SayPro Documents Required from Employees

1. Script Drafts

Purpose: Script drafts are preliminary versions of video scripts that are intended to be reviewed, refined, and finalized based on feedback from stakeholders. These drafts are essential for aligning creative and strategic objectives with the vision of the project.

Details:

• Initial Draft: The first draft should represent the core ideas and structure of the video content. This draft is expected to be rough and may lack finer details but should have a clear outline and flow of the intended narrative.
• Content Requirements:
  • Title: The draft should clearly identify the video title and subject matter.
  • Introduction: A brief introduction explaining the purpose and objectives of the video.
  • Main Body: The body of the script, including key points and subtopics that will be discussed. The structure should have a clear beginning, middle, and end.
  • Call to Action: If applicable, an indication of any intended action for the audience (e.g., visit a website, subscribe, contact us).
  • Visual and Audio Cues: Indicate where specific visuals, sound effects, or voiceover cues will be included.
• Length: The initial script draft should adhere to any established time constraints for the video (e.g., a 2-minute video).
• Formatting: Standardized formatting for scripts (such as following industry norms or company-specific template) should be used. This includes clear differentiation between dialogue, actions, and visual cues (e.g., using different colors or sections).

Review and Editing Process:

• After submission, the draft will be reviewed by stakeholders, including project managers, content specialists, and creative teams. The feedback will be focused on ensuring that the video aligns with the strategic goals, brand tone, and messaging.
• Revisions: Based on stakeholder feedback, the script will be revised to meet the expectations. Multiple rounds of edits may be required, depending on the complexity of the feedback.
• Approval: Once the script is finalized, it will be formally approved for production.

Submission Method:

• The script draft should be submitted through the designated company platform (e.g., email, shared drive, project management software). The document should be in an editable format (e.g., Google Docs, Word) to allow easy collaboration and feedback.
• Deadline: Employees should ensure that the initial draft is submitted within the agreed-upon timeline for review. Delays in submission may affect production schedules.

2. Additional Documents/Information

In addition to script drafts, SayPro employees may be required to provide the following supporting documents as part of their project involvement:

• Creative Brief: A document outlining the objectives, target audience, key messages, tone, and any special requirements for the video production.
• Storyboards/Concept Art: If applicable, visual representations of the key scenes and overall video flow.
• Production Schedules: Documents detailing the timeline, milestones, and deadlines for the video production process.
• Legal Forms/Permissions: Any necessary legal documentation, such as talent releases or location agreements, depending on the nature of the video.

3. Stakeholder Feedback and Revision Tracking

Purpose: Ensuring that scripts meet the expectations and requirements of stakeholders is essential to maintaining quality and alignment with company goals. Employees are required to track feedback and revisions to create a clear and structured process for edits and improvements.

Details:

• Stakeholder Feedback:
  • After submission, feedback should be collected from all relevant stakeholders, such as team leaders, creative directors, marketing specialists, and client representatives (if applicable).
  • It’s important to document all feedback, including specific requests for changes, additions, or deletions, in a consolidated feedback report or document. This ensures that no feedback is lost and that everyone is on the same page during the revision process.
  • Feedback should be prioritized based on its relevance and importance. For example, structural or content-related feedback may take precedence over minor language or stylistic adjustments.
• Revision Process:
  • The employee responsible for the script must carefully consider each piece of feedback and make revisions accordingly. This should include a clear notation of which feedback has been implemented and which has not, along with reasoning if necessary.
  • Version Control: Each version of the script should be clearly labeled (e.g., Draft 1, Draft 2, Final Draft) to ensure that all parties are working from the correct version. A version history can be tracked via collaborative platforms like Google Docs or project management tools like Trello or Asana.
  • Feedback Incorporation: Any revisions should be incorporated into the script promptly, and the revised document should be resubmitted for further review or approval.
• Final Approval:
  • Once all revisions have been made and stakeholders are satisfied with the updated version, the final draft will be approved. The approved script will serve as the foundation for production.
  • In some cases, a formal sign-off may be required from key stakeholders before moving to the next stage of production.

