Review the SOW and make sure the following issues are clearly defined.

• Is the length specified? This is important for setting boundaries with clients if they add too much content during review.
• Will the pricing allow you to pay the writer about $500-750, plus design costs with at least a 50% margin for the project? Design costs are typically:
• MVID-KT: $1,000
• MVID-MM: $1,000-$2,000
• MVID-S: $3,000
• MVID-A: $5,000
• Is ideation/storyline either explained in the SOW or provided in a separate document? Find out from the AM who created the ideation/storyline — did the client provide it, or did we?
• If we created ideation/storyline, is the video type specified?
• Does the target completion date and/or timeline specified in the SOW reflect a regular timeline for the video type specified?
• For rush projects, inform the design lead and/or the digital lead.
• Are more than two SME calls specified?
• If all stakeholders do not attend the presentation calls, the timeline will be affected?

 If you have any questions about the scope of the quiz, ask the account manager.

If this is a new account for you, start getting oriented with the client and what they do.

• Check if a Dropbox folder exists yet for the client, and if it does, check if it includes background materials. For example, if we created ideation for the projects, we should already have background materials.
• If there are no background materials in the folder, ask the account manager and the CS if the client has provided any resources.
• Visit the client's website for tone, style, etc.
• Review their existing content assets — particularly their videos — for tone, style, etc.
• Visit their media center and review press releases for recent news, such as acquisitions, product releases, etc.
• Note key messaging points and language/industry terminology used throughout their website and in their existing content.

• Because videos are a specialized format, the writer should be experienced with writing video scripts. Look for writers in the C4D writer database with video experience. Check if the notes mention their experience with the topic as well (technology, finance, etc.); this would be a bonus.
• TIP It's often best to use the same writer for assets on the same topic and/or in the same SOW. A video script writer might also be able to write another visual asset such as an infographic or g-book. However, a video script writer might not be suitable for writing a non-visual asset such as an e-book or white paper. Learn more about the script writer's experience before deciding.
• Contact the writer(s) to gauge their availability. Provide the following information:
• Format type and approximate word count
• Topic
• APPROXIMATE start date (based on when the SME call is likely to occur) and 1st draft due date. This will have to be rough estimate for now.
• Wait to share the client's name until you're ready to send the writer assignment package. You may wish to make an exception if the writer works regularly on this client's projects.
• If the writer(s) are available and interested, let them know you'll provide full details soon. (You will do this after the kickoff call.)

The account manager will schedule an internal kickoff call IF any of the following apply:

• The client is new
• The SOW includes $50,000 or more of content
• The SOW includes a video
• The SOW includes any strategy/consulting work
• The SOW includes any rushed projects
• The AM feels, for any reason, the account team needs to discuss the engagement before the client kickoff call
• Note If the SOW is for an existing client for whom we hold a regular internal check-in call, the internal kickoff can take place during one of the internal check-in calls.

During the internal kickoff, do the following:

• Ask the AM to provide background on the client relationship and what the client is looking to accomplish.
• Ask the AM or the CS to provide background on the target audience.
• Find out from the AM how the infographic and/or g-book will be used. Is it for a campaign? An event?
• How will the video be shared with target audience — via email? Or will it reside on the client's website or on a microsite?
• If the video type has not already been decided, ask the AM how the client reacted when they were shown the five format types, or whether they shared preferences for design style.
• Ask the AM to clarify any questions you have about the SOW.

If the video will be on a rushed timeline, discuss ways to accelerate production.

Make note of any questions you'll need the client to clarify or elaborate on during the kickoff call.

• Enter the SOW into the Account Tracking Spreadsheet, with all the SOW's individual projects underneath it. Full instructions are located here: #
• For any projects within the SOW that are RUSHED, change the copy in that row to red.
• Set up the necessary Dropbox folders.
• Create a new folder for the client if one doesn't exist yet.
• Within the client folder, add these folders:
• Branding
• [SOW ID] - SOW and Production Timeline (ex: MIC01 - SOW and Production Timeline).
• Include this subfolder: Kickoff_call. Place the recording and transcript of the kickoff call here.
• Background_resources
• Individual project folders
• Name the project folder [Asset ID] - [Asset Type] - [Abbreviated Name]
  (ex: MWG02_001 - WP - Monetization of Online Grocery)
• Include these subfolders for each project folder:
  - Background_resources
  - Writer_legal
  - Recordings_Transcripts
  - Storylines
  - Drafts
  - Storyboards
  - Voiceovers
  - Animations
• Send the design lead a link to the client's Dropbox folder so they have access to all the project documents.

