What is the Best Way for Videographers to Send Videos to Clients?

Have you ever spent hours expertly editing a video for a client, exported it, and then struggled to deliver the final product? Between huge file sizes slowing down transfers and incompatible formats creating playback issues, getting clients the finished videos they eagerly await can quickly become a lesson in frustration. In this article, we’ll explore the best ways for videographers to send videos to clients, ensuring smooth and efficient delivery, with a special focus on the advantages of using FileTransfer.

Understanding Video File Formats

When exporting your final edited videos and preparing files for client delivery, one of the first decisions you’ll make is about video format. The file format determines critical aspects of your video, such as quality levels, file sizes, and playback capabilities across different devices and apps. The best format for delivering your finished videos can vary from client to client.

Common Video Formats

MP4: Widely supported across platforms from Windows and macOS to mobile and web apps. It provides a versatile middle ground in terms of quality and file size. MP4 files use MPEG-4 compression, which balances file size and quality, making it a go-to choice for many videographers. They are compatible with most media players and devices, ensuring your clients can easily view the videos.
MOV: Developed by Apple, MOV files can hold compressed video and audio tracks using various codecs like H.264 and ProRes. They work seamlessly on Apple devices and tend to be higher quality but can also grow very large. MOV files are ideal for projects requiring high resolution and clarity, such as commercials or cinematic productions.
AVI: AVI files wrap audio and video into a single file with minimal compression for high image quality and large file sizes. They are unwieldy for sharing online and older or obscure codecs may cause playback issues. AVI is suitable for archival purposes or when the highest quality is essential, despite the larger file size.

Choosing the Right Format for Clients

Selecting the right format depends on your client’s needs and their intended use of the video. For example, a marketing team may need an MP4 for social media sharing, while a production company might prefer MOV for high-quality playback. Discuss with your clients to understand their preferences and the platforms they use, ensuring you deliver the most compatible and effective format.

The Art of File Compression

After you’ve exported your edited video to the ideal file format for your client, the next step is compression. Compression is the process of encoding and reducing video file size through clever elimination of certain data that won’t hugely impact playback quality. Finding the right compression balance is critical—too little and file sizes stay massive, too much and visual quality degrades unacceptably.

Compression Techniques

H.264: This codec is widely used due to its efficient compression and high quality. It significantly reduces file size while maintaining excellent video clarity, making it suitable for online streaming and sharing.
H.265: Also known as HEVC (High-Efficiency Video Coding), H.265 offers even better compression than H.264, reducing file size by up to 50% while retaining similar quality. It is ideal for 4K and high-definition videos.

Best Practices for Compression

Target file size: Lower capacity if sending via email; higher if using cloud storage. Determine the maximum file size your client’s platform can handle and adjust your compression settings accordingly.
Playback platform: More compression is okay for small mobile screens versus big TVs. Consider the end user’s viewing experience to balance quality and file size.
Edit specifications: Less possible if the client demands ultra HD 4K quality. High-end projects may require minimal compression to preserve detail and clarity.

Tips for Effective Compression

Multiple Test Exports: Perform several test exports to compare quality and size. Fine-tuning settings can help achieve the best balance.
Platform Testing: Check compressed files on actual viewer platforms to ensure compatibility and performance.
Clear Communication: Clearly communicate encoding specs to clients to set expectations and avoid misunderstandings.
Uncompressed Masters: Share uncompressed masters as a backup for clients who need the highest quality version.

Once you’ve exported and compressed your video, it’s time for the actual file transfer. Email attachments likely won’t cut it given restrictions on attachment dimensions. That’s where dedicated cloud-based file sharing platforms come to the rescue for seamlessly getting large video files directly into your clients’ hands.

FileTransfer: The Best Option

FileTransfer: A highly recommended option, FileTransfer offers no limitations for free accounts and for paid accounts, it can be used like cloud storage too. It’s a better option than WeTransfer and other alternatives due to its flexibility, unlimited free transfers, and the added benefit of cloud storage for paid accounts. FileTransfer’s user-friendly interface and reliable service make it an ideal choice for videographers needing to share large files efficiently. Unlike other platforms, FileTransfer provides unlimited transfer sizes even on free accounts, ensuring no interruptions or limitations when sharing high-resolution videos.

