Workflows long and short form

 

EXCEL MAP OF FIELDS (BY TG)

https://docs.google.com/spreadsheets/d/1i1R0Y0sEbBhPyaMquckjzm82PNs-N4BFW2RdlfepgXQ/edit?pli=1#gid=0

 

 

FNC LEXICON BY ROSEVELT:

https://docs.google.com/document/d/1Jq1KTp98W4CcI3CQB-L27AZfrZcHcfeVDmqtTMN26Hg/edit

  1. Date
  • YYYY-MM-DD (use hyphen to separate. All other separations of categories use underscore)
  1. Series
  • 3 capital letter abbreviations for series 
  • Tea with Traciana – TWT
  1. Guest
  • First Letter of first name Cap.
  • First 3 letters of last name with the first letter Cap.
  • Alex Hartz – AHar
  1. Language 
  • First 2 letters of Language (lowercase), which we will designate as needed
  • English- en
  1. Raw 
  • used only on entry into server, any changes will render file no longer Raw
  • Lowercase- raw
  1. File type –
  • Capital letter for type, 2 digits for multiple files from same Guest, episode,  Language etc. Up to 99 files should be more than enough but expand to 3 digits if need be
  • A00- audio, V00- video, P00- photo

Ex: 2021-07-24_TWT_AHar_en_raw_A01.wav

  • Once file gets altered in anyway, it then gets renamed according to what has been done to it

  1. REMOVE RAW
  2. Add in season and episode so team can identify files in the workflow accordingly 
  • s for season and 2 digits
  • e for episode and 2 digits
  • lowercase
  • s01_e12

Ex: 2021-07-24_TWT_AHar_en_s01_e12_A01.wav

  • Once file has reached completion and is approved for release, add final (lowercase) to the name AFTER file type, with 2 digits for version # in case of revisions and alterations
  • final01

Ex: 2021-07-24_TWT_AHar_en_s01_e12_A01_final01.wav

****Things to consider *******

  1. Use underscore to separate all categories 
  2. All abbreviations used once are used forever.  We will have a legend to identify all abbreviations for quick reference 
  3. System needs to be expandable for all categories, so the legend will have established criteria for adding new elements that we all agree upon
  4. The purpose of this is to make this easy to identify, sort, and manage so if there are any unnecessary, or missing categories let’s brainstorm together to make sure all basis will be covered
  5. Each of the file types ( A, V, P) have many formats ( .wave, .mp3, .aiff, etc.) Whatever extension that is on the raw file MUST NOT BE CHANGED!!!!! Unless the file is converted into a different format

Once the files leave the server they can be named whatever you choose for the purpose. This naming system is specifically for the server. So for example, if we put a file on buzzsprout, if need be we can change the name ONCE THE FILE IS UPLOADED ON BUZZSPROUT, into Tea With Traciana Ft. Alex Hartz. But only when it is outside of the server

Workflow S.1 Long Format

 

 

 

NOTE: FOR S. 1 UPDATES FOR THE BLOGS, VIDEOS, SOCIAL MEDIA, and PODCASTS ARE NEEDED

NOTE FOR ALL FILES THAT ARE ADDED– TG/OR SHELIJA MUST ADD:

  •  Title 
  • TAGS
  • DESCRIPTIONS
  •  FILENAME (using The VLNETWORK FNC)  

 

 

PRE-PRODUCTION: SHELIJA/TG START WITH VIDEO EDITING DIRECTIONS

  • Add the raw transcript (in the First Pass Transcript field) 
  • Update the Transcript with editing directions for the video and podcast team: add to the final transcript field
    • With start and end times
    • Titles
    • Lower thirds for guest
    • Add the introduction– the TG voice-over which includes the guest bio and the theme of the show
      1. This triggers TG who can then record and add the final introduction voice over the podcast and video to the voice of introduction field
      2. This is added to the video team and  they are triggered so they can edit they take the directions and the voice-over adds the final video edit to the final edit 
        • Final Pass Video Edit Fields
        • Final Pass Podcast Edit Fields
  1. ONE  EDITORIAL TEAM

