In short
- Collect everyone's notes in one place, with a timecode for each.
- Sort notes into corrections of fact, matters of taste and new requests.
- Settle conflicts yourselves before the editor sees them.
- Send one list, one time, from one person.
Gather everyone’s comments in one place, sort them, settle any clashes yourselves, and send the editor one list. This saves a round of changes.
Why feedback gets tangled
When many people watch a draft, each notices something different. One person wants a shorter opening. Another wants the opening kept. A third says the sponsor logo looks too small.
If all three notes go to the editor separately, the editor must choose or ask. That takes time, and the choice may not match what you wanted.
A four-step routine
- Collect. Ask each reviewer to send notes to one person, using the same format: timecode, what they see, what they want. Our guide on useful feedback on a draft shows how to write a note.
- Sort. Put each note in one of three groups (see below).
- Settle. Resolve clashes between notes in your own team. Do not pass the argument to the editor.
- Send. One person sends one list, with the notes in time order.
A good note looks like this: “02:15, sponsor logo too small, make it larger”. The timecode, what you see and what you want sit on one line, so the editor does not need to ask again.
Sort notes into three groups
| Group | Example | How to treat it |
|---|---|---|
| Correction of fact | A name is misspelled; a title is wrong | Accept it and fix it |
| Matter of taste | A different song; a faster cut | Needs a decision from the approver |
| New request | Add an interview that was not in the plan | Check against the agreed scope first |
The third group matters most. A new request may be reasonable, but it may also change the scope. Our guide on revisions, corrections and scope-change charges explains how the groups are usually treated.
How to settle a clash
Start with the purpose of the video that you agreed at the start. If the video is for a staff newsletter, a short opening may matter more than a full logo reveal. If the person who commissioned it has the final say, let them decide.
When no rule solves it, pick the note from the person responsible for that part. For example, the communications lead decides on tone, and the sponsor manager decides on logos. The approvals planner lets you write this down by role.
A worked example
For example, a company has a draft of a 4-minute annual dinner highlight. The HR manager wants more staff faces. The marketing lead wants the opening cut by ten seconds. The director wants the speech kept in full.
The coordinator sorts the notes. The director’s request is about the full recording, so it goes there and not in the highlight. The HR and marketing notes both fit the highlight and do not clash.
The coordinator sends one list in time order, and the editor makes one round of changes. This is an illustration, not a real client.
What the editor needs from you
The editor can only act on what is clear. Vague notes such as “make it more lively” need a reference: a song, a pace or an example. Late additions after the list is sent can mean another round, depending on your agreement.
What we confirm for your event
- The format for notes that suits you: a document, a spreadsheet or timecoded comments.
- How many rounds the edit includes, and what counts as a new round.
- Who receives the list on your side.
Use the timecoded feedback builder to keep notes tidy, and the revision planner to plan the dates. When the issue is mainly who has the last word on a wedding or family film, read choosing who approves a wedding or family film. For footage you already have, see event video editing.
If you are about to send comments on a draft, we are happy to look at how the notes are organised. Tell us who is giving feedback and who decides, and we will suggest how to send them as one clear list.
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