Based on a true story. Details have been changed and names withheld. Stories like this are too common.
Once upon a time there was a large church which had 2 staff members who, in addition to other duties, created videos for the ministry. The two staff members were overworked. They had completed over 40 video projects from start to finish in the last year, in addition to keeping the live video for services and events functioning, and other odds and ends projects. These two staff members almost always did all pre production, production and post themselves, without any help. None of the 40+ projects had any budget beyond a few hundred dollars in a catch-all line item of the organization’s budget.
Some of these 40+ videos were simple talking-heads, while others were much more complicated. The lead time on these videos ranged from as much as 2 weeks to as little as 24 hours. As you might guess, some of the videos weren’t as high quality as they might have been, and a few leaders on the staff wondered why that was. The two video staff members never sat down with their supervisors and explained what it would take to have high quality videos produced at a pace that was sustainable.
One day the leaders of the church were in meeting talking about an important video project. They decided that they couldn’t risk this video looking bad. It must look great, communicate well, and be professionally done. So they decided to outsource the video project to “professional” videographers. The leaders did not reach out to their overworked staff to handle this project, but instead took it upon themselves to hire a team to execute this production.
They asked the most vocal critic of the video quality of the church, a photographer, to produce this project. He hired some amazing talent to help; there was one of the best cinematographers in the area, a top notch editor, an ex news reporter to help with interviews, and of course the photographer would take pictures as well as produce the project. For this important project they were given a 6 week lead time. The professionals groused and grumbled about the lack of time to do their best work, but agreed to give it a try. The church leaders never asked to see a quote.
During the 6 week timeframe, the professional video team accidentally ruffled feathers and caused misunderstandings because they didn’t know the normal procedures of the church. The two video staff members were sometimes asked detailed questions about the video project, even by the same church leaders who decided to bypass them, but they we unable to answer. Much of the church leadership was in the dark about the project until it was revealed.
The weekend finally came when the video was to be unveiled. A video staff member received a download link with a message that music used in the video could not be broadcast or streamed on the internet. The message was delivered just hours before the video was supposed to be used in the service which was streamed and broadcast. They reported this to their supervisor, who told them to try to get the rights, and if they couldn’t, then ask the editor to replace the music. The professional editor didn’t have a grasp on how the end product was supposed to be used. The video staff spent Saturday afternoon negotiating with the publisher of the song, and came to an agreement on licensing. The cost for this license for one song from an unknown, indie-musician was almost $1000.
Church leadership had just received the first inkling of what this video was going to cost.
The video itself was a 7-minute masterpiece. Beautifully shot. Brilliant story interwoven with highlights and interviews. It was very well done. Everyone was pleased.
Then the bill arrived.
The final bill came back at about 1/2 the annual salary of one of the staff video guys. For one project. As the invoices came in church leaders were aghast. They certainly expected to pay more than they ever had for any video project before. But for the bill to total in the tens of thousands? What were they paying for? The supervisor of the staff video producers asked if these numbers were normal. With the exception of the photo/producer’s invoice which was inflated and the “interviewer’s” invoice which was absurd, the rest was not only normal, but the charges were less than they should have been for the time required. The rental was reasonable, and the day rates obviously discounted.
Most members of the professional team were trying to give the church a break, but the church leaders had no idea what it costs to do video projects of this caliber. The staff members who had been responsible for the video work had not educated the leaders who assigned the work. instead, they just did what they were told as best as they could.
In the end, invoices were paid (Though some were negotiated lower) and for a time church leaders had a better understanding of what it costs do produce amazing video content. But they didn’t increase the budget for any of their other projects, and within a few weeks the time lines for projects were as short as ever before. A few months later, the 2 staff members no longer worked for the organization.
What’s the moral of this story?
If you want high quality video it costs. It costs time and money. The quality triangle applies. Good, fast, cheap: Pick two, you can’t have the third.
You get what you pay for. The producers on staff should have talked to leadership about how the truncated timelines with no extra budget were impacting the quality of their projects. And church leadership should have listened.
How many churches throw so much work on a tech that he cannot execute most of his duties with excellence, and then become frustrated with lower quality results… and begin looking for a replacement? How many techs are afraid to speak to their bosses about unrealistic expectations because they fear being fired or worse, sidelined?
Techs, save yourself the headaches of stories like this one. Talk to your team, your staff leadership. Let them know what your workload is, and how it affects your performance. Learn how to speak and explain in a way that they can understand. Ask for help if you need it. Church leaders want amazing ministry. We’re in this together. If something they are doing is impacting quality, they want to know. A lot of leadership (anywhere, not just churches) is allocating time and resources based on circumstances. Your boss can’t lead you if you won’t give him critical information about how you can best do your work, and deliver excellence.