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Common mistakes to avoid when setting up your video production

Apr 11, 2023

Throughout the development of Callaba, we’ve witnessed many online and hybrid event organizers, live internet TV producers, and aspiring video engineers struggle with video production workflows. To help you navigate the complexities of the process and prevent costly mistakes, we’ve compiled a list of common errors and tips on how to avoid them. Please keep in mind tha the context is crucial, and not every suggestion may apply to your specific situation. However, these insights can serve as a valuable guide for setting up a successful video production workflow.

Mistake 1: Inadequate Planning

Many people dive into projects without proper planning, which can lead to poor outcomes. We have witnessed a live event where the organizers failed to allocate enough time for rehearsals, resulting in a chaotic and unprofessional broadcast.


  • Create a comprehensive project plan (you can use tools like Trello or Asana) to outline each stage of the process before you begin the execution.
  • Allocate enough time for pre-production, production, and post-production. If you are working for a client with a very tight schedule, let them know about the limits of what you can do within the provided timeframe and the negative side-effects of you and your team not having enough time. It is usually better to set realistic expectations from the start, helps to avoid issues later on.
  • Identify potential bottlenecks and develop contingency plans.

Mistake #2: Ignoring Bandwidth Requirements

Streaming high-quality video content requires adequate bandwidth. Underestimating the necessary bandwidth can lead to buffering, poor video quality, and unhappy viewers.


  • Determine the required bitrate for your target video quality.
  • Ensure your internet connection can handle the bandwidth needs of your stream using tools like Speedtest.
  • Consider using adaptive bitrate streaming with solutions like Callaba to optimize video quality for each viewer.

Mistake #3: Overlooking Audio Quality

Great video content means nothing if the audio is subpar. We’d even go so far as to say that audio quality is even more important than the video quality. Poor audio leaves the the audience annoyed and disappointed. Unfortunately, many producers focus on visuals and forget the importance of high-quality audio.

Tips : 

  • Invest in quality microphones and audio equipment like Rode or Shure microphones.
  • Perform sound checks and monitor audio levels during the event using software like Adobe Audition.
  • Remove background noise and echo with noise reduction tools like Krisp.

Mistake #4: Failing to Optimize Workflows

Efficient workflows are crucial for a smooth video production process. However, many professionals overlook opportunities to automate tasks and streamline operations. 

Inefficient workflows can hinder the video production process and result in spending hours on manual tasks that could have been automated, wasting valuable time and resources.


  • Use project management tools to track progress and assign tasks and make sure that each member of the team knows his part of the project and when to do it.
  • Integrate your video production software with other tools (like Zapier) to automate repetitive tasks.
  • Continuously evaluate and adjust your workflow to improve efficiency.

Mistake #5: Not Testing Equipment Before the Event

Technical issues can derail even the most well-planned events. Failing to test equipment before the event may result in unexpected problems. Imagine spending all that time and money in preparation, only to get your event disrupted by a malfunctioning camera.


  • Test all equipment, including cameras, microphones, and streaming software.
  • Schedule a dry run to identify potential issues and address them before the event.
  • Have backup equipment on hand in case of failure.

Setting up a video production workflow can be challenging, but avoiding these common mistakes can save you time, money, and frustration. Remember to plan carefully, prioritize audio quality, optimize your workflows, and test your equipment. By following these tips and adapting them to your specific context, you’ll be well on your way to producing successful video content.