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Pickups and Revisions: What’s Your Policy?

January 31, 2022 by Laura Schreiber

Why Voice Actors Need a Policy for Pickups and Revisions

As a full-time, professional voice actor, I love working with repeat clients. I love delivering finished audio I can be proud of, and over the years I’ve come up with a few strategies to reduce the number of pickups I have to do. It is important to understand the difference between pickups and revisions, and how live sessions come into play.

Just What is a Pickup

A pickup implies that you, the voice over talent, have made an error, and typically any and all performance errors are covered by the actor regardless of the size of the job’s budget. This could mean that you misread the script, it could mean that there is an odd noise in the recording and it is obscuring your work, or it could be a performance error. Perhaps you were meant to sound calm and relaxed and the client feels you give off an agitated vibe. Any of this constitutes a pickup. When I book a job, I do ask clients to give me the courtesy of asking for pickups and deliveries within 48 hours of when I give them the finished audio. Most do. Some don’t. How flexible you want to be is up to you, and makes a difference in how you feel about your relationship with the client.

What is a Revision

A revision is different than a pickup. A revision implies that the client has changed the script. Typically this means that they got your VoiceOver audio back, reviewed it, and then decided to make tweaks. For me, for jobs over $250, I include one round of minor revisions which I define as less than 20% of the script within 48 hours of delivery. If it is after 48 hours or more than 20% I charge $75 per 30-minute revision session. If the revisions are more than 40 percent of the script I adjust the rate. If the script starts to look more than 3/4 different and it is a long narration, then it becomes a new job, and negotiations begin. This is not common. In all my years as a VO talent and coach, the two times this has happened, the clients were upfront about the revisions and offered me a new rate before I even had to start worrying. If you are noticing, they are noticing. In terms of the turnaround with revisions, again, you have to decide what you can live with. For example, I work with some eLearning companies that take quite a while to review their work. For me, this is not a problem and I am happy to wait.

Throwing a Live Session into the Mix

So you have a session for Source Connect, Zoom, or Skype. Wonderful. What should your pickup policy be? Audio from a live session is always final delivery. Period. The session should not end until the clients have what they need. This is the industry standard. If the client comes back after a life session and wants a re-record, you are entitled to a fee for an entirely new booking. Basically, you have made yourself available to however many people from their team are on the call, from the producer, to the creative director, to the folks from the brand. They have plenty of time to give direction, chat, and get all that they need from you. You are not in any hurry. If, after the spot is produced, they decide to take the work in a different direction, that’s fine. They can pay you for another session.

Tips to Avoid Pickups and Revisions

In the end, here are some tips I have come up with that leave me having to do very little pickups.

On jobs under three and a half or four minutes, I deliver at least two takes. If a client has options, they are less likely to come back to you wanting more.
I deliver wilds of the end. If there is a talk line, give them lots of options of the end as you would in a live session.
If there is something that may have an unusual or unexpected pronunciation, either try to call the company and hear how they say it, or fine it on YouTube and avoid having to do the retake for that. If you can’t find it, give them wilds of the word or sentence with different pronunciations.
Try to review your audio several times before you submit it. If you are new to VoiceOver, this is a reminder that you need to do your editing for correctness to script before adding EQ/Compression/Effect stack.
If you have a long narration, I actually edit page by page. I go through each page twice before moving on to the next one. I catch my errors and it gives my voice a break.

Ultimately Why Pickups and Revision Policies Matter

In the end, we want our clients to have a great experience working with us. We want them to come back to us over and over again. If we lay out our policies clearly, and there is no room for ambiguities, communication should be seamless. Expectations should be clear. Relationships are built on trust, and when policies are consistent, because there is, in fact, an actual policy, it is much easier for a client to understand what they are being charged for and why.

Client Communications Checklist: How to Best Communicate with a Voice Over Client

October 19, 2021 by Laura Schreiber

By Laura Schreiber & Voice123’s The Booth

This article is sponsored by Voice123.

You nailed the audition! Your voice is exactly what the client wanted and it’s that project you had a special feeling about. Now comes the difficult part; maintaining successful client communications throughout each stage of the project.

