If your team uses video but keeps running into the same bottlenecks—lost files, endless re-recordings, and “who has the latest version?” headaches—this guide’s for you. Shared video libraries inside Bombbomb promise to clean up your workflow and actually make collaborating on video content easier. But the setup isn’t magic, and there are a few traps to avoid. Here’s how to make shared video libraries work for your team, minus the buzzwords.
Why Shared Video Libraries Actually Matter
Let’s get honest: most teams either have a mess of videos spread across inboxes and cloud drives, or they’re trying to make do with one person driving everything. Neither works once you’re past a team of two.
A shared video library lets your whole team: - Access the same approved videos (no more “old logo” videos sneaking into campaigns) - Save time re-recording the same intro or FAQ - Track who’s using what - Find and update videos in one place
It’s not about “unlocking new levels of engagement”—it’s about not wasting your day chasing files.
Step 1: Set Up Your Shared Library the Right Way
Shared libraries in Bombbomb are only effective if you set them up with a plan. Don’t start by dumping every video you have into one folder. Here’s what actually works:
1. Decide what really needs to be shared - Not every video belongs in the team library. Start with the basics: intros, FAQs, product explainers, onboarding clips. - Avoid uploading “one-off” videos (e.g., a personal check-in or a custom client message). These clutter things fast.
2. Create a simple folder structure - Don’t overthink it. Use broad categories like “Onboarding,” “Sales,” “Support,” and “Templates.” - If you have more than 5 folders, you’re probably making it harder, not easier.
3. Set permissions early - Bombbomb lets you control who can add, edit, or delete videos. Give edit access only to people who actually need it. - Everyone else should have view or “send only” rights. This stops accidental “oops, I deleted the onboarding video” moments.
Pro Tip: Make one person the “librarian.” They’re not the boss, just the person who keeps the library tidy.
Step 2: Get Your Team Using the Library—Not Their Own Stash
You can set up the perfect shared library, but if your team ignores it, you’re back to square one. Here’s how to get them on board:
1. Show, don’t just tell - Run a 15-minute walk-through. Share your screen. Show exactly where to find and send videos. - Make a quick “how to use this library” video and put it in the library itself.
2. Make it part of your workflow - When onboarding a new teammate, walk them through the shared library before they start sending their own videos. - In meetings, reference shared videos by name (“Use the ‘Welcome to ACME’ video in Sales > Onboarding”).
3. Set expectations - Make it clear that team members should use the shared library for any communication that goes out to more than one client or prospect. - If someone keeps sending their own versions, ask why. Maybe the library’s missing something.
What doesn’t work: Forcing everyone to use only the shared videos for every message. Personalization matters, especially in sales and support. The shared library is for repeatable stuff, not everything.
Step 3: Keep the Library Clean and Up-to-Date
A shared library is only as good as its contents. If it’s full of old, off-brand, or incorrect videos, people will stop trusting it.
1. Schedule regular clean-ups - Once a quarter, review the library. Delete outdated videos, update old info, and check for duplicates. - Ask the team: “Is there anything missing?” Or “What video do you wish you had this month?”
2. Use naming conventions - Titles should be dead simple. “2024 Product Overview” beats “Q2_FINAL_v2.” - Add dates if the content is time-sensitive.
3. Version control: keep it simple - If you update a video, replace the old one or add “(outdated)” to the title. Don’t keep three versions floating around.
4. Track usage - Bombbomb tracks video views and sends. If nobody’s touching a video, ask why. Maybe it’s not useful anymore.
Step 4: Measure What Actually Works
Don’t just guess if your shared videos are helping your team. Use Bombbomb’s built-in analytics, but don’t get lost in the data.
What to track: - Most-used videos: These are your winners. Make sure they’re up-to-date and easy to find. - Videos nobody uses: Probably not worth keeping. Or they need a better title or thumbnail. - Who’s using the library: If only a few people are pulling their weight, you’ve got a training or buy-in problem.
What to ignore: - Vanity metrics like “total plays” if they don’t tie to real outcomes (e.g., closed deals, faster onboarding). - Overly granular data (“who watched for 28 seconds vs. 31 seconds”). Focus on the big picture.
Step 5: Avoid the Common Pitfalls
A few things sound good on paper but fall apart fast:
- Overloading the library: More isn’t better. You want your team to find the right video fast.
- Letting everyone upload anything: This turns your library into a junk drawer.
- Forgetting to communicate updates: If you add a new killer video, tell the team. Otherwise, it gathers dust.
- Ignoring feedback: If people aren’t using the shared videos, don’t assume they’re lazy. They might need something different.
Pro Tip: Set aside 10 minutes in a monthly meeting to ask, “What’s working? What’s missing in our video library?” You’ll spot issues before they become real problems.
Step 6: Integrate with the Rest of Your Workflow
Bombbomb works best when it’s not an island:
- Add links to shared videos inside your CRM notes.
- Use Bombbomb’s Gmail or Outlook integrations to drop shared videos into emails in a couple of clicks.
- Embed shared videos in your training docs, FAQs, or chatbots.
Don’t bother: Trying to force Bombbomb to do things it’s not built for—like heavy video editing or acting as your main content management system. Keep it simple.
Final Thoughts: Keep It Simple, Keep Improving
Shared video libraries in Bombbomb aren’t a silver bullet, but they can save your team a lot of time and hassle if you set things up right. Start small, focus on the videos your team actually uses, and don’t be afraid to tidy up regularly. The best setup is the one your team actually uses—so keep it simple, ask for feedback, and tweak as you go. That’s how you actually get value out of your tools, not just a shinier workflow chart.