Dropbox: Offers 2GB free storage for basic transfers plus paid tiers with full collaboration features. Dropbox download speeds are fast thanks to optimized compression. It integrates well with many applications, making it a versatile tool for collaborative projects.
Google Drive: Simple video sharing that integrates with other Google services like Gmail and Docs. The base 15GB space fills fast for large video projects, but the playback feature allows client video previews. Google Drive’s collaborative tools, such as shared folders and real-time editing, enhance teamwork and feedback processes.
WeTransfer: Easy drag-and-drop interface for quick transfers albeit without cloud storage. Files are available for audience download for 7 days. WeTransfer is straightforward and user-friendly, suitable for quick, one-time transfers.

Choosing the Right Cloud Service

Cloud sharing services solve dual challenges—providing sufficient temporary storage so clients can securely access and then download your too-large-for-email video files. With the right platform choice, you avoid postal mail physical media hassles or quality compromises of excessive compression just to cram files into an inbox.

Consider factors like storage capacity, ease of use, integration with other tools, and cost when choosing a cloud service. FileTransfer stands out for its unlimited free transfers and cloud storage options for paid accounts, making it a versatile and reliable choice for videographers.

When All Else Fails…Ship a Hard Drive!

Despite growing digital infrastructure and bandwidth capacities, physical transfer remains a tried-and-true route for certain videographer-client file delivery needs. Whether it’s throwing a video onto a branded USB flash drive or actually putting a master copy on a portable external SSD hard disk, packing up the bytes into a box can sometimes still be the best or only choice.

Scenarios for Physical Media

Large Archive Transfers: When clients need access to 10+ TB of raw footage archives from complex projects like documentary shoots or concert tours, it’s usually easier and safer to ship multiple hard drives overnight. Physical media ensures data integrity and security for massive files that would be impractical to transfer online.
Unreliable Internet Connectivity: For clients in rural areas or developing countries with limited broadband, physical media avoids frustratingly failed downloads. This method guarantees the client receives the files without relying on unstable internet connections.
Maximum Fidelity Demands: Audiophile music artists wanting uncompressed audio masters will insist on disc formats over lossy compressed cloud transfers. Physical media can deliver the highest quality without the compromises of compression.

Tips for Successful Physical Delivery

Choose Durable Devices: Opt for reputable brands known for their durability and reliability to avoid data loss during shipping.
Quality Packaging: Use materials like bubble wrap and “Fragile” labels to protect devices during transit. Proper packaging reduces the risk of damage.
Trackable Shipping: Purchase delivery with tracking and required signatures to ensure secure and verifiable receipt. Tracking provides peace of mind and accountability.
Include Instructions: Provide basic usage instructions and your contact info to help clients access and use the files easily.

Instant Client Screenings with Video Messaging Apps

Beyond traditional physical shipments and cloud storage transfers lies another modern method for getting video files to clients: video messaging apps. Popular platforms like Skype, Zoom, Frame.io, and Vimeo allow for instant sharing of videos, live streaming playback, and even back-and-forth client feedback.

Benefits of Video Messaging Apps

Immediate Feedback: Video messaging for quick shares to solicit client feedback. This real-time interaction speeds up the approval process and ensures clarity.
Remote Viewing: Screen sharing for synchronized remote viewing sessions. Clients can watch the video simultaneously with the videographer, facilitating instant discussions.
Collaboration Tools: Annotation tools to collaborate on edits in real-time. These features allow clients to mark changes directly on the video, streamlining revisions.
Built-in Storage: Built-in cloud storage instead of email attachments. This ensures easy access to shared files without email size limitations.

Limitations to Consider

File Size Restrictions: Video messaging apps often have file size restrictions on uploads and recording clips, which can be limiting for large projects.
Lower Resolution: Lower video resolution and fidelity compared to original files. While adequate for previews, these apps may not be suitable for final high-quality deliveries.
Potential Lag: Potential lag during streams depending on internet speeds. Lag can disrupt real-time viewing and feedback sessions.

Video messaging can provide an easy way to get cuts and samples straight to client devices for time-sensitive review. But for final master exports, most videographers will still opt for cloud storage transfers or physical drives to guarantee the highest quality delivery.

