Summer Playbook | Part 1: Getting Started

Warming up to Media Management this Summer?

By Daman Arora | June 21, 2019

Where there is a smartphone, there is a moment waiting to be captured! Photos and videos are taken and shared annually by millions of families around the world. Parents (particularly grade school families ) have a unique opportunity to stay connected to their child’s social and educational experiences via countless channels. However, not all schools are in the position to do this so smoothly! We’ve spoken with schools who already recognize the potential of media and have tried to implement strategies around capturing, managing, and sharing their media content within their communities in a more streamlined way. That being said, even to this day, there is a large large number of independent schools and public school districts that are just starting to think about taking the leap! 

Let us assume that you already have a photo management tool at your school. While I may have my Vidigami goggles on, and realizing that features vary between different platforms, the content of this playbook series is aimed at helping you navigate the process of adopting a new media tool at your school, and the best practices to put in place. 

Let’s Talk Strategy

A plan can make all the difference in how your community adopts and engages with any new platform that you introduce to them. If you only have one shot to win over your community, wouldn’t you want to do it right from the get-go? Let’s review 4 key steps before launching  a photo management application to your school community.

1 – Identifying Your Key Users

Once you have your platform set up, identify some key users who are going help you make this tool take off. These are your early adopters – helping you build your repository, tag, and organize content accordingly. It’s best to look for individuals who are tech-savvy and have an interest in trying out new tools for the school. Kick it off as a pilot program and if you know colleagues who are as enthusiastic as you are, jot their names down and get the project rolling! You don’t need an army to get started. Most schools tend to recruit between 5 to 15 people who can kickstart the process. They may be from the staff community, marketing team, yearbook group, coaches, PTO, and various other departments at the school who have a knack for photography and sharing memories! 

2 – Training Your Team

Make sure you and your team learns all the bells and whistles of your platform, so that when push comes to shove, you have a good idea of what you need to do. It’s a good idea to get your key users trained up as soon as possible. Depending on the platform, there may be different training options available to you. Take advantage of online tutorials, help site information and product-focused forums to get familiar with your tool. Most products also appoint a dedicated Client Success Specialist (CSS) who can host as many one-on-one training sessions as you need. Get your team in on all the resources and help them learn the platform inside out.

Tip: If you plan to host your own training using online material, it may be a good idea to document that process! This could be useful for others at your school when you launch to them, and for future reference as your team grows and changes. 

3 – Organize.

Organization of your content is going to be crucial for you and your users in the long run so it’s best to start thinking about it early. Having a logical and well thought-out approach to how you organize your content makes it easier for your community to contribute and access that content quickly and effectively. It also makes your life a lot easier in the future when you need to access content from previous years! So what kind of structure should we think about when organizing your content?

When we’re talking schools, it’s easier than you think: school years!

At the highest level, you’ll want to have the ability to jump between one year to another when you look at your content. This comes in handy when you have multiple years of content to work with. Set up a year-level segmentation for your content for each new school year.

Finding the right tools

While your community may already be taking hundreds and thousands of photos each year, the solutions currently available for storing and sharing content may not always be ideal. We’ve explored time and time again on the caveats of tools like Flickr, Facebook and Google Photos, and we always hear the same challenges…how do we address privacy needs? How can we make organizing and searching for content more efficient for our school? How do we improve accessibility? 

Regardless of where you are at in the process, it always boils down to the question: which tools and practices make the most sense for your school? I welcome you to reach out to us so we can help answer the question!


About Daman Arora: Daman has been as a Customer Success professional for almost 10 years, working with some of the largest companies in the world, such as Salesforce. He has also been a part of a 3-person startup! Now, he is managing the Vidigami Customer Success and Support team, sharing his years of experience to provide the best possible service to each school that uses Vidigami.

By |2019-07-17T13:12:19+00:00June 21st, 2019|Summer Playbook|0 Comments

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