The ideal method of constructing a video report starts with what is known as a "window dub", also known as a "timecode dub". A window dub is a copy of the original focus group tape that includes timecode numbers superimposed over the video. There numbers are used by you to log the clips that you want included in the video report. Don't worry. The numbers you see on the window dub will not be seen on the final production video. (If you are doing this project with original tapes rather than window dubs, see further down in this document for instructions.)
The best method to log and organize the clips to be used is to use a "video shot sheet". (Download a PDF version here or we can send you a Word version via email.) One method is to initially use the shot sheets to log the tapes as you are viewing them. Once your shots are selected, you can transfer the information from these sheets to new sheets so that the individual shots are in the order you would like them on the final production.
The shot sheet is fairly self-explanatory. You simply write down the hour, minute and second of the approximate starting point of each clip. It is not necessary to be absolutely accurate, but try to be within 5 seconds or so of when you want the clip to start and end. Then, write down the first 3 or 4 words that are said at the beginning of the clip and the last 3 or 4 words at the end of the clip. It usually isn't necessary to put anything in the "Description/Notes" box unless there is something specific about that shot that you would like to tell me.
Use separate shot sheets for each segment. Segments are usually separate categories in the report and are usually separated by graphics and narration. It is best to write out the graphics/narration on separate sheets (such as Word documents) and reference them on the shots sheets where you would like them to be inserted into the video.
Keep the graphics (bullet slides, bar graphs, etc.) simple. This is especially true if there is going to be narration. Remember that the resolution of a television is not nearly as high as that of a computer monitor. Too much and/or too small just doesn't work well.
Feel free to include graphs from PowerPoint. However, just like bullet point slides, these have to be kept simple and with large fonts. Most likely, we will redo these graphs to work best with video.
If you are doing Perception Analyzer groups, keep in mind that any of the graphs generated by the PA software can be included in a summary report, including Moment-To-Moment video overlays.
It is a nice touch to add a "bug" on your video clips. A bug is a small graphic in the corner of the screen that identifies the group. This can be the city, date, type of group (such as "Baby Boomers"), any combination of these, or anything else that you think will help identify the group.
Be sure to send information on what to include as an introductory graphic and matching tape/DVD label. This is usually the client name, project name, something like "Summary of Focus Group Discussions", and the dates and locations of the sessions.
If possible, see if you can get a copy of your client's logo in either an electronic version or on paper. Even letterhead will often work. We can sometimes extract a decent logo from web sites. The inclusion of your client's logo is a nice touch.
When selecting the video clips, try to remember that it is better to use a few sentences or a whole concept rather than one quick sentence or 2 or 3 words. The longer clips not only make the content more comprehensible and coherent, but it also cuts down on the time it takes to produce the video, thereby lowering your costs. It is sometimes good to include the moderator's question, especially at the beginning of a segment, if that will help the viewer understand what is being talked about.
Once you have all the information ready – shot sheets, graphics, etc. – fax the shot sheets and any other information to us at 503.492.3610. If you used window dubs that we made to log your clips, there is no need to send us back the window dub or original tapes. Feel free to take the dubs home to record your favorite soap operas. If we made the window dubs, we have captured all of the video onto our editing computers from which we will make the video.
If you don't have time for us to make the window dubs, use a VHS machine that has a clock-type counter to view and log the tapes. Do not use a VCR that just has a counter. These counter numbers differ from machine to machine and will do us no good. Rewind the original focus group tape all the way to the beginning and zero the clock. Then use this clock to log your clips. This is a much less accurate method of logging clips, so it will be easier for us if you are very accurate with writing down the first and last 5 or 6 words of a clip. It is also very helpful in this case if we have a copy of the transcripts in Word format. If you think it will help, use the "Description/Notes" section on the shot sheet to help identify the shot, such as "Man in back on right in red shirt". Also, if you are using this method of logging your clips, you will have to send us the original tapes after you have completed logging them.
Here's a couple of other important things to remember...
Make sure that the facility or videographer records your focus groups or IDIs in SP (2-hour) mode. Tapes recorded in EP or SLP (4 or 6-hour mode) are much lower in video and audio quality. Better yet, for the sake of quality, have the facility or videographer record the focus groups on DVDs or S-VHS tapes.
Also, if you are planning on having a Summary Report made, make sure that the facility or videographer does not superimpose the counter, time or anything else on the tape. Once that's there, there is no way to take it off.
Simple, right? Don't let all of this intimidate you. Following these simple guidelines will not only save us both time, it will ensure that you get exactly what you are expecting out of your video summary report. And do not hesitate to call us (503.492.3610) or email us with your questions.
