The Third Step Toward Making Learning Videos: Planning Your Video

Summary: The VFL module on Planning provides a pre-production checklist for creating a learning video.

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Sneak Peek of the Module 3 Introduction

Planning Your Video

After you’ve set your goal and written your script, making a professional learning video begins with pre-production, which means recording video, audio, and/or animating graphics. A simple Google search will yield pages of guidance on preparing for a video shoot. However, what I found missing over the years is pre-production guidance that focused solely on the process of creating a video for learning. When planning your video, you need a checklist that makes it super easy to organize everything before you start recording.

Review the training needs
Create a project timeline
Choose what to wear on camera
Create a visual storyboard
Create a shot list
Decide day and time to record
Gather props and clothing
Scout locations
Assemble camera, audio, lights
Notify cast & crew – if applicable
Secure legal paperwork
Design your review cycle

Each of these checklist items might look different for you, depending on whether you are DIYing it or leading a larger project.

Review the Training Needs

Depending on your audience, you will need to make sure what you are about to make aligns with your client’s and business’s needs.
When I make videos for corporate clients, I usually create a Learning Strategy. Sometimes this is unclear, and you may have to analyze the client’s needs to ensure the video is the best learning deliverable. In this case, if you are making a video for yourself and/or for the purposes of the VFL course, you may not have training needs other than creating a dope video!

Create a Project Timeline

Working with a Team
A project timeline establishes due dates and milestones so project managers can effectively evaluate progress. It lets everyone know what the project will accomplish, who will do the work and by when it should be completed. I use a project timeline built-in Google Sheets that contains drop-down menus for each of the project phases. I think of the project timeline as one of the most valuable parts of learning video pre-production. It helps everyone know where we are at any given point in time.

DIY Planning
If you are working on the video by yourself, a project timeline can still help you stay on track and keep organized. Review cycles are the most critical element of a project timeline. The review cycle is the period of time it takes for the video project team and the clients to look at a deliverable and provide feedback. If possible, pad your review cycles with an extra day or two. Each project I work on includes internal reviews – including a Quality Assurance (QA) review – and two rounds of client review. Even if you are going the DIY route, I recommend you find a colleague or friend to review your video to offer an objective opinion.

Check out How to Improve Your eLearning with a Free Project Timeline Template

What to Wear on Camera

If you will appear on screen, pick out a choice of a couple of outfits ahead of time. Having everything laid out and ironed will be one less thing to worry about when you record.

Choosing what to wear when you are in a learning video is easy if you follow these basic rules. Prepare for your shoot day by having multiple outfit options ready for the day. Stick to classic styles that feature solid colors. If you must accessorize, keep it simple. Wear non-dangly and simple jewelry. Only wear soft-soled shoes. Style your hair tight to your head. Finally, touch up your makeup and use oil-absorbing pads for a nice look that is shine-free. Perhaps some helpful word will be of service to you: What Should I Wear on Camera in a Learning Video – VIDEO

Create a Visual Storyboard

A visual storyboard is used to pre-visualize the making of a video. It features sketches and descriptions.

An instructional design storyboard is a script that may contain visual information, but more often it will tell everyone who is saying what, what graphics are on screen, and how the interactions should be programmed.

A visual storyboard is a document that contains a series of panels with images in them that depict the changes and action in each scene. For years, I created these on paper or by using Word documents or Photoshop templates. The Word documents proved to be valuable because I could send it off for others to mark up using tracked changes.

I have found that visual storyboards don’t matter much to training video project managers. Their focus is on the learning content: dialogue, learning objectives, and core subject matter. Most training professionals are not interested in the details of wide shot vs. close-ups or transitions from one scene to the next.

Create a Shot List

A shot list is a checklist to keep you on track during recording. Use the template below to make this task easier for you. I’ve developed some handy dropdown boxes that make it easier and faster to note the type of shot, like – WS (wide shot), MS (medium shot), CU (close up), and the type of camera movement, Static on a tripod or zoom in!. The description detail is like shorthand from your storyboard/script blended with notes to make recording easier.

If you are working solo, it’s still good to write out every shot you plan to take so you are not overwhelmed trying to remember everything while you’re shooting.

Decide Day and Time to Record

Deciding when you shoot is important because it will affect sound and light. For example, if you are recording in an office it makes sense to find a time where people will not interrupt or create unwanted background noise that will take away from your on camera message. As for the light, planning your video for the time of day you will record and the location so that you know how natural light will affect the camera.

If possible, try to use natural light on your subjects. It’s the best. However, it is the hardest to manage over a period of time. Therefore, I suggest you note the date, time of day and the location of your shoot prior to showing up and making it happen. Don’t be afraid to test out locations and see what setting up there is like ahead of time!

