Manage Creative Reviews with Multiple Agencies

When working in a medium-sized or large company, it might get tough to review all the files from service providers and manage them among your stakeholders.

Liza Miller knows a thing or two about this conundrum:

Managing reviews and approvals with agencies can be quite tough. Whenever I received a media file via email, I used to store it in my download folder, which was hard to maintain because it’’s a lot of work to arrange the files after every download. When a meeting came up, I was always struggling to find the right files on time.

In the meeting, everyone on the campaign team came together and discussed the material from the agency. Our intern had to notate our feedback and send it to the agency, which was error-prone, of course, because the intern did not always correctly understand the feedback. We also had a lot of calls with producers, editors, and marketers, but we figured that the agency spent a lot of time outlining our feedback and passing it onto their producers. Therefore the work hours increased, and we had to pay more.

Every time the number of stakeholders increased, it got disproportionately harder to maintain an overview.

Reviewing files with other departments was requiring an effort similar to other agencies, sometimes even worse. We used to send emails back and forth all day and spend a lot of time in meetings. It just didn’t feel productive, and that was bothering me.

To avoid this unproductive situation, we now use Filestage for creative reviews. With Filestage, we can provide detailed feedback on the spot. We just click on the video and write a comment. We don't need to send timecodes, make lists, or write emails. Revisions have become much more efficient.
- Liza Miller, VP of Marketing

In this article, you’ll learn how to manage creative reviews with service providers. There is also a checklist to point out the important facts in working with agencies. Plus, you’ll see how easily internal reviews can be managed with the same review tool.

Manage Creative Reviews with Multiple Agencies

Collaboration and a productive review workflow are the key factors in getting high-quality results and having a healthy relationship with your agency, and with Filestage, they’re easy to achieve.

Filestage is a web application for sharing, reviewing and approving media content. Instead of sending emails back and forth, you directly mark your annotations in the files. Filestage supports reviews of videos, audio files, documents, and designs, which brings speed and clarity to the review process and makes it more efficient.

Streamline Your Creative Workflow with Filestage

Filestage makes it easy to review creative projects with multiple stakeholders. All reviews are documented on one single platform. Through the web-based service, the files are accessible from anywhere, and the data is protected through AES 256-bit encryption.

The dashboard provides a clear overview of all projects, regardless of whether they’re from the agency or your team. With the project overview on the left, you can see which projects you are invited to review.

Reviewer dashboard including files from various teams

One of the most important parts is keeping clear documentation that retraces which feedback motivated which changes. Plus, it is important to know the version of the file and the status of the project, so everyone is up-to-date.

The unique traffic light system shows you at any time the status of each file.

The precise feedback given by Filestage enables you to save money and time. Reviews are finished faster, and the content quality improves. Your company maintains control of all of their projects and tasks that are open for review. This process standardizes the communication with agencies.

Here’s how it works:

This is a typical workflow between agency and company using Filestage.

Checklist: How to Work with Multiple Agencies

Here’s a checklist that includes some important tips for working with agencies:

Choose an efficient tool set.
In most cases, it’s better to have a few tools, which you and your team like working with, than having a lot of tools. The tools you choose should help you standardize the way your team reports to the agency. Remember: quality before quantity.

Maintain frequent communication between project members.
Communication is a key factor for successful work. Fortunately, technology has made communication much easier. We use the tool Slack for our internal communication, which works very well for us.

Have an unified approach to work.
Every agency has its own way of attaining its goals. But when it comes to working together on a project, it is crucial to have guidelines that each team member sticks to.

Take control.
When working with multiple service partners, it is necessary to have one party who coordinates and leads the others. If this party is you, you have to take the reigns.

Manage Internal Creative Reviews

Every bigger company has a lot of departments, which are potential stakeholders in media reviews (such as social media, digital marketing, and public relations). That’s why it can be tough getting everyone on the same page.

With Filestage, you can also manage reviews and approvals within the company. It’s easy to upload a file and invite reviewers to comment on them. On their dashboards, they immediately see that you’ve requested feedback. This web-based tool is especially helpful when you want to review files with your international colleagues.

The reviewer dashboards shows where action is needed and which files are already approved.

Conclusion

To sum up, Filestage is a great tool for handling the reviews of projects from multiple service partners on one single platform. It also streamlines the creative workflow in your team or company. I’d love to talk about your use case, so let me know your pain points in the comments below.

Collecting feedback has never been this much fun! I love presenting Filestage to my clients because it saves us all so much hassle. I was also super impressed with the customer service: quick contact, great support, and true interest in feedback. But honestly, you likely won't contact them, because the interface is so intuitive.

- Review by an agency

When she’s not having exciting conversations with users, she loves to write about creative topics all around marketing.

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