1
23rd · build
Prepare the brief
Use urgent ideas, focus pillars, strong prior posts, and useful meeting notes. Include at least one idea for each focus pillar. Review the client preview and selected topics.
What you own each month
The brief opens on the 23rd. Send the brief and booking link by the 1st of the shoot month. Check Waiting on: Videographer each morning.
2
By the 1st · send
Send the brief with the booking link
Press Send brief to client in Cortex. A saved draft does not reach the client. A brief with no videos cannot be sent. The client can choose ideas and book in either order.
3
After send · follow
Watch picks and booking
The client approves or passes on ideas; the team confirms their picks. Booking reminders run after 3, 6, and 9 business days. At 12 business days, the strategist owns the urgent follow-up. Coordinate any manual message with that cadence.
4
Shoot day · film
Record the selected ideas
Put the raw footage in one accessible Google Drive folder. When a booking happened outside Cortex, enter its real date when known and confirm it with the client separately.
5
Shoot day when possible · hand off
Send one folder link and notes
Open the shoot card, add the Drive folder and editor notes, and press Send footage to editors. Confirm the card says footage was handed off. The handoff opens the editing work; reminders continue every 48 hours until it is sent.
No recorded shoot date
If a brief exists and the shoot happened, send footage from that brief's shoot card even without a booking or date. Do not invent a date. Record the actual date later if it becomes known, and tell the editor and strategist to agree on a due date.
Editor-ready handoff
The standard shoot handoff in the source process is one Google Drive folder link with concise notes. Direct uploads on project or booking pages have their own uses, but do not replace the agreed shoot handoff.
Before you press send
Check the material
- Folder opens for the editor.
- Selected ideas and brief match what was filmed.
- Best takes, missing takes, and edit priorities are in the notes.
- Any on-set client change is written down.
After you press send
Check the result
- Shoot card shows footage handed off.
- Editor has the Drive link and can open it.
- If Google Chat notification failed, send the link directly.
- If the date is missing, agree who records it and who sets edit due date.
When something does not line up
| What you see | What to do |
|---|---|
| Shoot happened; no date | Send footage from the brief-only shoot card. Record the actual date later if available. Tell the editor and strategist that a manual deadline is needed. |
| No brief | Build or locate the brief first so the footage has a project and editor destination. |
| Client booked by phone or text | Set the real date in Cortex and confirm it with the client yourself. |
| Booking canceled or moved | Update the booking with the strategist. Do not send a handoff for a shoot that did not happen. |
| Editor cannot open Drive | Fix sharing and verify access with the editor. |
| Editor not notified in Google Chat | The handoff is saved. Message the editor the link directly and flag the issue to ops. |
| Upload or form error | Keep the source files. Check for an existing pending record before retrying; report client, project, filename, and error to ops if it persists. |
| Shoot marked Missed but it happened | Send the footage. The source process says the handoff corrects the status. |
Team walkthrough
Use this sequence for onboarding and the next videography meeting.
1 · Plan
Brief and send
Show one client's pillars, urgent ideas, client preview, and the explicit send action.
2 · Chase
Picks and booking
Open Waiting on: Videographer and explain the 3, 6, 9, and 12 business day cadence.
3 · Deliver
Normal and no-date handoffs
Demonstrate a booked shoot, a brief-only shoot, Drive access, notes, and the Chat fallback.
Decisions for Jack and the team
Assign the person who confirms client picks, the owner of picks without booking, who records outside shoot dates, and how a missing-date edit deadline is set. Confirm whether the 48-hour reminder means calendar hours and who responds.
This report adapts the Claude Brief to Finals map and the shipped Cortex no-date handoff behavior. See the full operations report for the rest of the cycle.