OPERATIONS · 7 MIN READ
What information belongs on a property-media job?
A job record should be complete enough for the next person to act without becoming an unfiltered dump of every message. Structure it around decisions and handoffs.
QUICK ANSWER
A property-media job should hold the stable job identity, client and property, confirmed services, appointment and access details, current instructions, assigned people, source and working-file references, deliverable-level production states, review and revision decisions, and the final delivery record. Show each role only the current context needed to act while preserving a traceable history of changes.
Capture identity, scope and timing
Start with a stable job identifier, client, property label or address as appropriate, confirmed services and requested outputs. Add the appointment, relevant access instructions and the current client commitment.
Protect sensitive access and contact information according to the studio’s policy and role needs. Do not place private details in analytics or broadly shared filenames.
| Group | Minimum questions | Why it matters |
|---|---|---|
| Identity | Which client, property and job? | Prevents cross-job work |
| Scope | Which services and variants? | Defines completeness |
| Timing | When is the shoot and next commitment? | Guides scheduling and priority |
| Access | What does the field team need? | Makes the shoot actionable |
Add people, instructions and asset references
Name the photographer, editor, reviewer and delivery owner when those roles apply. Store one current instruction set and record meaningful changes, their requester and confirmation.
Link to source, editor input, review and approved asset locations rather than copying large files or unstable links into several fields.
Track production by deliverable
For every ordered service, show its current state, next action, owner, due handoff and blocker. Keep submitted, approved and delivered separate so a completed photo edit cannot hide unfinished video or floor-plan work.
In a fictional order, photos may be approved, video in review and a floor plan awaiting correction. The job-level view should expose all three conditions at once.
- Current state based on observable work.
- Named owner for the next action.
- Specific blocker or revision request.
- Approved version and decision when complete.
Close with review and delivery evidence
Record approval decisions, open exceptions, the delivery package, intended recipient and handoff time. If a client requests a later change, reopen the relevant deliverable while preserving what was previously sent.
Review unused fields periodically. A field that nobody trusts or updates adds friction; a missing field that causes repeat questions deserves a clear owner and definition.