Introduction

At BRAEID Multimedia, we believe that creativity flourishes best within a structured environment. A strong process is the foundation that allows us to scale, maintain quality, and ensure that both our team and our clients have a seamless experience.

This guide serves two main purposes:

  1. For Freelancers – To ensure that everyone on our team follows the same standardized workflow, making collaboration smooth and efficient.

  2. For Clients – To provide transparency into how we operate, so you understand our process and can collaborate effectively.

Here’s how we streamline creative production for efficiency, consistency, and scalability.

1. Project Management: Trello Workflow

We use Trello as our primary project management system, structured to reflect our production pipeline:

Project Stages:

  • Staging: Initial setup, waiting for assets or kick-off.

  • In Process: Active work in progress.

  • On Hold: Waiting on client feedback or external dependencies.

  • Done: Completed and approved projects.

  • Resources: A centralized hub for reference materials.

Labeling System:

Each project is categorized with labels for easy identification (e.g., client name, type of content). This keeps everything organized and ensures clarity across the team.

Trello Usage Guidelines:

  • Card Titles: Must follow a structured format for easy tracking.

  • Comments: Used for status updates and internal communication.

  • Card Movement: Projects advance only when they meet predefined criteria.

Special Notes:

For Freelancers: Naming consistency is critical. Follow the exact structure laid out above. If unsure, ask before proceeding.

For Clients: This system prevents confusion over versions and ensures you are always reviewing the latest iteration. It also helps us quickly locate assets when revisions are needed. For Freelancers: When creating a card for the first time, just reference what has been done before. It's easy! But also, because it's so simple, it will be a major red flag if you fail to do this. We are watching ;-)

For Clients: This system ensures your project stays on track and transparent. Feel free to monitor progress anytime.

2. File Organization: Local & Cloud Storage Structure

A well-structured file system prevents delays and confusion. Every project follows this hierarchy:

00_PROJECTS (Main project files)
01_MEDIA (Raw footage, assets)
02_AUDIO (Sound design, VO, music)
03_EXPORTS (Final and rough cuts)
    - Final
    - Rough
04_IMAGES (Graphics and photos)
05_DOCS (Scripts, client notes, contracts)

We maintain Google Drive mirroring for seamless team collaboration, ensuring everyone has access to the latest files.

Special Notes:

For Freelancers: Keep the folder structure consistent. If you're unsure where something goes, ask before placing it randomly.

For Clients: File organization helps us locate assets quickly, reducing turnaround time.

3. Review & Feedback System: Frame.io & AIR

Efficient feedback loops keep projects on track. We use Frame.io or AIR for:

  • Internal Reviews: Before sending work to clients.

  • Client Review Process: Clients provide timestamped comments, ensuring clarity.

  • Version Control: Organized iterations to prevent confusion.

  • Direct Upload Authorization: Whenever possible, we will authorize direct uploading into BRAEID's client-facing review platforms utilizing our storage. This eliminates the need for a BRAEID team member to download your asset from your review platform/storage just to re-upload it to our storage and/or review platform.

Special Notes:

For Freelancers: Please share the responsibility with us in getting this process set up and maintained. If you have a draft and haven't been granted login credentials to upload to a certain place, let us know! Don't sit and wait for us to give access, ask for it. We will swiftly oblige!

For Clients: Please, please use our review systems! We know what we are doing. Also, don't send fragmented revision notes in various places. Take the time to consolidate feedback and place all in Frame.io.

4. File Naming Conventions for Projects & Assets

Consistent naming prevents lost files and version mix-ups.

Project Folder & File Naming Process:

  • Main Project Folders will be named internally before the footage handoff.

  • When the footage is handed off, an editor will name the Premiere Project file.

  • The Premiere Project file will follow this convention: [ClientName]_[ProjectName] (using camelCasing, no spaces).

  • Inside the Premiere Project, timelines/sequences will mirror the project file name but incorporate version or concept components.

