If your video projects are getting bogged down by scattered tasks and unclear responsibilities, the right production template can simplify your workflow effectively.
In this guide, I’ve rounded up 10 time-saving video production templates from leading project management software providers like monday.com, Asana, and Trello. Each one offers unique strengths designed to streamline your entire video production process, from storyboard creation all the way through final delivery.
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1. monday.com — Collapsible stage groups for tracking video project status
monday.com’s video status template uses collapsible sections — Incoming, In work, Done — to display video lead, client, priority, release date, brief, and cost in a clean grid. You can expand only the stage you’re focused on and collapse the rest to keep your dashboard uncluttered.
Why I like monday.com’s template
When I first used this template, I could instantly spot which videos needed attention without having to scroll endlessly. You’ll find collapsible groups that help streamline your daily stand-up by hiding completed work. It provides real value by letting you drill into current tasks and ignore what’s already done.
monday.com shines when you need adaptable visual tracking tailored exactly to your video workflow.
2. Clickup — Video category grouping and multi-tag filters for crew assignments
ClickUp’s video production template groups tasks by video category and uses multi-select tag fields for roles like director, editor, and audio. Colored category labels and tags make it easy to filter crew assignments or find all tasks of the same type (for example, scriptwriting) with a single click.
Why I like ClickUp’s template
I’ve discovered that tagging roles in ClickUp could save me from juggling separate columns for each crew member. You’ll appreciate how quickly you can slice your workload by category or person. It adds real flexibility when assigning hard-to-coordinate shoots. That said, ClickUp is especially powerful when your video projects demand detailed task customization.
3. Asana — Instant switch between script list, storyboard, and production timeline
Asana’s video template lets you instantly switch between a script task list, a storyboard board, and a production timeline. Easily toggle between board views, such as List, Board, Timeline, and Calendar, to gain multiple perspectives on the same set of tasks.
Why I like Asana’s template
The first time I toggled from list to timeline, I realized how it instantly displays scheduling clashes. You’ll love flipping between detailed to-do items and a high-level view of your entire shoot schedule.
Asana’s creative production template drives clarity when handling writers, actors, and editors, making it suitable for managing complex, cross-team video productions.
4. Trello — Phase-specific images for script, shoot, and delivery
Trello’s video board uses phase-specific cover images labeled Script Writing, Pre-Production, Shoot, Edit, and Publish to cue each stage at a glance. Cards display step-by-step instructions and attachments, letting you move tasks forward with visual prompts.
Why I like Trello’s template
Adding thumbnails to each Kanban column created a visual workflow that keeps the team aligned on what’s next. It’s perfect for teams that think in cards and images. Trello works best when visual simplicity is key to managing your video pipeline.
5. Airtable — Thumbnail-enabled rows with release dates and scene metadata
Airtable’s digital video tracker lists rows with thumbnail previews, series tags, release date and time, project lead, and status. A left-hand view menu gives one-click access to budget tracking, agency contacts, or shot lists in separate tabs.
Why I like Airtable’s template
My first Airtable setup enabled me to click from thumbnails to detailed metadata without opening new windows. I also find it convenient that the release dates and scene notes are displayed side by side — it saves hours of context switching between spreadsheets and folders.
Airtable’s strength is bringing database flexibility to the fast-paced demands of video production.
6. Notion — All-in-one project-client-asset database for video workflows
Notion’s video production database embeds Projects, Tasks, and Clients tables on one page. You can link assets in the same workspace, click between project briefs and client details, and update notes without context switching.
Why I like Notion’s template
I love how Notion lets me combine my shot list, script drafts, and client feedback into a single living document. You’ll notice faster handoffs when everything lives in one place. It feels like a digital command center for your video team.
Notion truly excels as a flexible workspace that blends notes, databases, and multimedia resources into a clean, centralized platform.