Know Thy Client (and Their Tech)

The foundational theme underlying optimal delivery boils down to fully understanding your client and their technical ecosystem. Probe their typical devices, internet capabilities, common viewing platforms, team workflows

, quality expectations, and previous vendor experiences. Adapt your export strategy and tools accordingly rather than taking shots in the dark. What worked for one client likely won’t neatly transfer even within the same industry or niche. Save yourself sanity by gathering client tech know-how early and often.

Customizing Delivery for Client Needs

Device Compatibility: Ensure the video format is compatible with the client’s devices. This might mean providing different formats for different platforms.
Bandwidth Considerations: Adjust file sizes and delivery methods based on the client’s internet speed and reliability. Offer physical media as an alternative if needed.
Quality Requirements: Discuss and understand the client’s quality expectations to choose the right compression settings and delivery method.
Previous Experiences: Learn from the client’s past experiences with video delivery to avoid common pitfalls and improve satisfaction.

Set Transparent Expectations

Once you’ve gathered key details around your client’s needs, clearly communicate next steps for receiving, accessing, downloading, and interacting with the video files. Set a timeline for delivery and describe contingencies if delays emerge. Provide guidance on ideal playback settings and restrictions. Confirm who owns the content rights for future use and publicity. Managing client expectations and relationships proves equally crucial as navigating formats and services.

Clear Communication Practices

Delivery Timeline: Set and communicate a realistic timeline for delivery, considering all steps from exporting to final handoff.
Access Instructions: Provide detailed instructions on how clients can access, download, and play the files. This can include troubleshooting common issues.
Playback Settings: Offer recommendations for playback settings to ensure the best viewing experience.
Content Rights: Clarify content ownership, usage rights, and any restrictions on future use. This avoids legal complications and ensures mutual understanding.

Build in Backup Plans

Despite the most strategic plans and state-of-the-art sharing platforms, you may still encounter unforeseen technical glitches. Cloud servers crash, shipments get delayed, links expire unexpectedly. To mitigate trouble, implement backup protocols like retaining local copies of any exported files for a set time period or having secondary cloud accounts as failovers. Also, capture critical tracking info for physical shipments. The axiom of videographer delivery is hope for the best but prepare for potential delivery disasters!

Preparing for the Unexpected

Local Copies: Keep local copies of exported files until the client confirms receipt. This provides a quick fallback if issues arise.
Secondary Cloud Accounts: Set up secondary cloud accounts as backups. This ensures continuity if your primary service encounters problems.
Track Shipments: For physical deliveries, use trackable shipping methods and keep detailed records. This helps resolve disputes and locate lost packages.
Expiration Management: Monitor and manage link expiration dates for cloud services to avoid inaccessible files. Re-share links as needed.

Continuously Iterate Your Process

Treat each client project evaluated afterward as a learning experience for enhancing your overall file-sharing operations. Identify what worked smoothly as best practices to sustain and areas that proved problematic to address or avoid next round. Revisit export settings, expansion needs for cloud storage plans, packaging solutions, real-time sharing tools, and other relevant delivery components. Consistently upping your delivery game through post-project analysis pays dividends over a videography career.

Post-Project Evaluation

Successes and Challenges: Review what aspects of the delivery process were successful and which encountered challenges.
Client Feedback: Gather feedback from clients on their experience with the delivery method. Use this information to refine your process.
Technology Updates: Stay updated on new tools and technologies that could improve your delivery methods. Incorporate advancements that offer better efficiency and quality.
Process Documentation: Document best practices and standard operating procedures to streamline future deliveries.

Conclusion

Successfully getting polished videos to eager clients offers invaluable rewards beyond purely technical achievement. Your digital files digitally materialize into tangible products clients interact with to laugh, cry, learn, decide, connect, remember, and more on deeply personal levels. Focus on reliably facilitating those outcomes through caring relationships and adaptive solutions in a complex delivery landscape. Savvy sending of videos ultimately enables engaging viewing experiences transporting audiences. And that makes all the struggle worthwhile.

Leveraging the right tools and methods, such as FileTransfer for its unlimited free transfers and cloud storage options, can significantly enhance the efficiency and reliability of video delivery. By understanding your clients’ needs, setting clear expectations, building in backup plans, and continuously improving your process, you can ensure that your hard work reaches clients smoothly and effectively, leading to satisfied customers and successful projects.