How to Set Up an In-House Video Production Department

In the digital age, video content has become a crucial tool for businesses to engage with their customers and share your message. With the rise of social media and the popularity of video platforms like YouTube and Tiktok, creating high-quality videos has never been more important. While outsourcing video production may seem like the easiest solution, building an in-house video production department can offer numerous benefits, including greater control over the creative process, lower costs, and faster turnaround times. In this blog post, we will explore the steps you need to take to set up an in-house video production department, from choosing equipment to hiring staff and developing a production workflow.

Step 1: Define your direction and goals

It’s time to determine what your in-house video production department will be doing. It is assumed at this point that you will be consistently producing video content and want to save costs by avoiding contracting video production companies for every video. Here are some of the big questions:

• What type of videos will we be creating?

• Who is the target audience?

• Where will the videos go? Youtube, Website, Tiktok/Reels, Internal?

• How frequently would you like to produce videos?

• How creative are the videos?

• Is there storytelling involved? Will you need a scriptwriter?

• Will it all be filmed at your location? Or will the team venture out?

• What does success look like in this scenario?

• What is your budget?

Defining your direction and goals will be instrumental in determining who you need on your team. Your video production department and team will look much different if your filming Tiktok videos vs producing short documentaries on business leaders in your industry.

Step 2: Assemble your team

Your dream team could be a one-man-band superman/woman or it could be a dozen highly specialized people. This will all depend on your goals, objectives and budget. 

Videographer | 40 - 60k per year

A videographer is responsible for operating the camera and recording all the footage required for a project. This includes setting up equipment, adjusting framing and composition, and ensuring that the final product aligns with the company's vision.

Video editor | 40 - 70k per year

Video editing is the process of taking raw footage and turning it into a final video by cutting, rearranging and adjusting elements like colour and sound. Sometimes a videographer can also do the video editing, which can save you money, but consider how many videos you will be producing and if the videographer can handle both jobs without getting overwhelmed.

Producer | 50 - 70k per year

A producer manages various aspects of a production, from budgeting to coordinating the work of other team members. They also ensure the project is completed on time, within budget, and to the desired quality standards. They are typically necessary for complex video projects with many moving parts and when you have a team of more than a couple of people.

Motion graphics artist | 45 - 65k per year

Motion graphic artists animate graphic elements to help convey information and make videos more entertaining to watch. These animations are especially useful for creating video intros, simplifying complex topics, and emphasizing important elements throughout the video.

Talent | 35k - 100k per year

Actors or actresses may act as hosts for product demos, conduct interviews, or provide voice-over narration for explainer videos, or documentaries.

Script writer | 50 - 60k per year

A scriptwriter is essential for videos that have any sort of pre-planned dialogue or story. They possess the ability to transform an abstract idea into a tangible script, outlining the dialogue and scene details that the rest of the production team can use to bring the video to life. Without a scriptwriter, it can be challenging to create a cohesive and engaging video.

Sound technician | 45 - 60k per year

A sound technician handles everything related to sound in a production. They record audio, create sound effects, and edit and enhance audio to ensure the best quality sound. 

Production assistant | 35 - 40k per year

A production assistant is a valuable team member who can assist with a wide range of tasks during production, such as organizing props, setting up equipment, managing schedules or getting coffee. They are known for their versatility and flexibility and can be relied upon for many different needs.

Director of photography | 60 - 80k per year

A director of photography is responsible for the visual aspect of the production. They are in charge of selecting cameras, lenses, and lighting equipment to create visually engaging shots and effects that aligns with the tone and style of the story. Ultimately, their goal is to capture the story in a visually compelling and engaging way that enhances the narrative.

Director | 60 - 90k per year

The director is in charge of the shoot, giving direction to the actors and overseeing the overall production. They ensure that the footage being captured aligns with the project's theme, goals, and script while keeping an eye on the big picture.

