Taking Stock with VidOps: Assess Your Video Lifecycle

By Laura Balboni on December 04, 2018

Creating a connected and modern video infrastructure starts with taking stock of existing operations, teams and processes.

If you’re like most organizations, your video creation, distribution and management lifecycle has morphed into a mashup of different tools and processes — from legacy systems to newer platforms and tools. Throw in teams and stakeholders from engineering, sales, marketing, legal and business, and you have new challenges continuously emerging to hinder how you stream and monetize awesome live events or grow OTT audiences.

That’s where the VidOps framework comes in — a new set of principles you can use to unify and coordinate video teams, tools and processes into a single workflow. I’m happy to share one of the key VidOps tenets with you today:

Assess current video delivery processes, teams, tools and infrastructure.

For context, VidOps is an open framework that addresses the need to remove functional and technical silos within your organization. It outlines a set of practical steps you can follow to transform and improve the way your video content is created and delivered. It aims to confront traditional norms, and spur new ways of thinking.

We created the framework based on our years of industry experience and feedback from customers, partners and collaborators in the industry. I think we can all agree on the need to unify video operations and business requirements into a single workflow!

In this blog series, we already outlined the first tenet of the VidOps framework: designating a VidOps Manager. This new, emerging role takes responsibility for spearheading and coordinating the adoption of VidOps thinking and practices.

Now let’s look at the next tenet: Assess current video delivery processes, teams, tools and infrastructure .

From startup to the enterprise, all businesses face continuous change. For video operations teams, a mashup of tools can pile up due to things like:

  • Employee turnover
  • Disparate teams using point solutions
  • Testing and deploying different software
  • Reliance on legacy systems
  • Business units purchasing tools via credit card without governance (“SaaS Sprawl”)

As a result, organizations spend an exorbitant amount time and resources maintaining and cobbling together a hodgepodge of disparate systems and processes in an effort to meet customer and business demands.

Consistently auditing your video operations technology stack and workflow processes is the first step in driving improvement. If you've never done this before remember that it’s never too late to start.

Mapping how your current tools, processes and underlying dependencies work together (or, don’t work together) provides much-needed insights into choke points, where and how communication between teams can improve and where systems are strained. You need visibility and actionable knowledge to make better decisions as you work to improve video infrastructure performance and team collaboration.

Often, larger and older organizations struggle with this the most, although point-solution pile-up is a trap any company can fall into when scrambling to "just make things work."

How to get started?

Great question. Here are three areas to assess within your organization:

Cross-functional Team Assessment:

Discovering how teams interact, support and collaborate with each other is a crucial step in ensuring your video product is set up for success.  Bring together team leads to share current cross-team interaction. This might surface some quick wins and ideas for better communication, visibility and collaboration.  Regardless, it’s important to have roles and responsibilities transparently available to everyone on the team.

RACI for VidOps Teams

What is RACI?

RACI is a matrix accounting for all team members within an organization, mapped against a set of tasks and responsibilities. At each intersection of team member and responsibility, it’s possible to assign an individual as either Responsible, Accountable, Consulted or Informed for that task. How each role is defined within RACI:

Assess Your Video Lifecycle 1

Why RACI for VidOps Teams?

VidOps teams are typically comprised of a diverse set of cross-functional roles and with that carry a number disparate yet critical responsibilities. To ensure the team stays on track and can deliver video products in an effective manner, it’s vitally important to have a clear, well-defined outline of which roles map to which responsibilities.

This is where RACI for VidOps teams comes into play. With the right RACI matrix each member of the team knows which tasks they are directly responsible or accountable to, versus which areas they may be consulted and/or informed of decisions around.

Assess Your Video Lifecycle 2

We’ve had the benefit at Zype of interacting with a number of our customers’ VidOps teams and are excited to share some guidance around what a potential RACI matrix might look like for a VidOps team with a number of functional roles and responsibilities. We’ll be sharing that VidOps RACI matrix in a blog post soon, so stay tuned!

Technology Stack Assessment:

Having an up-to-date inventory of the technology systems and process that drive your current video products and services is crucial to being able to measure and improve it. When assessing your stack, assess for ownership, support, access,

reliability, and scalability, and also make sure you have clear delineations around data ownership.

Video Process Assessment:

Take stock of content hosting and storage, transcoding, video and asset content management, customer data management and support, and video delivery. Talk about what is automated, what is manual, and who is responsible for major processes and workflows.

Where Should You Keep all this Information?

Stepping back and taking a thorough assessment of your video organization can work wonders for long-term success. Within the VidOps framework it ranks as a top priority to chart a successful journey to video operations and business excellence.

Whether your organization has an intranet, cloud file sharing system like Google Drive or Office 365, DropBox, or a “wiki,” there should be “the right place” for this — readily available for sharing and collaboration. If you don’t already have a service like this, it might be time to get started. Many, like DropBox are free to start. If your IT leaders are at the table (they should be), they’ll likely have recommendations for you.

To download a copy of the VidOps Framework, please visit: https://www.zype.com/vidops/.

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