It might seem easy since you already landed the job, but keep in mind that clients need to see value to continue the relationship or work with you again in the future. So when working with clients, whether it’s an audition, a direct booking, a booking from an audition, or a repeat client, you only have one chance to get that first communication right! When they reach out to you, it is up to you as the voice talent, to set the tone for how the communications will go. A warm, friendly, helpful response goes a long way in every scenario and helps to build the foundation for a great talent-client relationship.

Do your best to make them happy every single time!

Common miscommunications when working with clients

Miscommunication issues can take many shapes and forms. Messages can be taken out of context by cultural differences and delays can creep in if both parties are in a different time zone.

I have worked with international clients and had some miscommunication issues, so often the more information that you can spell out at the start of work, the easier it is for everyone.

Worse-case scenarios: A client gets offended, gets the wrong impression, or pulls out of the project. Or a voice actor could jump the gun, miss a deadline, or drop the ball altogether by missing an important project requirement.

How can these negative situations be avoided?

From the first communication with a client, it is best to understand the intentions behind the project. If you can, ask questions about the tone of the project and specifically what they are looking for. Knowing the answers to these and other vital questions in advance of doing the work leads to successful client communications and also confirms that a booking is a booking.

To help you with this, here’s a checklist of vital points that you need to go through beforehand.

Ask the client if they have a scratch track.
Ask if they know what music they are going to use. (This helps me understand the tone and the pace of the voice over.)
Confirm the file format. WAV, MP3, or both?
Confirm if the client needs raw or edited audio.
Confirm whom, where and when to invoice.
Confirm your service agreement, payment, and revisions policy.

A key takeaway for clients, in this case, is to contribute to a faster process by responding in a timely manner, being transparent about project details, and keeping a voice actor in the loop regarding any changes or delays.

How to manage client expectations

In general, all back and forth client communications should be prompt. If you are replying to an audition request, it is to your advantage to submit on the early side. Personally, as soon as I get an audition that looks appealing, I try to submit it. If you can be in the first ten submissions, that is ideal. Sometimes it is hard because of differences in time zones, or the demands of another project, but early submission is the key to getting booked. Once the client hears what they need, they will cast the job. They also would rather work with a talent who is responsive.

When replying to emails, whether for an audition or for a booking, being available makes you easy to work with. If you reply quickly and are transparent in your business practices, you are far more likely to gain a client. Timing matters. If a client has a deadline, you do not want to be the reason why they have to push their deadline. Instead, make it easy for them to get what they need by both responding promptly and submitting promptly.

Make all replies personal so that the client feels heard. Be sure to respond to all of their asks in your email and cover all bases. This also includes your turnaround time, pickup/revision policy, and payment terms.

Do’s and Don’ts for setting the right expectations

Don’t feel shy or afraid to outline your terms. Clear and transparent client communications benefit everyone.
Do find out the client’s intentions behind the project. Are they trying to increase sales, or drive more traffic to their website? And what is their target audience?
Do ask about the tone of the project. Often, the client has a specific sound; a voice in their head that they’re trying to match. Asking for an example such as a celebrity, similar sound, or even one of your samples could point you in the right direction.

But how does this translate into a written message when working with clients? Here are some specific templates that can be copied and tweaked to suit your needs.

Template 1: If you missed a client’s message

Hi, Name,

I am so sorry for the delay!

I had to ________, but I am definitely available now. I always aim for professional and fast communication so I really apologize for this.

If you’d still like to move forward with this, I’m more than happy to make it up to you by adding ____ free revisions instead of _____. And also willing to _________, as a gesture of good faith.

Let me know and once again, sincere apologies.

Check out the full list of free Client Communications Templates here.

To sum things up, successful client communications are all about knowing what to say, how to say it, and when to say it. Don’t leave anything to chance. Prepare your communications ahead of time, follow the right format and tone, and always follow the 3 Ps when working with clients:

Professional, Punctual, and Polite.

But there’s so much more to communicating and working with clients. Read the complete Client Communications Checklist For Voice Actors in Voice123’s Voice Over Guide.