4. Formatting and Style Guidelines

Purpose: To ensure consistency and professionalism in all video content, employees must follow the company’s established formatting and style guidelines when creating script drafts.

Details:

• Formatting Requirements:
  • Document Layout: Scripts should follow a standard layout with clear headings, subheadings, and sections. A typical script format might include columns for visual descriptions, action cues, dialogue, and sound effects.
  • Font and Size: Standard fonts (e.g., Arial, Times New Roman) and sizes (e.g., 12-point font) should be used for readability. Larger font sizes may be used for specific elements such as scene titles or headers.
  • Clear Structure: Scripts should follow a clear structure with distinct breaks between scenes, locations, or major shifts in action. This improves readability and helps stakeholders easily identify key components of the script.
  • Tone and Language: The script should match the tone of the project (e.g., formal, casual, humorous, professional) and adhere to the company’s communication style guide.
• Visual and Audio Cues:
  • Visual cues should be written in the left column and audio cues in the right column (or in a similar format that allows easy differentiation). These cues should be simple yet descriptive to guide the production team.
  • Action and visual description should use active language (e.g., “Camera zooms in” instead of “The camera might zoom in”).
• Consistency:
  • Ensure consistency in the use of terms, names, abbreviations, and other key elements throughout the document. This helps maintain clarity, especially when multiple team members are working on revisions.

5. Deadlines and Timelines

Purpose: Timely submission of script drafts is critical to ensure the production process stays on track and meets project deadlines. Employees should respect deadlines and submit drafts promptly to allow adequate time for revisions and approvals.

Details:

• Set Deadlines: Each phase of the scriptwriting and production process will have specific deadlines. These deadlines are designed to allow time for stakeholder review, revisions, and final approval, without causing delays in the overall project timeline.
• Adherence to Schedule: Employees should make every effort to submit their work within the designated time frame. If delays are expected or encountered, it’s important to communicate with the project manager or team lead in advance.
• Buffer Time for Revisions: The timeline should include buffer time for revisions, allowing stakeholders enough time to provide feedback, and for the employee to address it.

6. Collaboration and Communication

Purpose: Efficient collaboration and communication among team members are essential for successful script development. Employees must maintain open communication channels to ensure that feedback is understood and implemented correctly.

Details:

• Collaboration Tools: Use the company’s preferred collaboration tools (e.g., Slack, Teams, Google Docs) for discussing, editing, and tracking progress on script drafts.
• Frequent Updates: It’s important to provide regular updates to the team, especially when working on time-sensitive projects. Employees should inform relevant parties when a script draft is ready for review or if there are any challenges in meeting the deadline.
• Clarification of Feedback: If any feedback or comments are unclear, employees should seek clarification from the stakeholder providing the feedback. This ensures that all revisions meet expectations.

7. Confidentiality and Data Security

Purpose: Protecting the intellectual property and sensitive content of the script is critical to maintaining privacy and confidentiality. Employees must adhere to data security practices to prevent unauthorized access to drafts and feedback.

Details:

• Confidential Documents: Script drafts and other project-related documents should be stored securely, either in company-approved cloud storage or encrypted systems.
• Non-Disclosure Agreements (NDAs): If applicable, employees may be required to sign or acknowledge NDAs to protect the content before it’s made public.
• Access Control: Limit access to draft scripts and confidential materials to those who are actively involved in the project. Share documents only with stakeholders who need to provide feedback or approvals.

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8. Quality Assurance and Final Checks

Purpose: To ensure that the final script version is polished, accurate, and ready for production, employees must perform thorough quality assurance (QA) checks before submission.

Details:

• Proofreading: After all revisions have been made, employees should carefully proofread the script for grammatical, spelling, and punctuation errors. The script should be clear, professional, and free of any typographical mistakes.
• Content Accuracy: Ensure all facts, figures, names, and any other specific content are correct and accurately presented in the script. Cross-reference any external sources or references to avoid misinformation.
• Consistency in Voice and Tone: The script should maintain a consistent voice and tone that aligns with the objectives of the video and the branding guidelines of SayPro. Whether the tone is formal, conversational, or humorous, it should remain consistent throughout the document.
• Technical Considerations: Ensure that any technical terminology or jargon is used appropriately, and that visual and audio cues are aligned with the intended outcome. This includes ensuring that cues are feasible and clear for the production team to follow.

