage from the hard drive to free up space for new jobs. However, I still retain all the project files from my editing system. That way, if I need to revisit this project again, all I have to do is reload all the old footage. My logs, edit points, effects, titles, etc. remain intact because I saved the project files.

In video production it becomes very important to have an efficient and organized archiving system, because video files take up so much hard drive space. Your system is probably different from mine. Some people put everything from a single project onto an external hard drive, then label the drive and store it on a shelf. Some people use big rubber maid tubs to store everything from a particular client. Me? I use a CD/DVD tower to organize my clients’ master DVDs, tape racks for all raw footage and master tapes, and file folders for all paperwork. It’s important to find a system that works for you.

I’d be interested to know what everyone else is doing to archive old projects.

In my previous post I mentioned that I recently had the opportunity to work as a consultant with a new client, teaching her the basics of the video production process. Training others in my profession is fairly new to me, and this was the first time I had done it in a formal setting. In retrospect I think everything went very well. Allow me to run down a few of the things I learned. The lessons gained might help you with similar projects, or with client relations in general.

1. BE PREPARED - Two days before my client was to arrive I sat down with a co-worker and we went over all the things we needed to cover in our two day session. Not only did we discuss the important topics, but we also discussed how we would apply the technical skills to the practicality of producing a video. This is a lot better than waiting until the client shows up and saying something like, “Um… let’s see… where would you like to start?”
2. PROVIDE AN OUTLINE - Much like a syllabus from Algebra 101, the outline will allow the client to know exactly what will be covered and will give him or her space to take notes when necessary.
3. KEEP THINGS FLUID - My client came in with certain expectations and a certain knowledge before we even got started. There may be things your client already understands. Give them the opportunity to tell you what they’re looking for. This may take you off topic a little, but don’t worry. Listen to their thoughts and questions. Address them if a simple answer is required. If more groundwork needs to be laid first, then gradually come back to your outline and lay the foundation.
4. ALLOW THE CONCEPTS TO SINK IN - This is where I made one of my mistakes. While discussing the topic “Depth of Field” I moved too quickly into the next subject before giving my client time to absorb the information. Plus, I had neglected to let her handle the camera herself. Don’t move too quickly. Give the client time to go over the material another time if need be. And definitely let him or her get their hands dirty by using the equipment.
5. DON’T JUST TELL, DEMONSTRATE - It’s one thing to listen to someone talk about working with cameras, lighting, or grip equipment. It’s another thing entirely to listen as you watch them work with that equipment. If you find yourself training someone in any skill, whether it be cinematography, drawing, painting, photography, sculpting, etc. show your client by demonstrating techniques yourself. This is where it may be helpful to have an assistant with you. My co-worker and I worked in tandem during our two-day training sessions - I would instruct while he demonstrated. I would instruct while he set up equipment for the next lesson. Or he would instruct while I sat in during a lighting demonstration.

When we concluded, I felt that the training was a success, but did feel that we fell short in certain areas. However, the main goal here is to give your client, student, etc. the information he/she needs to go out and start developing his/her own craft.

We all know that politics can be a very volatile subject. In the months leading up to the election we heard some heated debates from both sides. And now that the election is over, we have a group elated beyond belief, and a group depressed beyond hope. We all feel strongly about our views on the issues, but the question is, “Can those views hurt you in the business world?”

I’ve been reflecting a lot on this question recently. As any business owner will tell you, word of mouth and strong client relationships are the key to operating a successful business. If any of these two things break down, the business will be sure to follow. Now that we’re in the age of Web 2.0, anyone can voice their thoughts and opinions on the internet for the world to see. Is it wise for a business owner to blog about his/her political views when such opinion might offend a potential client/customer who reads them? I’ll admit that I am politically conservative. I will also admit that I enjoy blogging, but I am also working hard to build a successful business. Should the business owner keep quiet on such things, or should readers understand that we all have varying opinions and we don’t have to see eye to eye on all the issues?

Back in the day when I was first starting out, friends asked me to produce their wedding videos. I was happy to do it. After all, I went to high school with these people. They were good friends. I didn’t worry about contracts in those days. Life was carefree and full of gumdrops, and flowery meadows, and unicorns… and then, reality hit. I was filming a wedding for a good high school friend. She was getting married in Georgia, and my biggest mistake was forgetting to account for the time difference. Georgia is one hour ahead of Birmingham. Compund that problem with the fact that the directions we received were bad and we show up just as the wedding is starting. After I delivered the final video my friend called and asked for an additional discount because she expected more professionalism. I honestly was hurt, because she and I had been great friends in high school. By the time the situation had been resolved her attitude toward me was different.

We don’t live in a perfect world where a handshake seals the deal. Long gone are the days of “A man’s word is his bond.” Today, contracts have to be air-tight so that your backside is covered. And if you are a freelancer, or the owner of a small business, it’s especially important, because there are a lot of unethical people out there who don’t care that you’re trying to make a living. They’ll try to cut you down regardless.