Dropbox Folder Example 1 // Dropbox Folder Example 2

• See the "During Kickoff" instructions below for talking points specific to quizzes and assessments, as well as general talking points that are especially important to cover.
• You can also find a detailed Kickoff Call Checklist at this link. Be ready to discuss each item.
• Identify which documents you will share on screen and review during kickoff, including the SOW, any background documents that have been supplied already, brand guidelines, examples of existing assets, etc.
• Reminder Check again that your design lead have been invited to the kickoff call.

• Download the recording of the kickoff call.
• If you kicked off an entire SOW, save the recording in the "Kickoff_call" subfolder within the SOW's Dropbox folder. If you kicked off only certain projects within an SOW, save the recording in each of the projects' "Transcripts_Recordings" folders in Dropbox.
• Transcribe the call and save it in the relevant "Kickoff_call" or "Transcripts_Recordings" folder.
• Inform the AM, CS and design lead once the recording — and later the transcript — are in Dropbox.
• Reminder For a new client, once the design checklist comes in, set up a design call to occur before finishing D1 of the script. This meeting is REQUIRED.
• Assign the writers their projects.
• Create the Writer Agreement, outlining the requirements for the assignment, payment, and payment terms.
• Along with the Writer Agreement, send the writer the following information:
• Client: Client name with link to the client's website.
• Assignment description: Description of relevant products/services/solutions, particularly those that are relevant to the projects you're starting. These include:
• Objective of the infographic or g-book
• Format
• Word Count
• How the client will use the infographic or g-book
• Background resources: Existing resources, and how they should be used/their significance
• Tipsheet for writing video scripts: Tipsheet for Writing Video Scripts
• Ideation/Storyline: IF the ideation/storyline PowerPoint was already created by the content strategist and the digital lead, send it to the writer. (If not, the writer will create it after the SME call in collaboration with the design lead.
• Target audience: IF you could not provide the ideation/storyline to the writer, explain the job role/title of the target viewer, as well as pain points and other key audience information.
• Tone: The client's editorial style guide, if it exists. If not, briefly explain the client's preferred tone, and provide an example, if possible.
• Due dates for the storyline (if applicable) and D1:Until you know when the SME call will be held, these dates will be estimates.
  When you do set these dates, factor in the time you need for review. For the ideation/storyline, plan to review same-day before sending to the design lead; for the draft, plan to spend 2 business days working with the writer on revisions.
• Fee: A general guideline when determining payment for the writer is approximately $1 per word. However, your budget may allow you some flexibility to exceed this guideline if working with a proven writer with expertise in the topic or the format.
  
  For assessments, factor in the complexity of the assessment when determining pay. Some assessments contain relatively few words but are faily complex and require significant effort.
  
  TIP To determine the flexibility of your budget, follow these guidelines:
• Your total hard costs must total AT MOST half of what we're charging the client. Total hard costs include:
• Writer fee
• Design cost
• Production costs (stock photos, although not commonly used in infographics and g-books)
• Research costs. These may be needed if we're creating a g-book or infographic about research findings, and we're not creating any other asset about the findings.
• Rush fees for writers, designers, and/or researchers
• TIP TIP Design costs are typically:
• MVID-MM: $1,000-$2,000
• MVID-S and MVID-KT: $3,000
• MVID-A: $5,000
• Next steps: Ask them to sign, date and send back the writer SOW.
  
  Set out other next steps. These may include sending their availability for SME calls or sending an outline or a 1st draft (if an SME call is not required)
• After one business day, if you have not heard from the client about these items, follow up with your contact:
• Background resources promised during kickoff
• SME call scheduling
• For new clients, the Infographic Design Checklist. (Check with the design lead about whether the client submitted this.)
• For new clients, branding call scheduling
• Once the SME call(s) is scheduled, create a Schedule of Production Milestones for the projects you've kicked off, and send it to the client. If no SME call is needed, send the Schedule of Production Milestones within 1 business day of the kickoff call.

