We often handle the whole process in making a Video Summary Report including the selection of video clips from the sessions or IDIs. However, especially since you are more familiar with the groups and findings, you might want to take a more active roll in producing the report. If so, here are some instructions concerning selecting clips from the sessions and graphics.

   There are many ways to log the clips from sessions that best substantiate your findings. It has become much easier with DVD than it used to be with videotape. One method that works perfectly well is to simply mark pertinent sections of transcripts. With the matching DVDs, we will extract those clips and post them on a secure web site for you to view and select. If you wish to view the DVDs while selecting clips, you can use a "video shot sheet". (Download a PDF version here or we can send you a Word version via email.) You can use the shot sheets to log clips while viewing the sessions, or to make final selections from the pre-selected clips that we will post on the web.

   The shot sheet is fairly self-explanatory. You simply write down the hour, minute and second of the approximate starting point of each clip. It is not necessary to be absolutely accurate, but try to be within 5 seconds or so of when you want the clip to start and end. Then, write down the first 3 or 4 words that are said at the beginning of the clip and the last 3 or 4 words at the end of the clip. It usually isn't necessary to put anything in the "Description/Notes" box unless there is something specific about that shot that you would like to tell me.

   Use separate shot sheets for each segment. Segments are usually separate categories in the report and are usually separated by graphics and narration. It is best to write out the graphics/narration on separate sheets (such as Word documents) and reference them on the shots sheets where you would like them to be inserted into the video.

   Keep the graphics (bullet slides, bar graphs, etc.) simple. This is especially true if there is going to be narration. Remember that the resolution of a television is not nearly as high as that of a computer monitor. Too much and/or too small just doesn't work well.

   Feel free to include graphs from PowerPoint. However, just like bullet point slides, these have to be kept simple and with large fonts. In order to use these PowerPoint slides in the video, though, we will remake the graphics to work with the video format.

   If you are doing Perception Analyzer® groups, keep in mind that any of the graphs generated by the PA software can be included in a summary report, including Moment-To-Moment video overlays.

   It is a nice touch to add a "bug" on your video clips. A bug is a small graphic in the corner of the screen that identifies the group. This can be the city, date, type of group (such as "Baby Boomers"), any combination of these, or anything else that you think will help identify the group.

   Be sure to send information on what to include as an introductory graphic and matching tape/DVD label. This is usually the client name, project name, something like "Summary of Focus Group Discussions", and the dates and locations of the sessions.

   If possible, see if you can get a copy of your client's logo in either an electronic version or on paper. Even letterhead will often work. We can sometimes extract a decent logo from web sites. The inclusion of your client's logo is a nice touch.

   When selecting the video clips, try to remember that it is better to use a few sentences or a whole concept rather than one quick sentence or 2 or 3 words. The longer clips not only make the content more comprehensible and coherent, but it also cuts down on the time it takes to produce the video, thereby lowering your costs. It is sometimes good to include the moderator's question, especially at the beginning of a segment, if that will help the viewer understand what is being talked about.

   Once you have all the information ready – shot sheets, graphics, etc. – fax or email copies of the shot sheets and any other information to us at 503.492.3610.

Here's a couple of other important things to remember...

   Make sure that the facility or videographer records your focus group or IDI DVDs in the highest possilbe quality - usually 2 hour mode. Videographers will often record more than one session on a DVD. This lowers both the audio and video quality, and makes it more difficult to locate your selected clips..

   Also, if you are planning on having a Summary Report made, make sure that the facility or videographer does not superimpose the counter, time or anything else on the DVDs. Once that's there, there is no way to take it off.

   Simple, right? Don't let all of this intimidate you. Following these simple guidelines will not only save us both time, it will ensure that you get exactly what you are expecting out of your video summary report. And do not hesitate to call us (503.492.3610) or email us with your questions.


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