Working together on a visual project sounds really exciting in theory, but in practice, it can easily turn into a mess of mixed messages, missed deadlines, and files named ‘final_final2_revised.doc’, etc. Does any of that ring a bell?
It’s rare to see someone working by themselves on a visual project because this is a dish that takes many cooks to complete. Designers, writers, project managers, and sometimes even clients – all have an input. Teamwork is what makes the magic happen, but it can also result in a confused, frustrated group of people trying to finish a project that’s clearly going downhill.
Talent or tools are not the problem here because there’s no shortage of either. The process itself is the root of the problem(s). Things like unclear roles, scattered feedback, and not having a clear plan can quickly send any project off track.
Keep reading to see how to prevent this from happening.
What Not to Do
Let’s jump right in!
1. Rushing Into Video Tools Without a Clear Plan
When including AI video creation tools into your workflow, you can’t just rush into it. These tools are excellent at speeding things up, but if you jump in without a shared vision, the only thing your team will create is a mess. Maybe the tone won’t match the message, maybe the visuals will be perfect but won’t support the story you’re trying to tell, etc. With no clarity on the audience, purpose, and core message, no amount of advanced tools will save your project.
The easiest way to avoid this is to start with a creative brief or a style guide. It will give everyone a reference point and help keep the project on track, so you’re all moving in the right direction.
2. Not Defining Roles and Responsibilities
One of the fastest ways to mess up a visual project is not being clear on who’s doing what. If nobody knows their role (or worse, if somebody assumes someone else is handling their task), you either get duplicates or something gets completely forgotten.
Visual projects usually involve a mix of people – designers, writers, project managers, reviewers, and sometimes voice artists or editors. Every single one of them has to have a clear idea of what their responsibilities are. Without it, you’re not going forward, you’re just causing problems.
A simple way to fix this is to assign tasks upfront with a collaborative tool. Something like a RACI chart or shared workspace makes it obvious who’s responsible for what.
3. No Version Control and Feedback Tracking
Have you ever had to dig through a dozen email threads or Slack messages to find the ‘right’ version of a file? if you have, you know it’s a waste of time and it’s insanely frustrating to do. When you share visual projects across several platforms and you don’t have a clear versioning system, you can’t help but lose track of changes and feedback. People end up working on old files, comments get missed, and everything turns into one big pile of confusion.
Instead of this, make sure to keep all files in one central place. Use tools that let you leave comments directly on visuals, track edits, and maintain version history. Digital whiteboards and shared boards are perfect for this because everyone can see changes in real time.
4. Using Too Many Tools
More tools don’t always mean more productivity. In fact, using too many of them can slow you and your team down. If you have separate apps for chat, editing, feedback, file sharing, and planning, how can you possibly keep track of everything that’s going on? Every time you switch between tools, you lose focus and miss updates.
Avoid juggling too many apps and narrow it down to two or three that cover all your bases and work well with each other. Look for platforms that combine planning, communication, and collaboration in one place.
5. Not Paying Attention to Visual Consistency
When you have several people working on a single visual project, it’s easy to end up with something that looks like it came from five different sources. The best way to describe it would be to say that your project winds up looking like it had a stroke. Inconsistent colors, dozens of different fonts, and layout styles all over the place… Even a great idea will feel messy and unprofessional once you’re done.
Most of the time, this happens because teams don’t set up clear rules from the start, but consistency is so important in design, so you really need to avoid this. Try to create and share a basic visual style guide when the project first starts. Include fonts, colors, examples of layout, and tone.
Conclusion
Remember group projects at school? Well, this should look nothing like them. The next time you kick off a visual project, take a moment to set a clear direction and always communicate with each other. The tools will help, of course, but that’s not what will bring your work to life.
And hey, if you can avoid file names like ‘final_final_UseThisOne.mp4‘, you’re already on the right track.
