The human brain is not designed to remember endless bits of information or repetitive processes, so if you want to maximize productivity and creativity it's important to outsource repetitive tasks into checklists. Zack demonstrates how to automate editorial outputs into easy-to-follow checklists so you never have to remember random specs again.
- [Instructor] At the end of the day productivity's all about making sure that you have the brainpower to endure the craziness of your job and ensuring that you're working smarter and not harder. And in my opinion there is no more wasted resource then trying to remember repetitive tasks. When the bullets are flying at 9pm on a Friday night and you have an output with a super tight deadline, you aren't in the position to think slowly and logically about all of your steps which means that the room for error is extremely slim if there's any room at all.
That's why outsourcing your repetitive tasks is vital and doing it with Trello is super easy using checklists. So we're here in front of our Trello main template board and I'm going to demonstrate how to create two types of checklists. There are really three types. One of which is going to be a checklist for setting up new projects. The second of which is going to be delivery checklists like we've already created for various stages of your cut, and then the third type of checklist would be for your final output. So what I'm going to do is demonstrate creating a setup checklist and an output checklist and then for each of your stages of your cut you would just create one template checklist the same way as it applies to how you export each stage of your cut, then you would just copy, paste it throughout.
So I'm going to create a setup checklist and a locked picture checklist. I always like to put these in the order of delivery so the setup checklist would go first. All you do is click on the card, you go to add checklists and let's just call this Project Setup, and let's just say that you have a few steps that you go through every single time that you start a new project. It could be a brand new TV spot, if somebody hands you a new TV spot every day or every other day, you want to have a checklist that's going to be standard for every time you set up a project.
If it's a new episode of a TV series, a new YouTube video, whatever it is you probably have a standard workflow. So I'm just going to put a few regular things in here, but once again, this is about the concept, not necessarily copy pasting what you see me putting in here. So let's just add a few. So we need to create a new media partition for, let's say we're doing a new episode of TV because that's the world that I'm used to. So create a new media partition. Create a new Avid project.
Copy the project template to the new project. So as I showed you in an earlier lesson with how I set up my folder structures, I want to make sure that my assistant has gone through this checklist and she's taken that folder structure and copied it into the new project. Create any new bins for new footage, set Avid media creation settings, create Trello main board for new episode and create Trello structure map for new episode.
So these are just a few examples of things that you might do every single time you started a new episode of a show. What's really cool is that once this is created, you can just copy this and you can paste it to new boards. So to do that I would just go under Actions, I would choose Copy, and let's call this Setup Checklist Ep102. I would create that card, and you'll see that it's at the top of my delivery checklist but if I want this to be on a new board all I have to do is click on the little pencil icon and say Move, and I would just go in here and choose a different board that I want this to belong to, choose the list, and then I would click Move.
So that eliminates the need to have to constantly think to yourself, oh man, what are all these things I'm supposed to do when I set up a new project. That's outsourced and taken care of in your checklist. Where this gets really powerful is when you're outputting locked picture. Most likely when you're setting up a new project you're not going to be under a lot of pressure. When you're locking and delivering something the deadline is probably tight, you're probably trying to juggle five different tasks at once, you don't have the time to think logically through every small step.
You want to outsource those to your checklists. I'm going to go one step further, and rather than just creating a regular checklist, we're going to attach a spec sheet document and we're going to take those spec sheet bullet points and put them right into our Trello checklist. So the first step is we're going to attach our spec sheet document, and this is just a template from Avid. So you can see this PDF is now attached to this card and just so you understand the back end a little bit, this is not just a link to your PDF, this media actually belongs on the Trello server so you can access this from any device in the world that has access to this board.
Now what I'm going to do is open the PDF with the spec sheet and all the specs, and what I want to do is just copy some of these bullet points, so I'm just going to copy, I'm going to create a new checklist, call this, Prepare for online which is what the bullet header said on the spec sheet and now I paste and even though it's one giant area of text, you're going to see that when I hit return, all of these are going to become individual bullet points. So once again, you now have a locked picture delivery checklist ready to go and if you have other steps that you're going to have to add to it you can either add additional checklists or you can just add additional bullet points.
The main idea here again, the concept is that when things are crazy, you no longer have to think or use your memory. You can just go through step by step by step. Every single time you do this, you copy the card, you move it to your new episode board and you're all set to go. Now I know that it looks simple but that's pretty much all there is to it. So just don't confuse the simplicity of this process with how powerful it is. Once you get this system in place you're going to be amazed at how less stressed you are the next time that you have to race to output something.
Yet you don't have to remember anything and you can brainlessly follow your well organized checklist. Now to go even deeper with Trello, don't forget to visit my full course, Trello for Video Post Production.
- File management
- Time blocking
- Cleaning up your email inbox
- Organizing and prioritizing notifications
- Selecting apps to help you with task and time management
- Filtering email messages and paperwork
Skill Level Intermediate
Q: Why can't I earn a Certificate of Completion for this course?
A: We publish a new tutorial or tutorials for this course on a regular basis. We are unable to offer a Certificate of Completion because it is an ever-evolving course that is not designed to be completed. Check back often for new movies.