Video production for marketing has exploded in the past 10 years. From TV commercials to social media shorts, corporate video, and educational and instructional films, video production teams are being asked to create more and faster than ever before.
The only way to keep up with the demand for quality video at scale is to have an efficient video production workflow — supported by tools that guide you all the way through production stages from storyboards to final video proofing.
We looked for the best project management software to help tie your video production projects together. Find out what features to look for, the top five tools on the market, and what else you'll need for effective video production project management.
What we'll cover
Table of contents
What is needed to manage video projects?
Video production is a complex field. You face the same challenges as any creative team, plus a few extras. Video content can take on a dizzying range of formats, styles, after-effects, and distribution methodologies. And you're doing all of it without the resources of a Hollywood film production.
That means efficiency is key.
If you want to successfully and sustainably manage your video production process, there are a few tools to consider leveraging for best results:
- Project management software: This tool can handle all the project planning, time tracking, and task management on your to-do list. (Bonus points if it has built-in automations to speed up regular tasks.)
- Communication tools: You can message team members, improve collaboration efforts, and respond to questions in a timely manner.
- File sharing and cloud storage: These tools make it easy for teams to access files, contribute to projects, and check the progress of projects both virtually and remotely.
- Collaborative proofing platform: Online proofing software serves as a centralized place where you can give feedback, have discussions, review projects, approve edits, and make decisions with your team.
Key features to look for in project management software for video production
When you're trying to choose project management software, ask yourself what problems you want to solve.
According to a 2024 survey of marketing video producers in marketing, 61% of teams struggle with tight deadlines and limited bandwidth. These bottlenecks are commonly due to scarce resources (like people and skill sets).
Do any of these circumstances apply to your situation? We recommend looking for software that addresses task management, resource planning, personalized workflows, technical abilities, mobile access, and integration tools.
Let’s look at why each of these categories is important:
Task and resource management
You can use task management tools to meet due dates, assign responsibilities, and complete checklists. They can also assist with resource management. These tools display a list of tasks, who each task is assigned to, and when the tasks will be completed.
For example, you could use a task manager to prepare for filming a video, set up a shooting schedule, and then tag in clients when you have a rough cut for them to review.
Customizable workflows
With a workflow tailored to your specific projects, you will save time that you can then allocate towards other tasks. Customizable workflow tools will also standardize your production processes, resulting in greater effectiveness and better video quality.
It’s surprising how much you can automate, from collecting details of client briefs to going through regular post-production tasks. Plus, documenting your processes like this means that you can lean on the system, instead of a single team member. If someone’s on vacation or out sick, the workflow will keep things moving.
Video-centric capabilities
Video production projects have specific technical needs that generic project management software can’t meet. Video files are memory-intensive, so you’ll need project management software with large file support and fast upload speeds. Other key features include frame-by-frame feedback to pinpoint comments, and version comparison for A/B testing different edits.
Mobile access
Keep an eye out for project management tools that you can access via mobile devices. This level of accessibility is a must for video production teams given the rise in hybrid and remote work opportunities. Mobile filmmaking is gaining popularity as well—even music videos are shot on iPhones these days—so on-the-go access to project management platforms is crucial.
Integration with video review and approval
Integrating project management tools with review and approval software is a proven way to maintain a fluid production process. Consider what your team needs to ensure that projects run smoothly from beginning to end. Look for tools that send notifications at every stage, including the final review and approval processes. The best tools make it easy to assign tasks and send notifications based on review feedback.
Top project management software for video production
Here are the best project management tools for video production teams.
1. Asana
Asana has been a household name in project management for a while. As an established platform, Asana can guide you through every step of the video production process, including planning, producing, and distributing video projects. It also offers key integrations for video production, such as Adobe Creative Cloud and Vimeo.
Two of Asana’s most notable features are its automations and templates. You can standardize briefs, create project-specific rules, and establish workflows all in one place. The platform also has tools for creative review: you can attach files directly to a task and tag stakeholders to make sure they see it.
