Managing video editing projects can get chaotic really fast. Between emails, file transfers, feedback, and multiple versions floating around, it doesn’t take much for things to spiral out of control.
That’s why we ditched email completely for project management. It was just too slow, too disorganized, and honestly a headache once we had more than a handful of projects going at once.
Instead, we run everything through Notion — and we love it.
Notion for Video Editing Project Management
You’ve probably heard of Notion, but what makes it so powerful is how customizable it is. For us, we work with in-house marketing teams, so we set up dedicated EDIT-ONLY client portals inside Notion that our team and their team can access.
EDIT-ONLY Client Portal
- Anyone on your team can submit edit requests.
- Track progress in real time.
- Give feedback right and approve videos.
- Download videos and view all completed requests.
When a client fills out a request form, they give the edit request a title, provide notes on how the video will be used, provide any direction and upload their footage directly into our storage system. Once it’s submitted, it goes straight into our queue where it's assigned a video editor and turn around time with a delivery date.
If we need something from the client or we have questions, we just tag the client in a comment directly on the card. It keeps clients happy because they can see everything in one place, and it keeps our video editors organized because projects are clearly assigned and tracked.
Feedback & Review Process
There are two ways we handle video reviews:
- Quick feedback or no feedback expected → We upload the video to Google Drive, drop the link in the Notion card, and the client gets a notification that it’s ready. If it’s good to go, they can download it immediately and start using it.
- Heavier review expected → We upload to Vimeo, which has a great comment-based system. Clients can leave time-stamped comments directly on the video.
For most clients, especially once we’ve done a few projects together, feedback is minimal. But it’s nice to have both options. Once approved, the video goes to the bottom in the completed edit request section with a permanent download link.
Whether you’re running a team or working solo, we can’t recommend using a project management system enough. Even Trello or ClickUp is better than juggling projects over email.
File Storage
If you’re a video editor, you know file organization can quickly become a nightmare. The more projects you take on, the worse it gets. Here’s a simple structure you can follow. Watch the video at the top of the page for a more detailed explanation.
Basically, you want to use Fast SSDs for your current projects and higher-capacity, but slower hard drives for long-term storage. If you have the budget, get a NAS for long-term storage or editing if your team is all within the same office.
For Remote Editing Teams
The process for remote editing can be challanging. We used to have to send files back and forth through Google Drive. That led to duplicate files, missing assets, and wasted time re-linking everything.
Now we use a system called Suite Studios which basically gives you cloud storage that shows up like a local drive on your computer. You can cache larger projects locally for speed, but everything lives in one place on the cloud. Watch our YouTube video at the top of the page for more info.
The big win here? Multiple video editors can work on the same project at once. No more “which version is the right one?” headaches. It's been a huge time savings for our team.
Reach out to us for a referall code if your team is thinking about using Suite Studios.
Folder Structure
Inside each client’s folder, every project is labeled sequentially. In addition, we have a resuable assets folder and client upload folder where footage is dropped in from the client for us to reveiw.
Each project folder has three subfolders:
- Assets → raw footage, sound, music, graphics specific to the project
- Working Files → Premiere Pro, After Effects, or any project files
- Exports → all final renders
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