Gather props and clothing

While breaking down your script/storyboard, take note of the props and any clothing (wardrobe) you’ll need to execute each scene. The term “break down” means skimming for details that will be important on a video shoot.

Ask yourself, “Will I be able to use items at the location or will I need to bring them to the scene?”

Even if you are recording in your own space, gather all of the props in a box or in the corner of your office so you have them ready. Hang or neatly assemble your clothing for easy costume changes.

Assemble all props – have them at hand
Stage your wardrobe and makeup

Pro-tip: if you are using a product or something that will be consumed during recording, have several versions of the product for multiple takes.

Pro-tip: paper towels and a shammy are necessities, when paired with Windex or a water spritzer most issues disappear.

Scout Locations

Physically looking at the location of a video shoot seems like a no-brainer, but it should be done thoroughly and well in advance. Scouting a location will make the day of recording much easier. This is a checklist within the checklist. When recording in your own space, all of this will still apply!

A location scout should include these four things:

Locate power

A fruitful location scout includes locating electrical outlets you can use to power the camera, lights, and review monitor. Maybe your living room is the best location, but the outlet is far away from where the camera will need to be. It’ll be great to know you need an extension cord ahead of time instead of scrambling for one when you’re dressed in your nicely pressed outfit.

Listen carefully

It is also imperative to check audio levels by listening with your camera microphone for unwanted noises like appliances, heat/air conditioning, or traffic. Make sure to do this with the same equipment you plan on using to make the video if you can. Refrigerators and HVACs can be loud!

Ask about interruptions

Ask your contact at the location about the foot traffic of employees or other people at the time you are planning your video. This could also mean: come to an agreement with your co-workers/partners/roommates/pets/kids about where they can go (or not go) while you’re trying to record. If necessary, bribery with snacks is always a good tactic.

Photograph the scene

Finally, take photos of potential scenes. Try to find the angles you would like to use for each scene so that the crew has a visual reference to discuss when planning and building them out. When you’re recording by yourself this can seem silly, but it will help you think about camera placement and your performance in advance.

Assemble camera, audio, lights

Gear needs to be charged and ready for action

Is it quiet? Will a mic be needed? Wireless? Wired?

Natural light or artificial lights?

At this point in the checklist, you should have a firm idea of location, talent, scenes, and dialogue. Take one last look at the shot list, storyboard/script, and location notes. Compare your preparations with the equipment you plan to use to make sure you have what you need to execute your plan.

Even when you’re recording by yourself, getting everything gathered with a plan will take a lot of stress out of the “actual” recording time. The less you have to think about before you press record, the better your recording and performance will be.

Notify Cast & Crew

Are people helping you? Notify them of the timeline.

Are you using talent? Are you the talent? – Prep and verify

In an agency setting the producer would create a document that tells everyone involved what they need to do and when they need to do it. This document is called a “Call Sheet”. As a DIY creator or small crew (1 or 2 helpers) you can avoid the time it takes to create a call sheet by notifying everyone involved with the following information.

Secure Legal Paperwork

A talent release form is critical for everyone that is featured in your learning videos. You need to have anyone who is in a video sign a talent release form. Why? Well, let’s just say it protects you, your client, or your company. Formal consent and release will provide you with protection if you get sued.

Design your review cycle

The review cycle is how you will handle feedback from your client. I use a three-part cycle that follows a software model: Develop-Alpha, Review-Beta, Edit-Gold. I like to use this cycle for my script before I make the video. I use tracked changes in my word documents.

When it comes time to review the video, I suggest using a tool like Vimeo Review to get feedback. This tool will make sure that people give you feedback exactly where its needed instead of sending emails with confusing timecodes.

Summary

Planning your video, the third module, of the VFL program is all about learning to use a pre-production checklist: including reviewing training needs, creating a project timeline, deciding on what to wear on camera, creating a visual storyboard, creating a shot list, determining the day and time to record, gathering props and clothing, scouting locations, assembling camera, audio, and lights, securing legal paperwork, and designing the review cycle. By using this checklist you will be able to create a high-quality learning video because of careful planning and organization.

Helpful Links

Here’s What You Need to Identify Your Training Needs – VIDEO
How to Analyze your Companies Training Needs before Q4
7 Steps To Map Your Training Content After You Analyze Your Training Needs
A Training Needs Analysis Guide
Why is “storyboard” so misunderstood?
What’s a shot list and why do you need one for a learning video?
Why are Props Important in a Learning Video?
What’s a location scout? How do you do one?
Do I need a talent release form for a learning video? YES!
Video Pre-production for eLearning: The Ultimate Guide

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Contact me today if you want to learn more about how to make your own or look for the link down below to sign up for the online course. And I can’t wait to help you on your journey.