This worksheet creates a small sales-facing index of approved films. It helps people retrieve and use existing material; it does not assess marketing performance or decide which new productions to commission.
Start with real search questions
Ask the people who use project examples what they look for. Useful search terms might concern a building type, a specific contribution, a coordination challenge or a stage of work. Keep the language close to their questions rather than importing an elaborate marketing taxonomy.
Collect several recent requests and turn them into a short initial set of categories. Do not tag every film with every capability. A category should mean that the film contains something relevant and identifiable, not merely that the project could have involved it.
Keep project names available as a separate field. They are still useful when a colleague remembers the job but not the location of its approved film.
Distinguish relevance from proof
For each film, state the question it can help explain and what the viewer will actually see or hear. Add a limitation where necessary. “Shows the finished installation and the team's account of coordination” is more useful than “proves excellent delivery”.
Where an important point occurs in one sequence, note a time reference and verify it against the listed version. Avoid treating a short excerpt as usable independently unless that use has been checked. The surrounding explanation may contain an essential qualification.
A film can support a conversation without being evidence for every capability associated with the project. Keep that distinction visible for users who were not involved in production.
Give the index a safe default
Link to the approved viewing or sharing destination, not a review folder. Record restrictions and the owner who can answer reuse questions. If a film is internal-only or awaiting approval, it should not look like an ordinary public sharing option.
Decide who maintains the index when a film is replaced, a link changes or a permission question arises. A simple list with an active owner is more dependable than a detailed catalogue nobody updates.
Do not store passwords, confidential approvals or personal contact details in a widely shared index. Refer colleagues to the appropriate controlled record.
Copy this library entry
- Project and film title:
- Approved version and viewing link:
- Main buyer question it helps answer:
- Organisation's specific contribution shown:
- Relevant project type or context:
- Evidence visible or described:
- Useful sequence and checked time reference:
- What this film does not establish:
- Suitable conversation or use:
- Sharing restrictions and permission contact:
- Related written resource, if available:
- Record owner and last verification:
Keep the entry short enough to scan. Use a small shared vocabulary for categories, with a plain-language note for the nuance that a tag cannot capture.
A fictional example: searching by problem, not project name
A fictional account manager is preparing for a discussion about coordinating work in a constrained space. The library contains an appropriate case study, but its filename only gives the client's project name.
The revised entry includes the coordination question, the package the team delivered and the sequence where the participant explains the decision. It also notes that the film does not establish a measured productivity improvement. The manager can select it without overstating its relevance. This example is invented, not a sales outcome claimed by Live Images.
Test the index with a colleague
Give someone a realistic enquiry and ask them to find a suitable film using only the index. Watch where they hesitate. If two categories overlap, simplify them. If an entry needs a verbal explanation from its author, improve the relevance note.
Check the selected link as a recipient would see it. A catalogue can point to the right story yet fail because the destination requires access the intended viewer does not have.
Begin with the films people already use, then extend the index as entries are verified. Live Images' project case studies are intended to help explain work in client and proposal conversations; your team still needs to choose the example that fits each conversation. A good index makes that choice easier without making the decision for them.
Sources and editorial note
- Live Images Industry Standard — supports the limited description of project-film use in client and proposal conversations. The library structure is original guidance; no sales conversion or time-saving result is asserted.
Prepared with AI assistance for Live Images. This is original general planning guidance; the relevant owners and written production scope determine the arrangements.