How we work, written down.
A handover of how the studio, the warehouse and production run, then a closer look at the weekly Mass. I want your feedback on how we do it from here.
What we are doing today
Two parts, and the second one needs you.
The handover
How the studio, storage, systems, projects and safety work, what is written down, and where it lives.
Production workflows and the weekly Mass
How it works now, where it gets heavy, and how you want it to work going forward.
Please interrupt. Nothing here is final. I am after what is true and what you would change.
Production and Warehouse handover
The handover at a glance
Six areas. Each one has a runbook that answers "how do I do X?"
The studio and broadcasts
Setup, power-up order, cameras, audio, lighting, running a broadcast.
Studio and OHS basics
Emergency exits, restricted activities, induction, and the safety actions still open.
Footage and storage
Ingest, backup, where files live, Wrangler.
Systems and accounts
Where each system lives and who is admin. Logins stay in the password manager.
Projects and products
Be A Saint, Soul Fuel Cafe, Outside the Chapel, Tour View, the MRM.
Production workflows
The pipeline, workload in Monday, the weekly Mass.
Production and Warehouse handoverWho to ask
Written into the notes so a new person is never stuck.
| For | Ask |
|---|---|
| Studio, storage and systems day to day | Abin Philip |
| Big project approvals and creative direction | Joshua |
| Social media approvals | Kryz |
| Bounce-backs and proofing | Jase, Alyssa and the team |
| Direction, priorities, and admin on every account | Jase and Fr Rob |
| Wrangler (the ingest tool) | Josh |
Production and Warehouse handoverThe studio
Broadcast-first: we design for the camera and the stream viewer, not the room.
Power-up order
3-phase breaker, then the playback PC, then the LED wall. Launch ProPresenter and Reaper. Start TallyMA before the shoot.
Cameras and audio
2 URSA Broadcast, Canon R6 and 90D, jib. MR18 mixer, controlled with Mixing Station. Lavs for dialogue, SM7B for podcasts.
Lighting
SmallGoGo controls the overhead video lighting. Photon controls DMX, including the RGBW overhead hairlights.
During a broadcast
Calm comms. Fix problems quietly and keep the stream going. Viewers forgive small errors and notice chaos.
Internet
Launtel portal, Change Speed. We usually run 1000/400 for streams, then lower it. A 2 Gbps upgrade is available.
Be A Saint rig
One 10 amp circuit. Cues are preprogrammed and run from ProPresenter.
Production and Warehouse handover
Safety basics
Safety is care for people, equipment and mission.
Always
Call 000. Leave by the front door and meet in the front car park. Report every incident and near miss. Anyone can stop unsafe work.
Authorised people only
Rigging and overhead work (a certified rigger signs off every fixture), working at heights, electrical isolation. No ad-hoc rigging, ever.
Confirm the postcode (3074 or 3076) · nominate a first aider · install smoke alarms · finish the OHS to-dos (evacuation plan, contractor induction, handbook review).
Production and Warehouse handoverFootage and storage
One rule: never format a card until both copies exist.
URSA: 4K 25fps ProRes HQ
Canon: 4K 25fps
Copy the cards here first.
Then copy to Dropbox. Templates, stingers and ads also live here.
Then the hard drive deep storage. Only then format the card.
Storage is a Windows machine with the drives loaded separately, reached by remote desktop. Wrangler (Josh) copies cards and checks every copy with a checksum.
Production and Warehouse handoverSystems and accounts
Jase and Fr Rob are admin on every account. Logins are in the password manager, never in the notes.
| System | What it is for |
|---|---|
| Dropbox | Most of our file storage, templates and handovers |
| Monday | Project boards, workload views, the Master Calendar |
| SharePoint and Teams | General files and meetings |
| Squarespace and Loomly | The newsletter list, and scheduling social posts |
| Launtel, Conductor, Wrangler | Internet, staff Mac management, ingest |
Production and Warehouse handoverProjects and products
Where each one is today.
Be A Saint LIVE
A touring show for grades 2 to 6. The admin team runs bookings. Ethan and Josh help, and the show uses Josh's van.
Soul Fuel Cafe LIVE
A podcast under the Outside the Chapel umbrella, hosted by Joshua and Kristin.
