‘Pass it On’ and Boost Your Productivity

Make work easier for the next person

One of the productivity principles I am committed to is ‘Pass it On’. This means always giving a little extra and trying to make work a bit easier for the next person in the chain. Whether it’s a colleague, someone higher up, or the client.

‘Pass it On’ in team management

During my years as a manager of a team of graphic designers with Talpa Network, I consistently applied ‘Pass it On’. I also trained my employees on this productivity principle. Each employee was sent on a mini-internship, where they followed the path of a television item in one day. From the idea in the editorial office, to the recording on location, the editing, and finally the broadcast from the control room and the television studio.

Throughout the process, they asked their colleagues about their work and focused on how it intersected with their own field. They had a list of questions from me: “What challenges do our colleagues face? What happens if we drop the ball? How can we make their work a bit easier?”

In team meetings, we evaluated the internships and discussed the outcomes. This led to a series of small and large changes in our work process.

How we made work easier for the video editor

An example of ‘Pass it On’ in practice: It’s always difficult to time an animation, especially when the voice-over hasn’t been recorded yet. The video editors often slowed down the animation, but this increased the rendering time and the animations didn’t look as good. We decided to add stills at certain points in the animation. The editor could easily cut them out, but the animation remained intact.

‘Where are the graphics for the promo?’

Another example: long before the broadcast, the promos were recorded in the studio. Every day, the director called to ask where the graphics for the promo were. When the colleagues themselves were in the control room, they noticed how annoying it was when everyone had to wait for our images. We then created a checklist and made someone responsible for the evening planning. The calls from the control room became a thing of the past.

A nice side effect was that the mini-internships led to a better understanding between employees from different departments.

‘Pass it On’ for voice-overs and voice actors

For a voice-over, ‘Pass it On’ means making work easier for the producer, sound engineer, or whoever is working with your recording next. I’ll tell you how I handle this myself.

Of course, I ensure that my own voice-over work is as good as possible. I make sure I know who the listener is and what they already know about the story I’m going to tell. I try to understand what my text is about and what the writer had in mind when writing it. I know how to pronounce all the names and difficult words, make sure my voice is well-warmed up, and that my recording booth is set up to avoid background noise or reflections.

After finishing the recording, I first listen to my work. I check if everything is recorded as per the script and edit the voice-over recordings very thoroughly. Every click, crackle, or noise is eliminated. In short, I make sure my work is impeccable.

Clear labeling and communication

Here I could stop: deliver the work, send the invoice, and be done. And that’s perfectly fine, because that’s how most voice-overs work. But I prefer to go a step further. I always try to think: how can I make the work a little easier for the person who will work with this recording after me?

So, I make sure my files are clearly labeled. I do this very consistently, so I can easily find them even years later. I communicate clearly what I had in mind when I recorded additional suggestions and indicate in the filename where they should be placed in the recording. And when I can record the text to match the visuals, I make sure the voice-over syncs with the cues in the visuals and sound. This way, the video editor can place the recording on the timeline in one go, and everything is immediately in the right place.

Thinking ahead and more communication

When taking on the assignment, I’ve already asked when they need my recording. And I don’t mean the last possible moment, but the moment they would like to start working on it, so they can work comfortably and still have enough time for corrections. I also ensure that my recording is sent well before that moment so they can start immediately when they are ready.

Of course, I consider the possibility that a retake may be needed. So, if I already know in advance that I will be unavailable for a while, I let them know when taking on the assignment. I always send my invoice in a separate email from the audio recordings, because sometimes the person handling the administration is not the person working with the recording.

Ask yourself: how can I help?

Try asking yourself: how can I apply ‘Pass it On’ in my daily life? What does it take to make work easier for the person who comes after me in the chain? Is there a way to hand over my work so that colleagues see it as a gift? It can be very small things. Another time it might even be innovations. It at least teaches you to look at your work differently.

Practical tips for smoother collaboration

• Clear documentation: Keep detailed notes of what you did and why. Add any decisions and considerations so the next person can quickly understand what happened and why.
• User-friendly filenames: Use clear and consistent filenames. Avoid abbreviations that only make sense to you and ensure version numbers are clear.
• Transparent communication: Make sure everyone in the process knows what to expect. Provide updates on progress and be clear about deadlines and expectations.
• Accessible storage: Ensure all your files are easily accessible to the next person. Use shared drives or cloud storage and organize your folders logically.
• Proactive problem-solving: Think ahead and anticipate potential problems. If you encounter something you think might be a problem for the next person, solve it or let them know as soon as possible.

By following these simple steps, you can not only improve your own work but also foster a culture of collaboration and efficiency.

‘Pass it On’ ultimately leads to improved productivity, a higher quality end product, and a more pleasant working environment for everyone.