How do you organize audition tapes and notes?

1 Create a system

Before you start reviewing the audition tapes and notes, you need to create a system that works for you and your team. This can include naming conventions, folders, labels, ratings, feedback forms, and spreadsheets. You want to make sure that your system is consistent, clear, and easy to access and update. For example, you can name your audition files with the actor's name, role, and source (e.g., John_Smith_Mike_Agent.mp4), and use color-coded labels to indicate your preferences (e.g., green for yes, yellow for maybe, red for no).

2 Use a software

If you want to streamline your audition workflow and collaborate with others, you can use a software that is designed for casting and auditioning. There are many options available, such as Casting Networks, Cast It Systems, WeAudition, and Eco Cast. These software can help you upload, store, share, and review audition tapes and notes online, as well as communicate with actors and agents, schedule callbacks, and generate reports. Some of them also offer features like video editing, script sides, watermarking, and self-taping.

3 Watch the tapes

Once you have your system and software ready, you can start watching the audition tapes and taking notes. You should watch each tape at least twice: once to get a general impression, and once to focus on the details. You should also watch the tapes in different orders, such as by role, by source, or by rating, to avoid bias and fatigue. As you watch the tapes, you should look for the following aspects: the actor's appearance, voice, emotion, personality, chemistry, and suitability for the role.

4 Take notes

As you watch the tapes, you should also take notes that can help you remember and compare the actors. You can use a feedback form, a spreadsheet, or a software to record your notes. You should include the following information: the actor's name, role, source, contact details, availability, and any special skills or requirements. You should also write down your comments, questions, compliments, and criticisms, as well as your overall rating and recommendation. You should be honest, specific, and constructive in your notes.

5 Share and discuss

After you have watched the tapes and taken notes, you should share and discuss your findings with your team. You can use a software, a cloud service, or a video conferencing tool to share your audition materials and notes online. You should invite the relevant people to your discussion, such as the director, the producer, the writer, and the casting director. You should also set a clear agenda, a time limit, and a decision-making process for your discussion. You should listen to each other's opinions, ask questions, debate pros and cons, and reach a consensus.

6 Follow up

The final step in organizing your audition tapes and notes is to follow up with the actors and agents. You should inform them of your decisions as soon as possible, whether they are positive or negative. You should also thank them for their time and effort, and provide them with constructive feedback if requested. You should be polite, professional, and respectful in your communication, and avoid making promises or commitments that you cannot keep. You should also keep a record of your communication for future reference.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?