Production Step: Required actions and Best Practices During Production

SME call & transcription

• When contacting the writer to schedule the call, ask the writer to develop interview questions and send them to you at least two days before the SME call. Review them, make additions or edits if necessary, place them in the SME Interview Questions Template and send the revised version to the client and back to the writer at least 24 hours before the call.
• Introduce the C4D team at the beginning of the call. If the writer is a freelance writer, avoid mentioning that they are a freelancer; we don't lie or conceal the fact that we use freelancers, but we don't want to draw attention to it, either. In front of the client, treat the writer like one of the C4D team.
• Record the call.
• Be sure that the conversation addresses all topics the writer needs.
• After the SME call, send a follow-up email to the writer and do the following:
• Thank them for participating in the call.
• Provide an ETA for the transcript.
• Inform them that you'll follow up w/the client about any resources the client promised during the SME call.
• Send them the Video Script Template
• Establish the due date for the 1st draft.
• After confirming the date on which the writer will turn in the 1st draft, follow up with the client and do the following:
• Thank them for arranging the call.
• If they promised to send any resources, inform them that you'll look out for those resources (list the specific resources as a reminder).
• Provide an ETA for the 1st draft. Make sure this date allows you and the digital lead time to review the draft. If you must wait for the resources in order to begin writing, tell the client that the ETA is contingient upon receiving the resources by a given date.
• ASK TO SCHEDULE A 30-MINUTE WEBEX CALL FOR THE storyline PRESENTATION. This call MUST include all stakeholders.
• Transcribe the call.
• Choose a turnaround time that suits the project timeline.
• In the "Email/Sending Instructions" section, instruct Civicom to email you the transcript once it's completed. (If you don't, it will send the transcript to agaffney@gthreecom.com only.)
  REMINDER Send the transcript to the writer as soon as it's ready.
• In the "Project/Cost Center" section, write the asset ID of the quiz for which the SME call was held.

Create storyline

• If the content strategist and design lead did not already create the storyline during ideation, the writer will collaborate with the design lead to create the storyline after kickoff.
• The storyline is created in the Video Storyline Template and includes:
• Slide 3 = Target audience / How audience will be viewing the video / Type of video
• Slide 4 = Storyline
• Slides 5-9 = Visual ideas
• Immediately after the SME call, arrange for the writer to speak with the design lead so they can discuss ideas for the direction and format of the video.
• Once they've spoken, send the Video Storyline Template to the writer to complete slides 3 and 4 within 2 business days.
• Once back from the writer, review same-day and send the storyline to the design lead, asking them to complete slides 5-9 within 1 business days.

Call w/client to present storyline & receive feedback

• Before sending the storyline to the client, convert it to PDF. In order to do so without losing info in the Notes section, take these steps:
• Click "Save As".
• From the "Save As Type" dropdown menu, choose PDF.
• Click the "Options button".
• From the "Publish what" dropdown menu, choose Notes pages.
• Click "OK," then click "Save."
• Email the storyline PDF to the client 2-3 hours before the call. We want the client to review it before the call without having too much time to form opinions about it without our explanations.
• Establish the ETA for the 2nd draft, and inform the client.
• During the call, review/explain the storyline (slide 4). The design lead will review/explain slides 5-9. The objective is to not only explain our approach, but seek their immediate feedback.
• Take notes on the client's feedback directly in the storyline PowerPoint file.
• Before the end of the call, ask the participants to send any additional consolidated feedback by EOB the next day. When the feedback comes in, add it to the storyline PowerPoint file.
• ASK TO SCHEDULE A 45-MINUTE WEBEX CALL FOR THE 1ST DRAFT PRESENTATION. This call MUST include all stakeholders.

Create D1 of script

• Send the the writer the Video First Draft Template and the storyline PPT containing the client's feedback.
• Ask the writer to complete the script and visual suggestions within 3 business days.
• Establish the ETA for the 2nd draft, and inform the client.
• Once back from the writer, review, edit and time the script. It must NOT exceed 2 minutes.
• Work with the writer for 2 business days to make any necessary edits to the script and detailed visual suggestions.
• Send the PPT file to the design lead and asks them to complete the first section within 4 business days. The design will add the following to the first section:
• MIXED MEDIA: Stock video footage/image and any icons or data visualizations that correspond to the first section of the script
• STANDARD, TEXTURED STANDARD and KINETIC TEXT: First 3 storyboard slides based on design feedback from ideation, with the corresponding script in the Notes section
• ADVANCED: Character development, background scene and 1 full storyboard slide, with the corresponding script in the Notes section

