How To Use Kanban for Video Production


Everyone who makes videos naturally wants to be able to make them more professionally and efficiently. New tools are being introduced so frequently that it might be hard to assess which ones are genuinely useful and which are not. 

In addition to editing tools, production teams often need better ways of organizing their workflows in general. Video production can be a messy, chaotic process, and it can be easy for teams to fall apart or lose sight of their goals. The video industry needs a management tool to complement its creative efforts.

Kanban can be an answer to this. Although video production might not be the first thing that comes to mind when thinking about the Kanban method, the two ideas can actually fit together quite well. Let’s take a closer look at how this can work.

How it works

The Kanban system allows you to create tasks, delegate them to different team members, and assess their progress along the way, all while keeping the various parts within the larger space of the Kanban board. Tasks can be enumerated and subdivided, and digital checklists are created that can be crossed off task-by-task as they are completed. 

One of the unique features of Kanban boards is their clear, simple appearance. They consist of three major columns: “To do,” “Doing,” and “Done.” Although this sounds like something that anyone could think of, it is remarkable how much ends up getting lost or confused in work processes at all levels when the various levels of task completion are not laid out clearly.

The system also serves as a database of sorts as it allows for labeling any number of different categories for the tasks (individuals, departments, etc.). In addition, there is a section for feedback, which can be useful both during a given production period, as well as in retrospect when looking at completed videos. 

Although it was originally used by auto workers in Japan, the concept quickly spread to other industries as people saw the potential for organizing their work in many different areas. Specialists in IT, software development, even healthcare workers saw the advantages that using the Kanban system can bring and began utilizing it for their own purposes. 

What does this mean for video production?

Anyone who works in video production knows how complicated the process can be. It is easy to get off track, lose sight of your project components, and let your time frames fall out of whack. 

With Kanban, you can keep track of every aspect of your production and make necessary changes quickly to keep things in order and on time. If you are in the video-making business, this type of organizational tool is especially useful because the process of making videos is often high-paced and frenetic, involving multiple moving parts and a lot of people.

Using Kanban to keep track of video production phases and timelines

There are distinct phases involved in the video production process, and different people involved in each phase. By using Kanban boards to track the progress of each phase, everyone involved can see upfront and straightforwardly where both the parts of production stand, as well as the whole.

Portfolio Kanban - Reduce Overburden - Improve Flow

Kanban boards for video production could include the following stages:

Budgeting – This is when funding is secured and arranged so that the production process can begin. Those involved in the budgeting process are included in task cards.

Pre-production – People involved in procuring talent and organizing relevant staff members take part in the pre-production process. Kanban cards are allocated to them during this period.

Production – The actual production phase of a video is, of course, the most complex part and involves the most people. There are a lot of particular things to keep in mind with regard to quality control, due dates, and the overall supervision of the filmmakers. 

Post-production – Video editors take part in post-production, where videos are edited, music and voice overs added, and any other changes are made to finalize the video.

Another advantage of the Kanban system is that the cards can be used in matrices to indicate different degrees of completion of similar projects. When lined up against one another on a graph-style backboard, people can see multiple projects at a glance, and this helps them keep in perspective the total volume of work that a given company has to do during any given time period.

video production template on kanban zone

Related programs

There are also programs out there that are similar to Kanban. Scrum is a program that provides a similar structure to workflows, although it requires more work for the organizers. Moreover, Scrum is more directed towards reorganizing whole team structures, rather than tasks themselves. So, your choice will depend to some extent on what aspects of your workflow you want to reorganize.

Another program that companies use for task organization is Trello, although it is less of a management tool and more simply a way of reviewing a team’s daily progress. It is a simpler product than Kanban. Although they share similar features, Trello focuses primarily on tasks themselves. It is often referred to as a “Kanban-style tool,” however, so the layouts look alike. 

Find out why Kanban Zone is a better Kanban project management tool vs. Trello.

What kinds of tools are necessary to make professional-quality videos?

As far as the content of your videos is concerned, you’ll also need tools for editing and file conversion.  There are various of them available, you can try an excellent desktop free video editor like Movavi Video Editor or any online tool like Clideo. For example, you can manage projects in Movavi by selecting from your video library and using the simple editing technique of dragging and dropping video segments together, adding transitions, filters, and so on.

When you are creating an SMM video for your company, you’ll want to be sure that it meets all the standards set by your competitors for whatever social media you might use. To be sure of this, you must have the right quality software and be able to produce the same level of sophistication in your work. Serious companies demand no less.

To export to formats outside the editor you’ll need to save your files in a suitable format. You want to be sure that your videos will function on any number of different devices, as of course, your goal is to reach people everywhere. You’ll also need a video converter for Mac, or one for Windows, depending on what type of device you use.

Put it all together with the right organizational and technical tools

To make the high-quality videos you want, you will need to think about every aspect of the production and how it fits into your overall company management. The Kanban method suits the video production process very well, as it addresses all the issues teams face when putting together projects. 

Combining the right technical methods with the best available online tools will ensure high-quality videos will make your company a leader in video production.

This was a guest blog. Please review our guest blog disclaimer.

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About the Author: Evelina Broun

Evelina Broun
Evelina Broun is a content marketing professional who helps companies attract visitors, and convert leads into close customers. Previously, Evelina worked as a marketing manager for a tech software startup. She is passionate about building brand’s authority and credibility and bringing it closer to its business goals.