How Onboarding and Review Can Transform Your Video Business
At its heart, running a video production business isn’t just about making great videos—it’s about creating and managing a series of interlocking systems and processes that allow your business to run efficiently and profitably.
Over the years, I’ve focused on refining each area of my business, distilling best practices, and turning them into structured processes. And once these processes are installed, they begin to operate like a well-orchestrated symphony, working together to support and strengthen each other.
The beauty of this approach is that once you’ve done the hard work of creating and implementing these systems, they become easy to follow. Instead of constantly reinventing the wheel, you simply execute a proven process that delivers consistent results.
In this post, I’m going to share two powerful systems that I use in my video production business—onboarding and review processes—and explain how they can dramatically improve your client experience, streamline your workflow, and help you win more repeat business.
Recently, someone asked me, “Why do you share all this on your podcast? Aren’t you worried that people will just take your ideas?”
Quite the opposite.
I want people to take these ideas and apply them. Because I believe that by improving industry standards and helping others succeed, I’m making a positive contribution to the video production world.
That said, I know that most people won’t actually implement these ideas—not because they don’t see the value, but because execution takes effort. Developing, refining, and installing systems takes time, energy, and persistence.
And that’s where coaching comes in.
While AI tools like ChatGPT can generate information on things like onboarding processes or client communication, information alone is not enough. What truly matters is implementation—and that’s what I help my coaching clients with. I work alongside them to customize and install these systems into their businesses, ensuring they don’t just understand the concepts but actually apply them effectively.
Now, let’s dive into two systems that can transform your video production business.
System #1: The Client Onboarding Process
Onboarding is the foundation of a successful client relationship. It sets the tone for the project, clarifies expectations, and ensures that both you and your client are aligned from the very beginning.
Think about it: Every professional experience has some form of onboarding.
When you start a new job, there’s an induction process.
When you attend a conference, the host explains how the event will run.
When you board a flight, the crew walks you through safety procedures and what to expect during the journey.
Yet, despite onboarding being a standard practice in many industries, most video production companies do not have a structured client onboarding process. And that’s a huge missed opportunity.
Why Onboarding Matters
A structured onboarding process helps you:
✅ Set clear expectations from the start
✅ Build trust and reassure clients they’ve made the right choice
✅ Reduce confusion, miscommunication, and unnecessary back-and-forth
✅ Frame the client experience in a positive way
✅ Ensure smoother project execution and fewer last-minute surprises
How to Run an Effective Onboarding Process
1️⃣ Schedule an Onboarding Call
Once the client has signed the agreement, book a Zoom call. Face-to-face communication helps establish rapport and ensures clarity.
2️⃣ Thank the Client & Affirm Their Decision
Reinforce their choice to work with you. Let them know you’re excited about the project and acknowledge the importance of their video campaign.
3️⃣ Set Expectations & Explain the Process
Outline how the project will unfold step by step. Clarify deliverables, timelines, revision policies, and communication channels.
4️⃣ Secure Client Buy-in
Ask, “Does this process sound fair?” Framing expectations as a mutual agreement fosters cooperation.
5️⃣ Address Payment Terms
Discuss invoicing, payment schedules, and any necessary purchase orders upfront to avoid late payments down the track.
6️⃣ Reinforce Your Commitment to Quality
Let them know they can reach out at any time if they have concerns. This reassures clients and demonstrates exceptional customer service.
Why Onboarding Works
By guiding your clients through a structured onboarding process, you’re not just managing a project—you’re curating an experience. And when clients have a great experience, they’re more likely to:
✔️ Trust your expertise
✔️ Enjoy working with you
✔️ Recommend you to others
✔️ Hire you again for future projects
With onboarding in place, let’s move on to another crucial system: the review process.
System #2: The Client Review Process
Once a project is completed, many video production companies simply deliver the final video and move on. But this is a missed opportunity.
A structured review process allows you to:
✅ Gather honest feedback to improve your systems
✅ Identify potential repeat business opportunities
✅ Strengthen client relationships and increase referrals
✅ Build a foundation for long-term partnerships
How to Conduct a Review Session
1️⃣ Invite the Client to a Review Call
Frame it as an opportunity to learn:
"I’d love to schedule a short meeting to hear your thoughts on how the project went. Your feedback helps us continuously improve our services."
2️⃣ Encourage Honest Feedback
Reassure them that you’re not just looking for praise—you genuinely want to know what could be improved.
3️⃣ Ask Open-ended Questions
Instead of “Did you like the experience?”, ask “What are some areas where we could improve?”
4️⃣ Avoid Defensiveness
Listen, take notes, and resist the urge to justify or explain. This is about learning, not defending.
5️⃣ Discuss Future Work Opportunities
If the client had a positive experience, explore how you can continue working together. Ask:
"Do you see video being a part of your marketing strategy moving forward?"
6️⃣ Request a Testimonial (If Earned)
If they’re happy, ask if they’d be open to leaving a review or participating in a case study.
Why the Review Process Works
By implementing this system, you turn every client project into an opportunity for growth—whether through improving your workflow, strengthening client relationships, or securing repeat business.
Final Thoughts: Make Systems Your Competitive Advantage
Most video production businesses rely on word-of-mouth marketing and gut instinct to manage projects. But the most successful companies operate like well-oiled machines, powered by structured systems and refined processes.
If you install these two simple systems—onboarding and review processes—you’ll:
🚀 Deliver a seamless, professional client experience
🚀 Minimize friction and miscommunication
🚀 Increase referrals and repeat business
🚀 Differentiate yourself from competitors
The key is not just knowing these ideas—but actually implementing them.
Need Help Installing Systems in Your Video Business?
If you want to take your video production business to the next level—without constantly reinventing the wheel—I can help.
Through my coaching program, I guide video producers through the process of installing customized systems that create efficiency, scalability, and consistent client satisfaction.
If you’re serious about growing your business and freeing up more time, let’s talk.