Call w/client to present D1

• Convert the PPT to a PDF using the previous instructions to preserve the Notes sections. Then email the draft PDF to the client's team 2-3 hours before the call.
• During the call, you and the design lead will review the slides. For each slide or group of 3-4 slides, you will first explain the rationale behind that portion of the script (i.e., setting up the problem, explaining the benefits of the solution, addressing key messaging emphasized by the SME, etc.). The design lead will then explain our approach to the visuals in the first section.
• Ask for feedback during the call, and take notes.
• Before the end of the call, ask the participants to send any additional consolidated feedback by within 2 business days. Wait until then before starting to make any edits to the script and visuals.

Receive & process feedback from client

• Within 1 business day of the presentation, the design lead will send you their notes on the design feedback/edits. You'll create a single, consolidated file containing all feedback on D1, then send that back to the design lead.

Create D2 / Create L1 of full storyboard (concurrent):

• Send any necessary edits to the writer, and asks for revisions within 2 business days.
• Reminder Be sure the script does not exceed 2 minutes.
• ASK TO SCHEDULE A 45-MINUTE WEBEX CALL FOR THE STORYBOARD PRESENTATION. This call MUST include all stakeholders.
• As the writer makes revisions, the design lead asks the freelance designer to create the full storyboard slides, factoring in the feedback from the D1 presentation call. Again, the design process starts while the writer revises the script; the designer can come back to any slides the writer is changing significantly.
• MVID-MM: Allow 2 business days for the design lead to complete matching stock photography, video and icon options for each section of the storyboard, plus 1 day for internal editing.
• MVID-S and MVID-KT: Allow 5 business days for the freelance designer to create the full storyboard, plus 1-2 days for internal review/editing.
• MVID-A: The design lead will determine if full storyboarding is appropriate if client feedback has been positive. If so, allow 8 business days for design, plus 2 business days for internal review and editing.
• Note Individual timing and adjustments will be necessary for redesiging characters/scenes. If you did not receive positive feedback on D1 or the designs for the first part of the script, revise as necessary for 2 days, then allow 2 days for client feedback before starting the full storyboard.

Call w/client to present full storyboard

• Convert the PPT to a PDF using the previous instructions to preserve the Notes sections. Then email the storyboard PDF to the client's team 2-3 hours before the call.
• Ask for feedback during the call, and take notes. It will be primarily the design lead's responsibility to take notes within the PPT, but you should also take your own notes separately for reference.
• Before the end of the call, ask the participants to send any additional consolidated feedback within 2 business days. Wait until then before starting to make any edits to storyboard.

Receive feedback from client

• Share this with the design lead once it comes in the day after the storyboard presentation, so that the designer can revise the storyboard.

Create final storyboard & send to client w/voiceover and music options

• Send the following to the client:
• Final storyboard (as a PDF)
• Voiceover samples
• Background music options
• Ask for their feedback within 3 business days.

Receive feedback from client

• If the client has any final feedback on the script or storyboard, revise as necessary.
• Before proceeding with the voiceover, confirm that the script has final approval, and tell the client that rerecording the script will add to the cost and timeline for the video.

Record demo of VO & receive feedback from client

• Have the chosen VO artist record a demo — usually the first 20 seconds or so — of the script. Share this with the client and confirm that they approve.

Record VO

• Once the voiceover choice and script are final, have the full script recorded in MP3 format. Be sure to clarify any potentially confusing pronunciations when submitting the script for recording.
• When the recording is completed, listen and compare it to the script. Make sure there are no errors. If there are, ask that they be corrected.

Complete animation:

• MVID-MM, MVID-S and MVID-KT, and MVID-A:
• Once the full animation is ready for internal review, check for the following:
• It aligns with the visuals in the final, approved storyboard.
• The voiceover aligns with the imagery on screen.
• The voiceover is not being drowned out by the background music.

Receive feedback from client

• Warning If the client had significant edits after viewing the animation, work with the account manager and design lead to determine if any of the changes push the video out of scope. For these edits, determine if there are smaller-scale changes that we can make as alternatives, and if so, suggest these to the client.

Receive feedback on L2

• Review the feedback. Take note of any signs of scope creep.
• Send to the designer.
• Determine the ETA for the final layout, and inform the client.

Finalize video

• Deliver the high-resolution version of the video to the client.