Step by step
This is how you professionally prepare your project
Check the following points before your appointment. This way you create a reliable basis for on site appointments, remote recordings and a structured collaboration.
- Define in advance what the material is to be used for, for example website, telephone prompt, e-learning, podcast, trade fair, social media or internal communication
- Determine which content must be implemented in the appointment and which points are optional
- Name a responsible point of contact for approvals and follow up questions if possible
- If multiple parties are involved, it is advisable to complete internal coordination as much as possible before the appointment
Why this is important: The clearer goal, scope and responsibilities are defined before the appointment, the more efficiently the production can be implemented.
Please provide all relevant materials digitally in advance. If there is no own secure transmission path on the client side, I can provide a password protected cloud storage on a secured server in Germany for companies, independent professionals, institutions and authorities. This way, files can be exchanged in a structured, protected and professional manner.
- Scripts, texts or moderation templates
- Existing audio files, music beds or jingles
- References for sound, style or desired address
- Information on file formats, loudness specifications or delivery standards
- If available: internal approval versions or final text states
- Larger or sensitive data quantities can on request be transmitted securely via a password protected cloud storage provided by me with server location in Germany
Please check in advance
- Do the files work and can they be fully opened or played?
- Are file names unambiguous and immediately understandable for third parties?
- Is it clearly visible which version is currently approved?
- Are any pronunciation notes, names or technical terms documented?
Practical advantage: A clean digital preparation of the documents saves time during the appointment, significantly reduces later correction loops and creates additional security in the exchange of sensitive project files.
On site, no external data carriers such as USB sticks or hard drives are accepted. Instead, if required, I can provide a password protected cloud storage on a secured server in Germany. This way your files can be securely and structurally transmitted in advance.
- Clarify in advance who attends the appointment and who is authorized to give approval
- If external voice talents or internal staff are involved, their availability and preparation should be determined in advance
- If multiple persons provide feedback, central bundling via a responsible contact person is recommended
- For on site appointments, please announce accompanying persons or additional participants in advance
Clear responsibilities ensure a calm production and avoid contradictory feedback during the appointment.
For on site appointments
- Plan the arrival with sufficient buffer
- Only bring the documents that are actually needed for the appointment
- A quiet, focused working atmosphere supports a professional process
For remote appointments
- Please ensure a stable internet connection
- Test microphone, speakers or headphones in advance if a live exchange is planned
- Clarify internally who should be present for remote approvals
Practical advantage: Remote approvals and digital coordination are in many cases a very efficient solution and additionally save travel and coordination effort.
- Define in advance who gives final approvals
- Determine which content has the highest priority if the scope is larger than originally planned
- Coordinate internally how correction requests are collected and bundled
- A central feedback process significantly reduces delays and misunderstandings
A clear approval structure is an important factor for predictable results, especially for companies, independent professionals, institutions and authorities.
- Please inform early about appointment postponements, personnel changes or content adjustments
- The earlier changes are known, the better time slots and resources can be sensibly planned
- For short notice changes, it can be sensible to reorder priorities for the appointment
Exclusive appointment times are bindingly reserved. Decisive for cancellations and rebookings are the agreed conditions as well as the Terms and Conditions.
- Please communicate in advance which billing address is to be used
- If necessary, please send order number, cost center, project number or internal references before the appointment
- For institutions or authorities, special billing requirements should be communicated as early as possible
- The invoice is issued without showing VAT in accordance with Section 19 UStG
Practical advantage: The more complete the organizational information is available, the easier the later internal further processing of your documents will be.
- If your project includes confidential content, internal information or not yet published materials, please address this early
- Confidential working methods and a discreet collaboration are of course possible
- If required, a confidentiality agreement can be coordinated before the start of the project
An early clarification of sensitive content creates security on both sides and helps to set up the organizational framework professionally from the beginning.