Lighting technician | 40 - 55k per year

A lighting technician is responsible for creating and controlling the lighting for the scene. This includes setting up, adjusting and maintaining lighting equipment throughout the production. They often work with the director and director of photography to create the desired mood and atmosphere for each scene.

Creative director | 70 - 90k per year

The creative director is the one with the creative vision and plays a key role in the video production process by helping to generate concepts and overseeing the creative aspects of the project at every stage of the production.

Step 3: Purchase Equipment

Which equipment to purchase will ultimately depend on the type of videos you will be producing and the team that you have assembled. 

If one of your hires has a lot of experience in the field then they may be able to assist in the purchasing of equipment. A good start would be someone like a director/videographer who has hands-on experience working with various equipment in different aspects of the production process.

Another option is to hire an outside company or person to consult on choosing the right equipment and software for your unique situation, as it can be a large and important expense. 

Let’s breakdown the most common equipment that you will be purchasing for your team. Keep in mind that the price will vary depending on your needs, size of team and the quality standard you are hoping to achieve.

• Cameras

• Lenses

• Camera Accessories

• Tripods

• Stabilizers

• Stands

• Backdrops

• Lighting equipment

• Microphones and recorders

• Computers

• Software subscriptions

Upfront equipment cost - $30,000 - $40,000 USD

Monthly subscriptions - $400 - $700 USD

This is a rough estimate based on a team of 4-6 with a 2-camera setup, accessories, and a small studio. Your unique situation may differ.

Step 4: Create a production process

The production process will depend heavily on your unique situation, but let’s imagine that you have a typical in-house video production department. 

Concept creation

Brainstorming and developing ideas for the video's concept, theme, tone, and messaging.

Scriptwriting

Developing the storyline, writing the dialogue, and outlining the any visual elements that will be shown.

Pre-production

Scheduling the shoot, organizing the crew, conducting rehearsals, and finalizing the script.

Production

Recording the video, setting up the lighting and sound equipment, positioning the cameras, and directing the actors or interviewees.

Video editing and post-production

Assembling the raw footage, adding music and sound effects, and enhancing the video with visual effects.

Final review

Checking for errors or inconsistencies and ensuring that the video meets the client's expectations.

Distribution

Distributing the video through various channels such as social media, television, or websites.

Step 5: Establish guidelines and quality control

Once everyone is comfortable with the production process and all the kinks have been worked out, the team can then create guidelines and standard operating procedures (SOPs). These ensure that the final product is consistent in quality and follows a streamlined process. By adhering to established procedures, the team can also minimize mistakes and delays, and deliver the final product on time and within budget.

These procedures will also make the world of difference if there is a turnover of staff, the new employee can jump right and know exactly what to do, at each step of the process.

Here are some examples of SOPs to consider when setting up an in-house video production department:

Pre-production process

Define the process for developing ideas, storyboards, scripts, and shot lists. Establish a review and approval process for all creative assets.

Equipment and software

Define the procedures for maintaining and storing all equipment and software used in the video production process. Establish guidelines for regular maintenance and upgrades.

Filming and video editing process

Define the process for filming, including setup, camera settings, lighting, and audio recording. Establish the process for video editing, including file management, brand guidelines, and video formats.

Quality control

Establish quality control procedures for all video content. Define criteria for approving and rejecting video content.

Distribution and publishing

Define the process for distributing and publishing video content, including creating titles and thumbnails, uploading to YouTube, and sharing on social media.

Budgeting

Define the process for budgeting and allocating resources for video production projects. Establish guidelines for estimating costs and tracking expenses.

Team roles and responsibilities

Define the roles and responsibilities of team members involved in the video production process. Establish guidelines for collaboration, communication, and accountability.

Overall, these SOPs should be tailored to the specific needs and goals of your organization and should be reviewed and updated regularly to ensure they remain relevant and effective.

Conclusion

There are a lot of things to think about when setting up an in-house video production team. Start by figuring out what you want to achieve and how much you can spend, then you can start building your team. If you need any help with any part of the process, reach out to us at Winter Summer Media. We’d be happy to lend a hand or provide some advice.