How to Optimize Your Workflow When Editing Large Volumes of Footage

A Nice Workflow for Photo and Video Editing

Working in audiovisual production often means dealing with thousands of files — photos, videos, clips, project folders, backups… Keeping all that organized is just as essential as being creative.

In my case, I work with a Sony A7IV, a hybrid camera that allows me to capture both video and photo in the same production. I edit on a MacBook Pro, so having a clear and efficient workflow isn’t just about staying organized — it’s about working calmly and effectively.

Production wrapped. Now it’s you versus terabytes of footage. Here’s how to survive it.

1. Organising and Naming Files

Nothing helps me more than starting with a clear order from the very beginning. I use Renamer4Mac to automatically rename all files.

For photos, I always separate them into two folders:

• One for .jpg files

• Another for .arw (Sony RAW files)

• 
  

My naming format looks like this: 251003_BrandName_01where “25” stands for the year, “10” for the month, and “03” for the day. This way, everything sorts numerically, and it’s easy to find any session later.

I follow the same structure for videos (.mp4) and delete the .xml files that the camera generates (since I don’t need them).In the end, my base structure looks like this:

📁 ARW

📁 MP4

2. Backups and Safety

I always work with two identical hard drives. If I buy a 4TB drive, I buy two.

The main one is marked with a green sticker, and the backup one has a yellow label or the letter B.

I use Carbon Copy Cloner (CCC) — every time I plug in both drives, it automatically creates an exact mirror copy.

More than once, a drive suddenly stopped working. Luckily, I never lost any data thanks to this system.When that happens, I simply reformat the damaged drive and swap the roles: the backup becomes the new master, and the freshly formatted one becomes the new backup.(Important note: always create a new “Task” in CCC! Otherwise, the backup will get wiped, since the newly formatted disk is empty.)

📌 Golden rule: Never delete anything. You never know when a photo or clip might become useful again.

3. Archiving Projects

I also keep a Google Sheets document where I list every project, its folder name, and which drive it’s stored on.Sometimes I remember a sunset timelapse from Mallorca or a beautiful deserted beach shot that could fit perfectly as an intro for a new project — and thanks to that sheet, I can find it in seconds.

Even for my Final Cut Pro projects, I always export an .fcpxml file.

An FCPXML file saves the project’s entire structure — cuts, effects, audio, color correction — without taking up much space.

It’s a light and safe way to reopen an edit in the future or on another computer, even if the software version has changed.

4. Photo Workflow

Once everything is properly archived and backed up, only then do I format the SD cards for the next shoot.

For photo editing, I use Lightroom.I start by rating images with stars ⭐:

• 1 star = maybe

• 2 stars = good

• 3 stars = better

• 4 stars = almost there

• 5 stars = final

  
  

Then I adjust color, exposure, and contrast. I call this step color correction (CC) — it helps me instantly see which images have already been processed.

To share previews with clients, I export web-size images (1920px wide) and name them like this:251003_ClientName_01_cc_web

I upload them to Pixieset, a platform that lets you create online galleries (free up to a certain limit).Clients can view their gallery, mark their favorites ❤️, and send me their selection.Pixieset notifies me automatically, and from there, I narrow down my working selection.

When everything is finalized, I export the high-resolution images and rename them ending only with _cc (no “web”).

5. Video Workflow

Video is a different process.I create a project named after the client with _ALL at the end, and that’s where I import all the footage. I go through each clip, pick the best parts, and start building a long timeline.

A useful trick in Final Cut Pro X:to prevent clips from snapping together magnetically, use the P tool to move them up to a secondary timeline (a grey bar). This lets you group clips, and with the B tool, you can cut that grey bar and move whole sections around freely.

I usually deliver three versions of every project:

1. (1st cut) – First draft

2. (2nd cut) – With client feedback

3. (3rd cut) – More client feedback

4. (final) – Final version

   
   

Sometimes there’s a 4th cut, but rarely more. I upload all versions to Vimeo as "UNLISTED" links, so the client can review the video securely without it being public.

A well-structured workflow doesn’t just save time — it brings peace of mind.Knowing your files are safe, organized, and easy to find allows you to focus on what truly matters: creating.

Because, as I’ve learned over the years:

✨ Creativity flows better when chaos is under control.

✨ See more of our work at alairefilms.com