7. Wrike — Custom request forms for streamlined video project intake
Wrike’s creative production board starts with a customizable video request form and funnels tasks into columns like Requires Clarification, Planned, and In Production. Automations can ping requesters when details are missing so you never lose a brief.
Why I like Wrike’s template
When I accessed Wrike’s AI-powered form, I saw how it effectively handles request intake. You’ll benefit from prebuilt fields that enforce deadlines, budgets, and asset requirements. It speeds up your intake process and eliminates back-and-forth emails. Wrike uniquely combines AI-driven forms and automation to streamline your entire video request process.
8. Todoist — Checklist for pre-production shot planning
Todoist’s video-making checklist breaks down pre-production and production into clearly labeled sections with simple checkboxes and subtasks. You can add new tasks on the fly and track scene planning, equipment prep, and rehearsals in a clean, beginner-friendly interface.
Why I like Todoist’s template
I’ve found that ticking off each pre-production item in Todoist gives me a real sense of progress before the camera rolls. You’ll appreciate the minimalist interface that keeps you focused on what’s essential. It cuts through complexity when you need a quick, at-a-glance guide on shooting day. Todoist’s minimalistic approach makes it perfect for quick, distraction-free task completion during hectic productions.
9. TeamGantt — Visualizing pre-prod, shoot, and post-prod overlaps
TeamGantt’s video schedule is a dynamic Gantt chart plotting pre-production, shoot, and post-production bars on a calendar grid. You can collapse or expand task groups, adjust dates by dragging bars, and immediately see overlap or slack in your timeline.
Why I like TeamGantt’s template
When I first shifted my storyboard tasks on this chart, I noticed a resource clash with lighting prep. You’ll find the visual timeline in TeamGantt’s video schedule template invaluable for spotting bottlenecks before they become emergencies. It drives accountability by showing who’s overloaded. TeamGantt excels at visually simplifying even the most complex video timelines, helping you avoid costly scheduling conflicts.
10. Smartsheet — Nested scene breakdown for shooting schedules
Smartsheet’s video schedule uses nested rows to break down scenes under each major task and flags at-risk items in a dedicated column. It also has columns for start and end dates, duration, and status columns, enabling you to track each subtask from initiation to completion.
Why I like Smartsheet’s template
I found Smartsheet’s nested subtasks helpful in organizing complicated shoot days with multiple locations. You’ll appreciate the familiar spreadsheet layout that scales from simple checklists to multi-layered plans. It keeps your production schedule transparent across teams. Smartsheet stands out for giving you advanced project-tracking capabilities in a familiar spreadsheet-style interface.
What to look for in a video production template
When choosing a video project management template, it’s crucial to pick one that matches your team’s workflow and production needs. The right template not only keeps your tasks organized but can also significantly streamline communication among your team members. With triggers for due dates and predecessors, tasks, and the project as a whole, can move forward faster while maintaining the same good output quality.
Here are more features to look for when selecting the best video production template.
- Flexible views and layouts: Choose a template that allows you to switch easily between different views like lists, boards, or Gantt charts. This flexibility helps visualize project timelines and task dependencies.
- Collaboration features: Look for templates with built-in commenting, tagging, and notification functions. These features ensure smooth communication and minimize the risk of important updates slipping through the cracks.
- Customizable fields and tags: Prioritize templates that let you add customized fields such as task status, assigned crew roles, or specific video details. Using custom tags across your video production template enhances clarity and simplifies filtering or sorting tasks.
- Visual task indicators: Search for templates with color-coded statuses, thumbnails, or icons. These visual indicators not only help teams quickly understand task status, but they also reduce confusion, especially during fast-paced production phases.
- Intuitive request intake: Opt for templates that include structured intake forms or request fields. A clearly defined project intake reduces miscommunication and ensures the team receives accurate project requirements from the start.
- Automation capabilities: Select templates with automation options such as status updates or reminders. They can save time by handling routine updates and allowing your team to focus on creative tasks.
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