 Update spreadsheet which has the name of the guest, show, season-

  • Use this old spreadsheet for original handles and name etc, contact, etc… https://docs.google.com/spreadsheets/d/1CXPUb_DAB0BFS5lQNAAgZjw-AJxz1EUC7XAjnex-Utg/edit#gid=1060781792
      • quickies where social
      • 180– were quick sips
      • extended- were medium pour
  • RE-TAG THE LENGTH OF THE SHOW/BLOG
  • Medium Pour OR Quick Sip Clip

Updates The Following Media Assets:

Blog: S.1 Blogs that were originally written: https://drive.google.com/drive/folders/1AOc_JBq7GVWZLtrJYg7HwSX46MuU8tjD

  1. Add the original blog that was done to the First Draft Blog Field
  2. Refine the final blog and add it to the Final  Draft Blog Field  Once the following has been updated title: Review to see if it needs refinement with keyword descriptions/SEO
  3. Description: 
    • Review to see if it needs refinement with keyword descriptions/SEO
    • Review the transcript for the full text to create a more in-depth description and tag
    • Description can use the summary from the S.1 blog as well
  4. Tags: Review to see if it needs refinement with keyword descriptions/SEO & VLN tags:  (add the tags to the Final Blog and Tags) 
  5. Suggest blog and resources:  suggested relevant blogs fields: 
  6. https://docs.google.com/document/d/1DC0Vzk7i9OFK1Jt-MA6wgOy3Xv6KdgfdUtnpCqKOiUU/edit
  7. Text for social media infographic: Review to see if needs to be refined make sure to add the handles for the guest, their role and company and the handle of their company if available (The guest’s social media handle is updated (and the actual social media channel is specified – Twitter, FB, LK)
    • Add to the fields Final social media text for graphics
    • Add to the field Final  social media caption
    • This is added to the graphics team and  they are triggered
  8. HOW TO REVAMP A S.1 BLOG
    • CHECK OUT THIS  EXAMPLE: https://www.thevlnetwork.com/why-connecting-in-the-workplace-is-important/
    • THE SHOW/SEASON INTRO IS ADDED- IT IS THE SAME FOR ALL S.1 BLOGS:
    • THE MEET SECTION NEEDS TO BE UPDATED TO  “TEA LEAVES: NOTES FROM TRACIANA
      • “Example of Tea Leave Note: 
      • “Scott Hefferman taps into his Happiness 360 by utilizing emotional, human, spiritual, and generational intelligence in his personal living and professional performance. Through his Happiness 360, he was not only able to find his personal purpose and possibilities but also his company Meet Up.com. I invite you to join Scott’s Happiness 360 Journey.”
      • An intro and what to expect from the article
      • Invitation to go on a journey with the guest
      • Update  The TAKEAWAYS “FINAL TAKE AWAY NOTES T FROM TRACIANA”
      • What you should take away from the article 
      • Or how they correlate to Fearless Listening and Happiness 360 and one/some of our core foundations
      • Guest introduction (gets updated so that it is more concise and all of it is under the MEET SECTION)
  9. ASSIGN The Micro Success Blueprint blog: Ensure that it links to one of the intelligence. Include: Microblog Rough Draft field
    •  The Tea Notes for the guest blog 
    • a key quote and the link to the name of the original blog.
    • Assign the 400-word relevant microblog the relevant researcher 
    • This should create another action item for Editorial Team and Workflow if this is assigned to someone they will add the Microblog Final field
    • Or using the relevant research–write a final microblog and add it to the Final MicroBlog field
      • ADD TO Spreadsheet which has the tea notes, and a quote from the blog: XX (we may need to create this)
      • Name of guest role at the time, and social media handle: Add to a spreadsheet
      • Main theme:
        • Living
        • Performance
        • Campus
      • Add suggested curated content to the SUGGESTED CURATED CONTENT SECTION – Add links to where output content is found Add to the field suggested relevant blogs fields: 
      • When this is done– they add this information to the server