2. ClickUp
ClickUp lets you view and manage projects from one platform. You can set up custom workflows and automate processes.
The platform comes with a video production template that you can use as a starting point for your video projects. You can customize the production phases and task labels to suit your team's video production process.
ClickUp doesn't have many video-specific features. But it does have tools aimed at creative teams and agencies. Automations, resource management, and visual project trackers can all support video production, while tools such as mind-maps and virtual whiteboards are valuable for developing creative ideas.
3. Trello
Trello is a straightforward project management tool. Its interface is user-friendly, and you can create a new card for each task on your to-do list.
The platform is very intuitive. You can move cards between columns as your team progresses through the workflow. Thanks to the visual layout of Trello, it’s easy to understand where your team is at on any given project.
Trello has a strong focus on remote teams, so if you're working across locations, you'll find the tools for resource management, virtual meetings, and online experiences especially useful.
4. monday.com
monday.com helps manage every stage of video production — from pre-production planning and storyboarding to filming, editing, and post-production.
It gives creative teams access to helpful organizational tools like customizable workflows and a visual interface with boards, timelines, and Kanban views. You can also leverage monday.com’s templates to streamline repetitive tasks and leverage automation for status updates or task assignments, reducing manual work.
With integrations with popular tools like Adobe Creative Cloud, Google Drive, and Slack, it’s easy to keep collaboration and communication seamless and video project assets organized.
5. StudioBinder
StudioBinder comes with call sheets, shot lists, and script breakdowns. You will also have access to tools that help you manage schedules, tasks, files, deadlines, and calendars.
One of StudioBinder’s most useful functionalities is the ability to contact stakeholders via app notifications, emails, or text messages. This feature is helpful for those operating on a tight production schedule because it makes communication that much easier.
Integrating your project management tool with a collaborative proofing platform
Project management platforms are equipped with many features, and they work well on their own. But why stop there? Here’s how integrating your project management tool with video proofing software like Ziflow can expedite processes, improve workflows, and improve production quality on creative teams.
Streamlining video review and approval
Even if you're quick to come up with ideas, shoot them, and edit them, many video production teams get bogged down during the review stage. Between sharing files and requesting feedback to waiting for stakeholders to approve final edits, delays are bound to happen.
Collaborative proofing software can alleviate the stress associated with the approval process. With cloud-based platforms like Ziflow, team members and clients can view files and work on projects in real time.
You can further improve your team’s production process by integrating proofing software with project management tools. Together, project management tools and proofing software make it easier to request feedback, set deadlines, and send reminders regarding upcoming deadlines.
Centralizing workflows
Collaborative proofing software stores feedback, revisions, and approvals in one place. No more jumping in and out of disconnected email and Slack threads: You can see who worked on which videos, what they did, and when they made changes to projects.
This information is regularly updated, resulting in real-time records of each project’s progress. You can also compare different versions of videos and the edits that are made over time. Also, every team member will have access to feedback, suggestions, and requests, making it easier to ensure everyone is working toward the same goals.
Increasing efficiency and quality control
Collaborative proofing software eliminates the need for file version control, endless email chains, and manual approvals. Once you integrate collaborative proofing tools with your project management software, you can automate tasks and implement workflows.
This means your team can focus on the creative aspect of video projects instead of spending time on administrative tasks.
Accelerate the video production process with Ziflow
Project management tools go beyond helping you organize tasks based on priority, delegate certain responsibilities to the right team members, and collaborate as a team. When paired with the right collaborative proofing tools, the best project management software can streamline video production even more, saving you time, keeping you within budget, and ensuring you deliver high-quality videos for marketing campaigns.
Ziflow is the collaborative proofing tool designed to help creative teams work smarter and execute better. The platform has dedicated features for video production teams, including frame-accurate feedback, version comparison, and custom approval workflows. With Ziflow, your team can rely on the latest software to raise video quality and client satisfaction.