Outside the Chapel network LIVE
Five shows. A placeholder site is up. Emily and Alyssa handle the newsletter.
Tour View LIVE
Artist itinerary pulled from Monday. Built and live, adoption has not started.
ICON MRM SOON
Tracks pathways toward 10 million by 2033. About to be onboarded.
Campaign spec CLI CONCEPT
A spec-first workflow for campaigns. A concept, not built.
Production and Warehouse handoverHow to use the notes
The notes are the source of truth. An assistant sits on top so you can just ask.
Ask the assistant
A Claude project in the ICON org holds the same notes. It answers only from the notes, names the runbook it used, and says "That isn't documented yet" when we have a gap.
Help us find the gaps
If it says "not documented", that is useful. Tell Abin, and we write it down. For safety and rigging steps it quotes the steps and tells you to read the full runbook first.
Production and Warehouse handoverWhere it all lives
Two Claude projects in the ICON org. Everyone can use them. A few people edit.
Production and Warehouse
The handover notes and the assistant. Ask it how to do a task and it answers from the notes and names the runbook. Use-only for staff.
ICON brand and decks
The logos, the gold illustrations, the brand guideline and the example decks. Use it to make anything on-brand.
Owner
DECIDE
Who can edit
DECIDE
How it is kept current
When a runbook changes, the owner updates the note and re-uploads it to the project.
Production and Warehouse handover
Production workflows and the weekly Mass.
How it works today. Then your turn.
The production pipeline today
From the project template we use in Monday.
Lock the concept or brief
Schedule the filming day
Add to the content tracker
Filming day
Back up and upload to shared drive
Handover doc
Assign editor, divide tasks
Assembly, animation
Review and feedback
Final cut approval
Export formats
Captions and copy
Schedule or upload
Loomly approval
Big projects and Encounter use a separate editor-led template.
Production and Warehouse handoverHow we see workload
Monday is for visibility, not for micromanaging.
Post-only packages
The unit for measuring editor load. Phases are assembly, motion, proofing, Loomly, delivery. Nothing finer.
Streams for social
Ongoing streams with an owner and a time window, not individual posts. Uploaded or scheduled in Loomly is the end of the editor's job.
Pressure maps
Calendar views show overlap. Pressure comes from overlapping post phases and from proofing tails, not from task count.
Reel load as an example: 2 homily reels and 2 OTC reels a week is normal. A push to 6 needs a conversation first.
Production and Warehouse handoverHow production is run
The system around the work. This is what the team takes on.
Tasks come in, then get delegated
Requests arrive from Fr Rob and Jase. The production lead delegates and coordinates. Anything that affects schedule, budget, equipment or another team goes back to the lead first.
People keep their own habits
Nobody maintains granular updates for the lead's benefit. Monday shows pressure and overlap. It is not a checklist for individuals.
Clear outcomes, room to run
Set the goal and the constraints at the start. Let people own the work. Step in for alignment and bigger decisions. Explain why, not just what.
Each of these needs a named owner. We decide that today.
Production and Warehouse handoverThe weekly production meeting
Same shape every week. One section per active project, each with two owners.
Anchor in the outcome
Open with why we are here and what we will have by the end.
Use stakes framing
Say what is at risk or what we gain by acting now.
Save it from derailing
Pull the talk back to the goal.
Hand over like a TV anchor
Give context before passing to the next person.
Use wayfinding
Say where we are in the agenda and how much time is left.
Bookend with D.O.N.
Finish with Decisions, Owners, Next steps. Then update Monday.
Production and Warehouse handoverHanding a project to an editor
The same steps every time. The template is in the notes.
Fill the five sections: objectives, creative direction, instructions, delivery, next steps. Write "TBC" for anything undecided.
Give a delivery date and a broadcast date. Deliver a few days before broadcast.
Send a shared link. Unzip fully, relink offline media, keep the folder structure. Send the whole Premiere Production, not one project file.
A call happens before editing starts. The editor flags anything uncertain. No AI captions published without review.
Production and Warehouse handoverThe weekly Mass, today
Filmed with three cameras. About 3 to 4 hours of editing by hand.