  • CORRESPONDING MICRO ROUGH BLOG

    1. Title
      • This is added to the graphics team and  they are triggered so they can create a featured image and blog assets
    2. Description
    3. Tags
    4. Social Media
      • Text for social media infographic
      • Text for social media meme 
        1. This is added to the graphics team and  they are triggered so they can create a featured image and blog assets
    5. The guest’s social media handle is updated (and the actual social media channel is specified – Twitter, FB, LK)
    6. ADD TO Spreadsheet which has the tea notes, and a quote from the blog
      • HOW TO PREPARE– A MICRO SUCCESS BLUEPRINT:On the spreadsheet– THIS TRIGGERS TG to write with appropriate RESEARCHERS
      •  add the TEA NOTE
      • Add the key quotes
      • Add the tag (audience)
      • Add the link to the blog
  • ADD THE GUEST BLOG  Tea leave notes and a Quote From the original guest blog.
    1. Name of guest role at the time, and social media handle
    2. Which pages it will be assigned on VLN
    3. Main theme:
      • Living
      • Performance
      • Campus
    4. Add suggested curated content to the SUGGESTED CURATED CONTENT SECTION – Add links to where output content is found

 

  • Video Quick Sip Directions for the lower video which include:
    1. The QUICK SIP (has an existing title on the spreadsheet that can be refined and has an existing summary on the S.1 blog under the WATCH Section which can be refined)
    2. The roles and the name of the company stay the same.
    3. The guest’s social media handle is updated (and the actual 
    4. Update the description 
    5. An update title to include the name of the guests
    6. This is added to the video team and  they are triggered so they can edit

  • Video Medium Pour  Directions for the lower video which include:
    1. Title: THE MEDIUM POUR: has an existing title on the spreadsheet that can be refined 
    2. Title & Description: FOR VIDEOS and PODCASTS: The titles, descriptions and tags, and name of the show. The blog guest introduction and the TEA NOTES– are used for voiceovers
    3. The roles and the name of the company stay the same.
    4. The guest’s social media handle is updated (and the actual 
    5. When to start the video and when to end the video edit
    6. The transcript is updated to take out any unnecessary the time codes 
    7. Add the introduction and tea notes that were written for the blog to the transcript that traciana updates 
    8. Update the description if necessary 
    9. An update title to include the name of the guests
  • The video that is turned into a Podcast:
    1. Title: THE MEDIUM POUR: has an existing title on the spreadsheet that can be refined 
    2. Title & Description: FOR VIDEOS and PODCASTS: The titles, descriptions and tags, and name of the show. The blog guest introduction and the TEA NOTES– are used for voiceovers
    3. Strip the audio from the MEDIUM POUR and add the sound design for the roles and the name of the company stay the same.
  • When it is a Season ONE Podcast that does not have a video
    1. FOR VIDEOS and PODCASTS: The titles, descriptions and tags, and name of the show. The blog guest introduction and the TEA NOTES– are used for voiceovers
    2. The roles and the name of the company stay the same.
    3. The guest’s social media handle is updated (and the actual 
    4. When to start the podcast  and when to end the edit
    5. AN ANIMATED version of the podcast is done with a GIFT and turned into a video version as well 
  • They determine which social media memes are getting updated on the VLN website and will need — appropriate branded corresponding assets depending on the theme (example an asset that is relevant to VLN and also a VLN theme like LGBTQ OR CAMPUS would the additional versions ) so that when REX uploads to Hootsuite it will automatically update on the VLN site on appropriate assigned pages

 AND TG BEGIN POST-PRODUCTION ON CONTENT ASSET

  • MAKES NOTE OF WHICH VIDEO GETS EMBEDDED AND WHERE–
  • TG and H also work starting tag external VLN – 
    1. They add these tags to the column on airtable 
    2. TG and H also work starting tag external VLN
    3. They add these tags to the column on airtable 
  • They add the intended date for editorial cal
  • REFINE Traciana Notes for Blog INTRO
    1. Add links to where output content is found
  • THIS TEA NOTES AND THE INTRODUCTION WRITTEN FOR THE BlOG ARE REUSED FOR THE SCRIPT THAT TG USES TO DO THE VOICE OVER Intros for videos that accompany each blog (Add links to where output content is found)– SO TRACIANA CAN RECORD THE VOICE OVER AND SHARED WITH DAVID

  • Write Tea with Traciana In English that accompanies each blog – Add links to where output content is found SO TRACIANA CAN RECORD AND SHARE WITH ROOSEVELT
  • Write Tea on the Go that accompany each blog (maybe) –Add links to where output content is found  SO TRACIANA CAN RECORD AND SHARE WITH ROOSEVELT
  • Titles for all S.1 blogs, videos, and podcasts. –Add links to where output content is found SO LANEIGE CAN USE 
  • SO LANEIGE CAN USE 