Review Process:

• Before final submission, employees should conduct a self-review or seek a colleague’s second opinion to identify areas for improvement. Peer reviews can provide fresh perspectives and help catch issues that might have been overlooked.
• Test Read: If possible, read the script out loud or conduct a “read-through” with a colleague to ensure the dialogue flows naturally and that the pacing works for the intended video length.

9. Final Submission and Documentation for Production

Purpose: The finalized script is the foundation for the production process. Once all revisions have been made and feedback incorporated, the final script must be submitted in an organized manner for production to begin.

Details:

• Submission Method:
  • The final version of the script should be submitted through the designated company platform (e.g., project management tool, shared drive, email). Ensure the document is correctly formatted (i.e., no broken links, images, or odd formatting).
  • If applicable, include any supporting documents, such as a storyboard, mood board, or outline, that help the production team visualize the script. These documents should be packaged with the script for easy access and reference.
• Final Approval:
  • Ensure that the final version of the script has been formally approved by all necessary stakeholders. This may require signatures or electronic approval to confirm that the script meets the required standards and can move forward into production.
  • Approval Tracking: Maintain a record of approvals and any final notes from stakeholders. This ensures that any last-minute concerns are addressed and provides a reference if questions arise during production.
• Transition to Production: Once approved, the script will be handed over to the production team to begin the next stages of filming, editing, or animation. Any additional clarifications or details required for production should be included in the transition documents.

10. Post-Production Feedback and Analysis

Purpose: Once the video has been produced, there may still be opportunities for refinement. Employees should participate in reviewing the final video to ensure that the video aligns with the initial script and meets quality standards.

Details:

• Review of Final Product: After the video has been produced, employees should review the finished product to ensure that the script has been accurately represented in the final video. This may involve checking timing, pacing, visual/audio cues, and overall messaging.
• Feedback and Adjustments: If any discrepancies or issues arise (e.g., a scene was altered incorrectly or a key message was lost), provide constructive feedback to the production team. In some cases, minor adjustments or re-editing may be necessary before final approval.
• Lessons Learned: Following project completion, employees should participate in debrief sessions to discuss what worked well in the script development process and what could be improved for future projects. This feedback loop helps to refine the approach to scripting and production.

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11. Archiving and Documentation Management

Purpose: Properly archiving all script drafts and related documentation is vital for future reference and accountability. These documents can serve as valuable resources for other projects or for reviewing the history of previous campaigns.

Details:

• Document Archiving: Once a project is completed, employees must ensure that the final script, along with all draft versions, feedback reports, and related materials, are archived properly. This might involve saving files in company-approved cloud storage or dedicated project folders.
• Document Naming Convention: All documents should follow a consistent naming convention to make it easy to locate them in the future (e.g., “ProjectName_Script_V1”, “ProjectName_FinalDraft”, “ProjectName_Feedback”).
• Version Control and Access: Archived documents should include version histories and be organized in a way that enables easy access by authorized team members for future projects or reference. Clear access control rules should be followed to maintain confidentiality and data security.
• Retention Period: Scripts and project documentation should be retained for an agreed-upon duration in case they are needed for audits, performance analysis, or retrospective projects.

12. Compliance and Legal Considerations

Purpose: In some cases, video scripts may need to comply with specific legal or regulatory standards. Employees should be aware of these requirements to ensure all content is appropriate and legally compliant.

Details:

• Copyright Compliance: Ensure that all content used in the script (e.g., images, music, quotes) is either original or properly licensed. Any third-party materials must be credited or licensed according to legal requirements.
• Regulatory Compliance: For certain industries or projects, such as healthcare, finance, or legal services, scripts may need to meet specific regulatory guidelines. Employees should be aware of any legal language or disclaimers that must be included in the script.
• Brand Guidelines: Adherence to brand guidelines is crucial to ensure that all video content is consistent with the company’s image and messaging. Any deviations from the brand’s visual identity or voice should be discussed with the brand manager or relevant department.

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