How to Get the Most Out of Your Video Content Management Tool

As more and more businesses are driven online, the use of video for training, communication, enablement, and other organizational functions is growing. But even before this great remote work experiment began, enterprises were still having to contend with an often-confusing matrix of overlapping solutions to manage their internal (and sometimes external) content. 

Instead of parsing together different tools to manage a wide range of assets, companies are increasingly turning to video content management platforms to securely create, host, and share information with their employees. But these solutions are only as useful as you make them. To set your team up for success, follow these best practices. 

It’s All About the Set-Up

Whether you already have a video content management system in place or are looking to implement one, it’s always a good idea to go back to basics and get a holistic view of what assets you have. Too often, content is created and then forgotten about, which can lead to employees referring to outdated information. 

While it might seem overwhelming to clean up, it doesn’t have to be. Like anything, this process becomes much more manageable if you break it down into bite-sized pieces. Create a spreadsheet of all existing assets, noting the name of the item, what type of file it is, a short description of its use, and a link to where it’s currently being stored. This will help you assess where updates are needed, give you valuable insights into what files you may want to toss, and help you address any areas where more content may be needed. 

Categorize With Effectiveness

It’s no secret that more content brings more problems, particularly when it comes to effectively storing it. After all, your assets are only as good as how discoverable they are. Employees have reported spending 43 hours every month searching for information (that’s over 500 hours a year), which contributes to lost productivity and a suffering bottom line. 

But there’s also a silent issue that many leaders don’t talk about or address: information overload. Even when there’s not a pandemic going on, workers are often constantly barraged by an onslaught of email and Slack messages, which results in key information getting lost in a black hole. 

Couple these issues together and you have a recipe for disaster, which is why categorizing your content is arguably the most critical piece of the puzzle when it comes to ensuring the adoption of a corporate video portal across your enterprise. 

Increase to usefulness and discoverability of your content by:

  • Separating assets into channels based on goals, subject matter, or function, similar to Netflix. The best part about setting your files up this way versus a “catch-all” folder is that you’re able to quickly add a piece of content into a track with a simple click whereas it’s more difficult to add new folders to a large store of existing content while retaining their discoverability. 
  • Ensuring everything uploaded has relevant tags. Hot tip: a good way to keep tagging structures consistent is to create a document everyone on your team can refer to that outlines what type of content should be paired with certain keywords. If you’re like us and prefer things to be more uniform, putting a naming convention for all files in place can also help keep things organized. 
  • Adding contextual information. After all, information is only as good as the background you can provide on it. You wouldn’t just jump into the middle of a movie you’ve never seen without understanding the plot that led up to that point, would you? The good news is that providing this information doesn’t have to be as complicated as it sounds; it is easily achieved by adding a thumbnail that provides a clue as to what the file is about, or a short description to accompany the name. 
  • Annotating your assets and leaving important insights about content for others to refer back to. This could be in the form of notes about changes, new information, or when a certain tactic or skill should be used. This provides an easy way for thoughts and advice to be captured for posterity and is a great way for teams to collaborate and share what they have learned–a very useful feature for preserving training or sales intelligence. 

Secure Your Content

Having great assets and storing them effectively is a great start, but you also need to have a solid security strategy to prevent information from falling into the wrong hands (and, in turn, your company falling into a potential PR disaster). But sometimes, the reasons to secure your content aren’t always so clandestine: you may want to restrict content to certain teams or levels of seniority, for example. Whatever your use case, you should be using a platform that utilizes the latest enterprise-grade security protocols such as end-to-end encryption, SSO, and custom access controls. 

Another good best practice to follow includes critically assessing what levels and permissions you want to grant for each uploaded piece of content in order to keep your most sensitive information as secure as possible. 

Cast a Wider Net

Giving employees the ability to access content on their own terms is incredibly powerful for any enterprise. Whether your company is still working in-house, or you’re distributed, there’s still a great need to access information as conveniently as possible. This is where a dedicated mobile application is especially helpful. Even if people are working from home, they are still driving places in their car, going for a run, or doing things that don’t require them to be at a desk. In fact, 60% of employees use apps for work-related activity.

But there’s a prevailing idea that creating such a tool would require a ton of money or resources but that’s actually not the case. A video content management system like CircleHD comes with a native app that you’re able to custom brand so it becomes a natural extension of your organization. By having an iOS or Android application in place, you enable company information or training to be accessed 24/7 from anywhere in the world regardless of time zone or internet connectivity (and without the hurdles of trying to use a clunky VPN or a Learning Management System that isn’t optimized for mobile). 

Measure the Impact

Content is only as good as the impact it’s having and the truth is you cannot measure its usefulness or impact without proper analytics. But the truth is most systems only give you superficial insights that don’t really help you make data-driven decisions that impact ROI. 

When it comes to determining what content is working best for your teams and new hires, you’ll want to look at metrics like:

  • Who is watching videos
  • When they are watching videos
  • How long they are engaging with the content
  • Where they may have dropped off or had trouble

By understanding these data points, you can make informed decisions about what type of content to create and what may not be as helpful. 

No matter where your teams are working from, it’s important to empower them with the tools and information they need to stay in the loop and do their job effectively. By putting the proper tools and processes in place and being intentional about communications, you’ll create a winning strategy and get the most mileage possible out of your corporate video portal.


Do you want to learn more about how you can effectively implement a video content management tool at your enterprise? Let’s talk