  • Create the relevant Fearless Experiences/VLN editorial tags so that multiple social captions can be written for the same assets
    1. Add links to where output content is foundSO HEATHER CAN USE 

  • TG refine the transcript– so when REX is uploading the VIDEOS and PODCASTS– he can add the appropriate transcript
  • TG using the VOICE OVER text from Laniege to RECORD THE VOICE OVERS
  • Record Tea with Traciana in English
    1. TG uses the link provided for text provided by TG & HEATHER 
    2. She records and then adds to airtable so that ROOSEVELT
  • Record Tea with Traciana in French
    1. TG uses the link provided for text provided by TG & HEATHER
    2. She records and then the link to the content   to airtable so that ROOSEVELT 
  • Record Tea on The Go (optional)
    1. IF THIS IS ASSIGNED THEN
    2. TG uses the link provided for text provided by TG & HEAR 
    3. She records and then adds to airtable so that ROOSEVELT 
  • Records Video Intros  (optional)- THAT IS WRITTEN IN THE TG & HEATHER WORK SESSION
    1. TG uses the link provided for text provided by TG & HEAR 
    2. She records and then adds to airtable so that DAVID IS TRIGGERED

WHEN ALL OF THE ABOVE  IS DONE- ROOSEVELT AND OR DAVID  IS TRIGGERED:

KEY EDITORIAL THINGS TO REVIEW ONCE BLOGS AND VIDEOS AND PODCASTS ARE READY AND HAVE LINKS:

 

  • WHEN REX INDEXES THE CONTENT -ON THE SERVER HE BLOGS UPDATES THE BLOGS– TO ADD : THE SUGGESTED 
  • Descriptions for YouTube (external) USE LINKS PROVIDED BY TG & HEATHER (anything new that she’s doing, she must add links to that new document)

  1. Review the tags that TG and Heather had added to airtable and build on
  2. NOTE REX WILL ADD THIS DESCRIPTION TO YOUTUBE AND BUZZSPROUT
  3. Add to airtable
  • Tags for YouTube (external)
    1. Review the tags that TG and Heather had added to airtable and build on
    2. Add to airtable
  • Descriptions for Internal VLN use/site
  • Title for video (This is what David needs)
    1. Review the tags that TG and Heather had added to airtable and build on
    2. Add to airtable
  • Title for the  blog (What Graphics may need)
    1. Review the tags that TG and Heather had added to airtable and build on
    2. Add to airtable
  • Finalize blog content including proofing and  refinement
    1. Review the tags that TG and Heather had added to airtable and build on
    2. Add to airtable
  • Add suggested curate content to the SUGGESTED CURATED CONTENT SECTION
    1. Review the tags that TG and Heather had added to airtable and build on
    2. Add to airtable
  • Write TEXT that needs to be added to social media posts
    1. Review the tags that TG and Heather had added to airtable and build on
    2. Add to airtable
    3. Create the relevant Fearless Experiences/VLN editorial tags so that multiple social captions can be written for the same assets

WHEN LANEIGE FINISHES THE ABOVE — HEATHER IS TRIGGERED

WHEN ALL OF THE ABOVE  IS DONE- GRAPHICS IS TRIGGERED

    1. GRAPHICS Noreen
  • Graphics has to decide which template is being used

  • REVIEW THE EXISTING S1. GRAPHICS IN CANVA ANS USING THE NEW STYLE GUIDE UPDATE -ASSETS FOR BLOG/SOCIAL MEDIA
  • CREATE THUMBNAILS FOR THE VIDEOS
  • CREATE THUMBNAILS FOR PODCASTS
  • CREATE SOCIAL MEDIA MEMES
  • CREATE ASSETS FOR BLOGS, 
    1. Review the text that has been updated by Laniege for the blog
    2. Identify appropriate stock photos to refine the blog
    3. Treat the photos to customize
    4. Mock the page with the text and images’
    5. They add the images to airtable for the webmaster

WHEN ABOVE IS DONE, WEBMASTER IS TRIGGERED TO ADD BLOG TO WEBSITE

  • CREATE ASSETS FOR SOCIAL MEDIA
    1. Review the text that has been updated by Laniege and Heather  for the social media post
    2. Identify appropriate stock photos to create the memes
    3. Treat the photos to customize using templates
    4. Add the memes to air table