  • Exports must exactly mirror the sequence name to maintain consistency and avoid confusion. Consistent naming prevents lost files and version mix-ups. Our standard convention:

[CLIENT]_[Project Name]_[Version #]

Example:

VORLON_Platform Overview Redux_v2

For multiple creative concepts:

VORLON_Platform Overview Redux_Av1
VORLON_Platform Overview Redux_Bv1
VORLON_Platform Overview Redux_Cv1

Revisions follow:

VORLON_Platform Overview Redux_Av2
VORLON_Platform Overview Redux_Bv2

Special Notes:

For Freelancers: Naming consistency is critical. Double-check before saving.

For Clients: This system prevents confusion over versions and ensures you are always reviewing the latest iteration.

5. Project File Sharing & Future Transitions

For remote collaboration, seamless file sharing is essential. Here’s how it works:

Premiere Pro Workflow

  • We use Premiere Pro Productions for large-scale projects, allowing multiple editors to work in the same ecosystem without duplicating assets.

  • Shared .prproj files are kept in a cloud-synced directory (Google Drive or Dropbox) to ensure version consistency.

  • Editors must coordinate file locks and clearly communicate when a file is in use to prevent overwriting.

DaVinci Resolve Cloud Workflow

  • We are transitioning toward DaVinci Resolve Cloud Projects, which allow real-time multi-user collaboration.

  • Editors and colorists will work with proxy media, reducing bandwidth strain and ensuring smooth remote playback.

  • Resolve’s built-in database system keeps all project data synced without the need for manual file transfers.

Proxy Workflow for Both Platforms

  • Proxies are generated in Apple ProRes LT or DNxHD, depending on project needs.

  • All high-resolution media is stored securely, with proxies distributed for faster editing.

  • Once edits are approved, we conform the project back to high-resolution for final delivery.

Special Notes:

For Freelancers: Stick to the designated workflow. Syncing issues happen when files are saved in the wrong place or edited without coordination.

For Clients: Our cloud-based editing system allows us to scale efficiently while maintaining high-quality standards.

6. Scaling the System for Growth

This SOP enables us to:

  • Onboard Producers & Project Managers without disruption.

  • Implement a POD model, where a Producer manages multiple accounts with dedicated editors.

  • Maintain efficiency while expanding both commercial and creative projects.

CODE OF CREATIVITY

As collaborators in this creative industry, we have a definite responsibility to the consumer of our product—our clients and their audiences. We are not satisfied with simply delivering another video in the cheapest and fastest way possible. We craft high-quality media that makes an impact—again and again.

"As we design our systems, so shall we scale." This is a fundamental principle of our company, one that ensures not only creative excellence but operational simplicity.

It is just as easy to establish good habits as it is to develop bad ones. If we treat every project with the same attention to detail as we did our first, our reputation will grow naturally. Our clients return not just because of our efficiency but because of the consistency, quality, and care that define our work.

Our deliverables are not just videos—they are experiences. The way we manage projects, process feedback, and communicate with clients reflects the same standard of excellence as the final product itself.

Our Commitments

  • To Our Clients: We deliver work in an environment of clarity, reliability, and creative trust.

  • To Our Team: We provide an organized, structured, and scalable system that enables everyone to work efficiently while maintaining creative freedom.

  • To Our Process: We continually refine, adapt, and improve our workflows, embracing new tools and techniques while staying grounded in what works.

Operational Efficiency as a Creative Principle

It is the responsibility of BRAEID MULTIMEDIA to equip our team with the best tools and systems—from structured project management (Trello, Frame.io, Google Drive) to standardized naming conventions and scalable post-production workflows.

We seek out better tools, test new technologies, and optimize our operational model so that each project benefits from the greatest efficiency without sacrificing artistry.

Every lesson we learn, every innovation we apply, and every system we refine contributes not just to better videos but to a stronger, more future-proof creative enterprise.

Quality. Scalability. Creative Freedom. This is the foundation of BRAEID Multimedia, and this is the trust we uphold with our collaborators and clients.

Next Steps

  • Freelancers: Follow this guide when working with us.

  • Clients: Understand our workflow to make collaboration seamless.

  • Feedback: We’re always refining our process—let us know if you have suggestions.

Welcome to BRAEID Multimedia. Let’s build something great together.

Comment