Your project video is finished: a publishing handover checklist

Choose the first destination

Start with the place where the film is most useful. That might be a project page, a capability presentation or a social update.

For each destination, write down who will publish it and what the viewer should do next. A website visitor might explore another relevant project. A person watching a social clip might visit the full case study.

Avoid sending a folder of files with no explanation of which version belongs where.

Match approved files to their uses

Create a short register for the final files:

• Filename and version.
• Intended destination.
• Person responsible for publishing.
• Caption arrangement, if applicable.
• Approval status.
• Any agreed publication restrictions.

Keep review copies separate from approved files. Give the publisher a clear reference so an earlier edit is not uploaded by mistake. If the edit is still under review, use the construction video feedback worksheet before marking a file approved.

If a destination needs a different shape, length or treatment, check whether a suitable version was included in the production scope. Ask before cropping or recutting a finished film, particularly where names, captions or important details could be lost.

Prepare the words around the video

A finished film does not supply every piece of information needed for its page or post.

Prepare:

• A clear title using the approved project name.
• A short introduction explaining what the project was and your role.
• Approved participant names and credits where needed.
• One relevant next step.
• The destination link, checked before publication.

Do not add a claim about cost savings, delivery speed or project performance unless your team has evidence and approval to use it.

Check captions in the destination

Captions communicate speech and relevant non-speech audio to people who cannot hear the soundtrack. W3C advises checking automatically generated captions for accuracy.

Watch the uploaded version with captions displayed. Check names, specialist terms, timing and whether text obscures an important detail.

Confirm how captions will work in the selected player or channel. If your team needs a separate caption file, transcript or another accessibility feature, discuss that requirement with the production team rather than assuming it is part of every delivery.

Captions are one part of accessibility. This checklist is not a complete accessibility assessment.

Copy this publishing handover

Use one entry for each destination.

• Project:
• Approved video filename:
• Destination page, channel or presentation:
• Publisher:
• Planned publication date:
• Approved title and introduction:
• Captions checked by:
• Thumbnail or preview checked by:
• Next-step link:
• Client or stakeholder approval still needed:
• Restrictions or exclusions:
• Final published link:
• Person checking the result:

Mark unanswered items “to confirm” and assign an owner.

Check the result after publication

Open the published page or post as a viewer, not only in the editing screen.

Check that the correct film plays, captions behave as intended and the title, preview image and accompanying text are correct. Test the next-step link and, where relevant, view the result on both a phone and a larger screen.

Record the published link beside the approved file. If a correction is needed, tell the named publisher exactly which destination needs updating.

Keep the handover useful

Store the approved files, publishing register and approval record somewhere the responsible team can find them.

Before reusing the film in another campaign or channel, check the agreed uses and any project-specific restrictions. Treat a new edit or additional output as a separate request unless it is already covered.