Use Google Spreadsheets to Track Staff Projects In A Much More Organized Way

We’d had a problem this year with tracking projects. Students were turning things in through a complex systems of everything from Google Forms and Slack messages to dropping items in folders and praying someone would find them. As a result, videos were not getting reviewed properly through the editing process and some final videos were getting lost and never posted.

After an end-of-third-quarter reset, the staff and I came up with this system to test out fourth quarter which worked really well.

In the video, you can see how the spreadsheet works, but it’s pretty simple:

  1. In the first two tabbed areas, each student types out what their projects will be for that deadline. Per the staff calendar, they know what their deadlines are and know when things are due for review and final.
  2. When a student gets a project ready for an editor and me to review, in Premiere, they go to WINDOW and then REVIEW WITH FRAME.IO, get a link and then turn their project text into a hyperlink for the review team on staff.
  3. Once an Editor or the Adviser views the video for feedback, they change the dropdown menu to the right of the project. Once both have given feedback, the dropdown box is changed the BOTH.
  4. After the students get feedback, they go ahead and make corrections.
  5. Once edits are done they export their final video and put that exported video, a video description for YouTube and the web, as well as a YouTube thumbnail in a folder. They grab a link to that folder and then go to the final tab where they turn their project text into a hyperlink that directs editors to the folder they made with their final items in it.

The video may help make that description a bit more clear, but what’s definitely clear is how well it’s worked compared to what we had in place. The system has worked so well, we are actually using the same system in my Sports Staff hour for their projects as well.

Aaron Manfull

Aaron is in his 26th year of advising student media. He is currently the Director of Student Media at Francis Howell North High School in St. Charles, Missouri. He is the Journalism Education Association Digital Media Chair and co-Director of Media Now. He is the 2023 JEA Teacher Inspiration Award Winner and is a former Dow Jones News Fund National Journalism Teacher of the Year. He is one of the authors of the textbook "Student Journalism and Media Literacy." You can find him on X and Instagram @manfull. He's a proud father. A transplanted Iowan. And an avid Hawkeye Fan.

Aaron Manfull has 868 posts and counting. See all posts by Aaron Manfull

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