WHEN ABOVE IS DONE, REX IS TRIGGERED TO ADD SOCIAL CONTENT TO HOOTSUITE

  • CREATE GRAPHIC FOR THE THUMBNAIL FOR THE PODCAST
    1. The thumbnail for podcast (REX will need this for uploading to buzzsprout)
    2. The thumbnail for the Youtube version of the thumbnail  (REX will need this for uploading to Youtube)
    3. They make a animated meme/ that displays during the replay of podcast (which is different from the thumbnail)- David is notified so he make the video version of the podcast

  • CREATE THE THUMBNAILS FOR THE VIDEOS (Refer to Step 1)
    1. Review the text that has been updated by Laniege for the video
    2. Look at the link to the video that needs a thumbnail
    3. They take a screenshot of a part of the video that is most attractive
    4. Treat the image using the appropriate template to customize using templates
    5. Add the memes to air table

 

  • HEATHER
      • Does social media captions
      • She links the relevant caption to each text that Laniege has added 
      • She links each caption to the tags that has been added
  • PODCASTS-Roosevelt

(ROOSEVELT IS TRIGGERED IN STEP 3 TG ADD HER VOICE-OVERS)

  • Edit podcast using the directions prepared by Makayla and TG (gets the raw from TG and Makayla)
  • Adds the voice over done and added to airtable by TG as  outlined in the directions (gets raw audio)
  • Link final podcast
  • WHEN THIS IS DONE- ASSET MANAGER IS TRIGGERED so that it is stored with proper tags, social media, graphics 
  • David is able to make a video out of this podcast– DAVID IS TRIGGERED

  • VIDEO
    • Looks at the name of the show to know which template to edit this in
    • The QUICK SIPS- take out the OLD introduction (and music if possible) and just add the new intro. Keep existing lower thirds and slides
    • Medium POURS– new intro and lower thirds style guides
    • Update social media handles
    • Add appropriate show music
    • Add the updated title to the video intro (which he gets from Laniege)
    • Edit video using the directions prepared by Makayla and TG (gets the raw from TG and Makayla)
    • Adds TG voice-over  intro( done and added to airtable by TG) as  outlined in the directions (gets raw clips)
    • Link final video
    • WHEN THIS IS DONE- ASSET MANAGER IS TRIGGERED so that it is stored with proper tags, social media, graphics 

 

  • DATA MANAGER: REX
      • Uploads all social to Hootsuite LEAVE IT IN DRAFT– THIS TRIGGERS HEATHER– SO THAT HEATHER CAN APPROVE AND SCHEDULE WITH FINAL URLS AND SCHEDULING DATES
  •  ADDS THE CORRECT URL OF THE VIDEO THAT SHE HAS ADDED TO YOUTUBE SO THAT WEBMASTER CAN EMBED IN BLOG– AS IDENTIFIED BY LANEIGE (WEBMASTER IS TRIGGERED/NOTIFIED)

  • Uploads videos and corresponding thumbnails to Youtube and Buzzsprout
  • HEATHER 
      • Schedule publication of social on Hootsuite 
  • WEBMASTER TEAM UPLOADS TO VLN

  • Uploads the podcasts 
    1. (which they get from Rosevelt)
    2. Use the tags from Laniege to add to VLN
    3. They have added to the appropriate pages on VLN (assigned by Heather and TG)
  • Uploads the videos 
    1. To the VIDEO HUB 
    2. Use tags
  • Uploads the blogs
    1. For S.1 and S.2 blogs– make sure the drafts of the blogs that are on VLN currently are added to the new Avatar Template- using the appropriate color theme
    2. Update any photos as determined by the graphics
    3. She has to select the appropriate BLOG templates assigned by the graphics.
    4. NOTIFY LANEIGE TO APPROVE A] COPY
    5. NOTIFY GRAPHICS TO APPROVE THE LAYOUT