- Film the Mass with 3 cameras.
- Multicam sync, then flatten into a normal sequence.
- First pass cut. The camera for each section is nearly always the same. About 80 percent of the dialogue repeats week to week.
- Downsize from 4K to 1080.
- Crossfade every cut except camera resets. Punch in or out for flexibility.
- Master template. Drag the sequence in. Graphics and placeholders for music and readings are already there.
- Proof, add music and readings, add stingers and ads, export.
Production and Warehouse handoverWho and where
What the notes say about the Mass today.
People
Ryan edits the Mass on his own, with lots of lead time. Jase and the team proof it. Fr Rob's homilies are a separate batch, with reels cut from them.
Files
The master template, stingers and ads live on Dropbox and on the 2TB WD drive. Footage goes to the dump computer, then Dropbox, then the hard drive deep storage.
Known problem spots
Fr Rob stumbles: use a second take or a pickup.
Solemn days (Good Friday) have many moving pieces.
Pentecost audio was stop-start: pull from the volume PC.
Not written down yet
The export preset and destination. The exact camera choice per section. A proofing checklist.
Production and Warehouse handoverWhat I want your feedback on
There are no right answers. Tell me what actually happens.
Handoff. What does a good handoff to the editor look like? What is missing today?
Lead time. How much notice does the editor need, and what is realistic?
Proofing. Who proofs, in what order, and how long should it take? How do bounce-backs reach the editor?
Heavy steps. Where does the 3 to 4 hours actually go? Which steps would you change first?
Written rules. Should the camera choice for each section be written down as a standard? Who owns it?
Cover. If the editor is away, who steps in and what do they need?
Production and Warehouse handoverOptions to react to
Starting points only. Pick, mix or reject.
A. Keep it as is
Write it down properly, add a checklist, and fix the gaps. Least change.
B. Tighten the process
A standard handoff, a fixed proofing window, and one place for bounce-backs.
C. Share the load
A first-pass editor and a finishing editor, so one person is not the only one who knows the Mass.
What did I miss? What would you add?
Production and Warehouse handoverTaking ownership: production
Proposed from what the notes say today. Orange means we decide it in the room.
| Area | Owner | Backup |
|---|---|---|
| Weekly Mass edit | Ryan | DECIDE |
| Mass and big project proofing | Jase and the team | DECIDE |
| Big project approvals | Joshua | DECIDE |
| Social media approvals | Kryz | DECIDE |
| OTC reels | Erek | DECIDE |
| Homily reels | Ryan | DECIDE |
| Weekly production meeting and summary | DECIDE | DECIDE |
| Workload check-in and Monday upkeep | Alyssa (Monday) | DECIDE |
Production and Warehouse handoverTaking ownership: studio and systems
| Area | Owner | Backup |
|---|---|---|
| Studio, storage, systems day to day | Abin Philip | DECIDE |
| Wrangler (ingest tool) | Josh | DECIDE |
| Safety actions (first aider, smoke alarms, OHS) | DECIDE | DECIDE |
| Accounts and admin access | Jase and Fr Rob | DECIDE |
| Newsletter and mailing list | Emily and Alyssa | DECIDE |
| Be A Saint bookings | Admin team | DECIDE |
| Project handover documents | DECIDE | DECIDE |
| Keeping the handover notes up to date | DECIDE | DECIDE |
Production and Warehouse handoverWhat owning something means
Three things, for every owner.
Be the person people ask
You are the first stop for questions about it, and you know who to go to when you cannot answer.
Keep the runbook true
When the way we work changes, you change the note. If the assistant says "not documented", you close the gap.
Review it every quarter
Read your runbook. Fix what is out of date. Tell the group what you changed.
Owners are named in the notes, in the table of who approves what, and in the systems list.
Production and Warehouse handoverWhat happens next
- Collect your feedback today, in the room.
- Fill in every owner and backup marked DECIDE.
- Update the written workflow, the ownership map and the assistant to match.
- Each owner reads their runbook this month. We review as a group in a month.
Gaps we still need to close: export preset and destination, who may change the internet speed, Soul Fuel Cafe episode numbering, and the Be A Saint booking steps.
Production and Warehouse handover