I’ve learned through tough experience not to move a muscle until a contract is in place - not even if you’re doing production work for “good ‘ole Uncle Bob.” Here are a few simple, but important rules.

1. Clearly define ALL expectations up front. Make sure you understand what your client wants and make sure the client understands what they will be receiving. And make sure ALL decision-makers are in on the discussion. Otherwise you could be facing a LOT of changes in post-production; changes that you didn’t budget for.
2. Put EVERYTHING into a contract. Give your client time to review.
3. Have both parties sign the contract. Make sure you and your client initial next to important revisions.
4. Get your deposit.
5. Then, get to work.

Don’t ever start any job with the promise of a contract. Five years ago, when I first started Parc Entertainment, I did some work for a non-profit group. A couple of years later the CEO started hinting at the fact that they would like to re-do the video to update some important information in the script. Fast-forward to last fall and I finally sent them a contract to review. Fast forward to last Friday. The CEO emails me and asks if I could schedule an interview with a particular individual for the following day. I responded and said that I could, but unfortunately did not have a contract in hand.

Now I trust this particular client. They have been good to me and I appreciate that relationship. I also know they are serious about proceeding with the video. Some of you may have clients with whom you feel comfortable and in whom you have the utmost confidence. But you and your clients must understand that this is business. The contract with my client (which I’m still waiting on) has a very specific clause about the number of shooting days I am alotting them. I am giving them one shooting day to capture any additional interviews and/or b-roll they might need. This is because I am primarily re-editing existing footage. I simply want them to use that day wisely. I didn’t want to proceed with the interview, then have them return and ask me to shoot more footage on an additional day, when I didn’t budget for it. That’s why it’s important to have a contract in hand before proceeding, regardless of the client, regardless of the job. It may seem harsh when you’re forcing dear-ole-dad to put his John Hancock on paper, but it will help protect you and your business.

I had a shoot scheduled this morning and the location was an office building in downtown Birmingham. Now, if you aren’t familiar with downtown, let me just tell you that trying to park is not fun. There is VERY little long-term parking, which is difficult for me when I’m out on a shoot because I have an SUV full of equipment to load and unload. Normally when I’m going to an unfamiliar location I park as close to the building as I possibly can, then go inside to meet my contact. Once I make contact, I inquire as to the best location for loading and unloading. Then I move my car.

Today’s routine was no different. I arrived at the building and parked in a lot nearby. The lot said “Private Parking,” but I thought, “No big deal. This lot is probably here for the employees of this particular business.” When I returned to the car, I found a sticker on the driver’s side window, warning me that my car would be towed if I parked in that spot again. Normally a warning wouldn’t frustrate me (at least it’s not a ticket), but whoever inspected the lot had placed a sticker on the glass — not a ticket under the windhshield wiper. That meant I had to slowly pull the sticker off the window, but it left shards of paper and that annoying adhesive on the glass.

I wadded up the sticker and stuck it to a nearby sign while I tried to scrape the rest of the goo off my window. I then climbed in the car and started pulling out of the parking lot. That’s when a woman approached my car seemingly out of nowhere. The woman happened to be the owner of the parking lot and she was particularly upset that I had parked my car without a permit. I explained who I was and why I was there, but clearly she wasn’t satisfied with my response.She told me that people purchase individual parking spaces in that lot, and I forced a paying customer to park elsewhere because I took his/her space. I tried to reassure her that I meant no ill-will, and I certainly didn’t want to inconvenience a paying customer. I told her I thought the lot belonged to nearby businesses and if a visitor had a scheduled appointment then it would be okay to park there (Lesson #1 - Never Assume Anything).

This was certainly an unexpected confrontation with an individual who was frustrated. And there’s an important lesson here for entrepreneurs and freelancers. I could have easily responded in kind to her forceful tone in an effort to “put her in her place.” I could have ignored her, or driven off without even rolling down my window. I could have just let her go when she tried to walk away and return to her office. However, there’s one thing that helped me keep my cool, and it’s one thing all entrepreneurs and freelancers should keep in mind — You Represent Your Business Wherever You Go.

Imagine for a moment that I had made the choice to be extremely rude to this woman. What do you think her reaction would be if we met up again at a business meeting or networking event? Do you think she would want to hire my company for a video production? Absolutely not, because she would always remember the way I treated her in that parking lot. I am a representative of Parc Entertainment, and as such I should always treat people the way I would want to be treated. Remember, it doesn’t cost anything to be nice. I knew I couldn’t let her leave the confrontation upset, so I made sure that she didn’t go back into her office. I stopped her and I tried to defuse the situation. Ultimately things were resolved. I accepted blame. I took responsibility. I apologized. And hopefully she left the confrontation with a better opinion of me than when it started.