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How to prepare video review queues for marketing teams

Plan a marketing team's video review queue: list each video, set the approval order and keep one shared list everyone can open.

By XP Daily ยท

XP Daily is published by the makers of DaysAid, QuickDictate and YTSort, which are compared here alongside other tools.

Give each video in the queue a length, put the shortest independent reviews at the top, and keep the order in one shared place the whole team can open. A paper list, a spreadsheet or a dedicated tool can each hold that order, so pick the one that fits how your team already works.

OptionWhat it does for the queueWhat to check
Paper list or sticky noteLets you write each video and rank it by handWhether everyone on the team can see the same list
SpreadsheetHolds titles, lengths and stage owners in one fileWhether your team can edit the same file at the same time, and whether it can sort by a length column
YTSortReorders a YouTube playlist you own by video length, shortest or longest first [1]Whether your review videos live in a YouTube playlist you own

What you need before you start

Marketing teams need a few things in place before a video review queue runs smoothly. Start with one list that names every video waiting for review, with its title and length. Agree who approves each stage, such as copy, brand and final sign-off, because a queue stalls when nobody knows who is next.

Decide where the list lives so every reviewer opens the same version, whether that is a shared document, a shared spreadsheet or a shared playlist. Give each video a short note on what the reviewer should check, so reviews stay focused. Keep the list current by removing anything already approved.

Set aside a short planning block before the week starts, since changing the order mid-week tends to confuse reviewers. Any tool you add to help should be set up from its own instructions before the team depends on it.

Step by step

These steps work with any tool, including a pen and paper.

  1. Gather every video that needs review into one list with its title and length.
  2. Mark which videos depend on others, such as a cut that follows a draft, and keep those together.
  3. Set the approval stages so each video has a clear next step.
  4. Name one owner for each stage.
  5. Rank the independent videos from shortest to longest, and place dependent videos after the ones they need.
  6. Decide where long videos go, either at the end of the queue or in a later review slot.
  7. Read the full order once from top to bottom and fix anything that sits in a confusing spot.
  8. Share the list with every reviewer so they all open the same version.
  9. Apply the order in your chosen tool, by hand or with a tool that reorders the list for you.
  10. Review the queue at a set time each week and change the order if it stops moving work through.

Tools that can do it

You do not need software for this. Here are options to consider.

YTSort is made by the team that publishes this site. It is one option, and it only fits a team whose review videos sit in a YouTube playlist. YTSort is a free browser tool that reorders a YouTube playlist you own by video length, shortest or longest first. [1] It shows the before and after order so you can check it before applying. [1] It sorts the whole playlist, not just the videos loaded on screen. [1] After sorting, it reads the playlist back from YouTube and re-applies any moves that did not stick. [1] It can also show the total, average, shortest and longest video duration for the playlist, which helps you plan review time. [1]

You can get YTSort through a bookmark, a browser script, or a Chrome Web Store extension. [1] The extension needs Chrome or Edge, and the script version works in any browser, including Firefox, with Tampermonkey, Violentmonkey or Greasemonkey installed. [1] YTSort is free, and all install options include the same features. [1]

A paper list or a spreadsheet works without any extra tool. Check whether the one you pick lets every reviewer open the same version, and whether it can sort by a length column.

Common mistakes to avoid

Ordering without an owner. A queue sorted by length still stalls if no one is responsible for each stage. Name the owner before the order goes out.

Splitting dependent videos apart. If one video relies on another, a pure shortest-first order can send reviewers to the wrong file. Keep linked videos together.

Working from different copies. When each reviewer keeps a separate list, feedback lands on the wrong version. Keep one shared list that everyone opens.

Trusting the order without a read. Read the new order once before you share it. A quick check catches videos that ended up in an odd spot.

Leaving long videos unscheduled. Moving long videos to the end is fine, but give them a set review slot or they may never be reviewed.

Never reviewing the queue. If the order stops moving work through, change it instead of keeping a process that no longer fits the team.

Frequently asked questions

How do marketing teams set up a video review queue?

Start with one list that names every video, its length, the reviewer for each stage and the deadline for approval. Keep that list in one shared place the whole team can open. Agree the order of stages before the first video arrives, so reviewers know what comes next. Check the list regularly and remove anything already approved. Clear ownership and one shared list do most of the work, whichever tool holds them.

Can YTSort reorder a marketing team's YouTube playlist?

Yes, if the review videos sit in a YouTube playlist that your team owns. YTSort reorders that playlist by video length, shortest or longest first. [1] It sorts the whole playlist, not just the videos on screen. [1] It shows the before and after order so you can check it first. [1] If the playlist belongs to someone else, work from a written list instead.

Is YTSort free for marketing teams?

YTSort is free, and all install options include the same features. [1] It is free, open-source software under the GPL-2.0-only licence. [1] A team with software rules should read the licence before installing anything, and should check that the install route it chooses fits its own browser setup.

Which browsers can run YTSort?

The extension needs Chrome or Edge. [1] The script version works in any browser, including Firefox, once Tampermonkey, Violentmonkey or Greasemonkey is installed. [1] YTSort can also be run from a bookmark. [1] Check that the browsers your team uses match one of these routes before choosing how to install it.

Should a video review queue always go shortest first?

Not always. Shortest first can suit a queue where each video stands alone. If one video depends on another, such as a campaign cut that builds on a draft, keep those videos together in the right order. Review the queue order at a set time each week and change it when it stops moving work through the team.

YTSort is free; all install options include the same features. [1]

Try YTSort

Sources

  1. YTSort's own description of itself (the product of this site's publisher)

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