  • Uploads the content to the appropriate Fearless Experiences

  • LANEIGE
      • WHEN TRIGGERED BY THE WEBMASTER
      • Need to proof/approve editorial content on 
  • GRAPHICS
  • WHEN TRIGGERED BY THE WEBMASTER
  •  NEEDS TO APPROVE GRAPHICS ON VLN of the way the blog has been laid out on VLN
  • HEATHER 
    • She reviews the social text that has been created by Laniege and refines is needed–
    • REVIEW THE SOCIAL MEDIA UPLOADS THAT HAVE BEEN UPLOADED BY ZOEY — so you can review URL and LINKS and scheduling dates
  1. SEO team add the appropriate final tags, titles and content

Workflow S.1 Short form for Click Up

 

  1. FOR A MORE DETAILED GUIDE REVIEW THE S.1 LONG FORMAT DIRECTIONS
  2. NOTE FOR ALL FILES THAT ARE ADDED– TG/OR SHELIJA MUST ADD:
    •  Title 
    • TAGS (using VLN Tag)  Structure:
    • DESCRIPTIONS
    •  FILENAME (using The VLNETWORK FNC)

PRE- PRODUCTION

TG and/or Shelija: P

  1. Add the raw transcript to the transcript fields and adds
      • File Name
      • Title
      • Tags
      • Descriptions

2. Update the Transcript with editing directions for the video and podcast team:

    • add to the final transcript field
        • With start and end times
        • Titles
        • Lower thirds for guest
    • Add the introduction– the TG voice-over which includes the guest bio and the theme of the show
          • These directions are also added to the video team and podcasting team fields on the server
            • Also, data enter all fields for video and podcasts on the server
            • enters all fields for TG voice over
          • This triggers TG
            • who can then record and add the final introduction voice over the podcast and video to the voice of introduction field
    • This triggers Video team directions are also added to the video team and podcasting team
      • Video Team add the video to the Final Pass Video Edit Fields
      • Podcast Team add the podcast to the Final Pass Podcast Edit Fields

3.ONE  EDITORIAL TEAM

 Update spreadsheet which has the name of the guest, show, season-

 

Updates The Following Media Assets:

 

Blog: S.1 Blogs that were originally written: https://drive.google.com/drive/folders/1AOc_JBq7GVWZLtrJYg7HwSX46MuU8tjD

  1. Add the original blog that was done to the First Draft Blog Field
  2. Filename
  3. Refine the final blog and add it to the Final  Draft Blog Field  Once the following has been updated title: Review to see if it needs refinement
  4. Description: 
  5. Tags: Review to see if it needs refinement with keyword descriptions/SEO & VLN tags:  (add the tags to the Final Blog and Tags) 
  6. Suggest blog and resources:  suggested relevant blogs fields: 
  7. Text for social media infographic: Review to see if needs to be refined make sure to add the handles for the guest, their role and company and the handle of their company if available (The guest’s social media handle is updated (and the actual social media channel is specified – Twitter, FB, LK) Enter in the social media field for text for graphic
    • Add to the fields Final social media text for graphics
    • Add to the field Final  social media caption
    • This is added to the graphics team and  they are triggered

ASSIGN  The Micro Success Blueprint blog: Ensure that it links to one of the intelligence. Include: Microblog Rough Draft field

Add all relevant text about the first draft of the Microblog to the server fields

    • Or using the relevant research–write a final microblog and add to the Final MicroBlog field
    • ADD TO Spreadsheet which has the tea notes, and a quote from the blog: XX (we may need to create this)
    • Add suggested curated content to the SUGGESTED CURATED CONTENT SECTION – Add links to where output content is found Add to the field suggested relevant blogs fields:
    • Text for social media infographic: Review to see if needs to be refined make sure to add the handles for the guest, their role and company and the handle of their company if available (The guest’s social media handle is updated (and the actual social media channel is specified – Twitter, FB, LK) Enter in the social media field for text for graphic
      • Add to the fields Final social media text for graphics
      • Add to the field Final  social media caption
      • This is added to the graphics team and  they are triggered
  • Video Quick Sip Directions and corresponding fields  
    1. This is added to the video team and  they are triggered so they can edit
  • Video Medium Pour  Directions and corresponding fields 
      1. This is added to the video team and  they are triggered so they can edit

Workflow S.2 Thought Leadership Long Format

Workflow S.2 Thought Leadership Short form for Click Up

Blog Data

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Social Facebook Data

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Social Twitter Data

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Social Instagram Data

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Additional Media Attached

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Podcast

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External Source url

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Author Info

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Blog Layout

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Category Blog

Category: Uncategorized