TL;DR: Set up your workflow: 1) Define roles (producer, director, editor, approver), 2) Choose review platform, 3) Create 4-5 approval stages, 4) Establish naming conventions, 5) Integrate notifications, 6) Document the process.
The 6-Step Setup (1 Hour Total)
Step 1: Define Roles (15 min)
Create a simple RACI matrix:
| Task |
Producer |
Director |
Editor |
Approver |
| Create brief |
R |
I |
- |
I |
| Approve script |
- |
A |
I |
C |
| Upload cut |
- |
- |
R |
- |
| Review cut |
I |
R |
- |
A |
| Approve final |
C |
- |
- |
R |
Legend:
- R = Responsible (does the work)
- A = Accountable (final decision)
- C = Consulted (input)
- I = Informed (FYI)
This prevents confusion about "who decides?"
### Step 2: Choose Review Platform (5 min)
Options:
- **YouViCo**: Full collaboration, Slack integration, AI feedback
- **Frame.io**: Lightweight, best for simple reviews
- **Wipster**: Mid-range, good for agencies
- **Vimeo Review**: If you already use Vimeo
Pick one. Commit to it for at least 3 months.
### Step 3: Create Approval Stages (10 min)
Define exactly 5 stages:
1. **Draft** — Editing in progress, not ready for review
2. **In Review** — Ready for feedback, awaiting comments
3. **Revision** — Feedback received, under editing
4. **Final Review** — Final draft ready for approval
5. **Approved** — Ready for delivery
Document this in a shared doc. Link it in your platform.
### Step 4: Establish Naming Conventions (10 min)
Create a template:
```
[ProjectName]*v[#]*[Status]_[Date]
Example:
SummerCampaign_v1_initial_20260328
SummerCampaign_v2_revisions_applied_20260401
SummerCampaign_v3_final_20260403
```
Or simpler:
```
v1, v2, v3, final
```
Choose one. Write it down. Use it consistently.
### Step 5: Integrate Notifications (15 min)
Connect your platform to Slack/email:
Slack example:
```
YouViCo → Slack integration:
✓ New project created
✓ New version uploaded
✓ Status changed (In Review, Revision, etc.)
✓ All revisions complete
✓ Approved
→ Notify #video-production channel
```
This prevents "did you see the new version?" messages.
### Step 6: Document the Process (5 min)
Create a 1-page document:
```
VIDEO COLLABORATION WORKFLOW
1. ROLES & RESPONSIBILITIES
- Producer: Manages timeline, communicates with clients
- Director: Creative decisions, approves aesthetics
- Editor: Executes the edit, responds to feedback
- Approver: Final sign-off
1. APPROVAL STAGES
- Draft → In Review → Revision → Final Review → Approved
1. NAMING CONVENTION
Format: [ProjectName]*v[#]*[Status]_[YYYYMMDD]
Example: Brand_v1_initial_20260328
1. FEEDBACK PROCESS
- Use YouViCo only (no email, Slack, or Discord feedback)
- Include timestamps for all feedback: 00:01:23 - [what needs fixing]
- Feedback period: 24 hours per version
- Revision period: 48 hours to upload new version
1. ESCALATION
- No feedback by deadline? Consider approved.
- Scope creep? Document as change request, estimate new deadline.
1. TOOLS
- Platform: YouViCo
- Notifications: Slack #video-production
- Project tracking: Asana / Linear / Notion
```
Print it. Share it. Reference it.
## Quick Start Checklist
- [ ] Created RACI matrix for roles
- [ ] Chose review platform
- [ ] Defined 5 approval stages
- [ ] Established naming convention
- [ ] Connected notifications to Slack
- [ ] Wrote 1-page process doc
- [ ] Shared doc with team
- [ ] Scheduled 15-min intro meeting
- [ ] Created first project to test flow
## FAQ
**Q: Can we customize the stages?**
A: Yes. 5 is a good default, but 3-6 works. Fewer stages = less process, more ambiguity. More stages = more clarity, more overhead. Find your balance.
**Q: What if people don't follow the process?**
A: Expect a 1-2 week ramp-up period. Gently nudge: "Per our workflow, let's use YouViCo instead of email." Most people comply with friendly reminders.
**Q: How do we handle rush projects?**
A: Define a "fast track" option: fewer approval stages, shorter feedback windows. Example: "Rush projects skip 'Final Review' stage." 