Useful Voiceover Tips from a Working Pro

June 18, 2019 by Laura Schreiber

We All Need to Stay on Top of Our Game

As the years go on, in between conferences, a working professional voiceover talent may have a question about our tech or about our recording software from time to time. As a seasoned, full-time professional, sometimes I discuss such issues with my accountability group. Other times I will pay for a session with an audio engineer. But a lot of the time I am plugging away in my booth and I need an answer right away. Another likely scenario is that I am playing around trying to remember how to do something with my audio software that someone has told me about and go down a rabbit hole trying to figure it out. In those instances, I head to youtube and I have found some pretty fantastic videos done by industry friends to answer my questions. Here are some favorites that you might find helpful too:

Time Saver for Editing Breaths

A few years ago in one of my accountability group chats voice over goddess Shelley Avellino firrst talked about how she handled breaths on Twisted Wav. She talked about using the “Detect Silences” option and replacing it with room tone. If your noise floor is low, this is a great option. I thought it was a brilliant idea, but as I do a lot of commercial work my recordings are typically not long enough to do this. Recently, the one and only Kim Handysides suggested I record my auditions all at once, and now that I am in the habbit of doing that, Shelley’s suggestion seems perfect. The problem was that I could not recall how to do it. I turned to YouTube and found this wonderful tutorial from industry friend Christi Bowen. Here Christi explains step by step how to quickly and efficiently replace your breaths in Twisted Wave. She also addresses issues like clipping letters at ends of words, so this is a must watch for sure!

Productivity tips for Twisted Wav

I was lucky enough to meet Jack de Golia and hear him speak in person at WoVo con in Las Vegas, but if you can’t get there, this video is extremely helpful, especially if you are endeavoring to do long form narration or audio books. Jack talks about so many salient recording issues, including why we should never record in MP3 and he provides valuable tips for editing. I also learned something from Jack when I heard him speak in person. I do a lot of live sessions, and Jack said that if your computer fan goes on, you can put ice packs under it to stop your fan. He later cautioned me to make sure I did not get it wet, but I keep my laptop on a raised metal platform, so thus far it has not been an issue. Jack’s thoughtful approach in this video is wonderful.

https://www.youtube.com/watch?v=n9j31QzlraY

Trouble Shooting a Pre-amp

I have had not one, but many sessions with George Whittam, aka George the Tech Guy. I worked with him when initially building my studio. I have had emergency sessions when I’ve had snafus. I have had George build my effects stacks. I have had George build more stacks as I bought more equipment. To say I trust George is an understatement. He is a pleasure to work with and he will never leave you without a solution. This video gives you an idea of what it is like to work through a problem with George. he is calm and full of suggestions. They also happen to be working on an Avalon pre-amp, same as mine. Sometimes you just need to keep trying lots of different approaches and here you get an idea of how George tackles this issue.

Mic Technique

I’ve had a lot of coaching. A lot. For years. From the best in the business. But very little of the work that I have done has been in person, face to face. So, in our business we talk often of mic technique. You, like me, my found it helpful to watch videos about mic technique to learn how other industry professionals perform. I find Gabi’s videos to be both entertaining and insightful and her tips are always on-point. This is extremely specific! I have tried to switch mics and this also often involves adjusting my setup. Gabi looks like she is using the same mic as me now, the Neumann TLM 103, and I can tell you that it is powerful and sensitive so positioning matters a lot.

Conclusions

At the end of the day, we can take what we need from these videos and use them how they apply. I find it a comfort to know that there are so many valuable resources at our fingertips.

Momtreprenuers Top Tips to Manage Summer Break

June 2, 2019 by Laura Schreiber

https://youtu.be/SaRJYYbVJok

Laura Schreiber's Top Tips for Working Moms to Make Summer Fun (https://youtu.be/SaRJYYbVJok)

It’s That Time of Year Again…

It’s hard to believe that it’s June and sunscreen and bug spray are repeat items on our weekly shopping list again. My twins’ final exams are over and summer vacation is in site. My kids are teenagers so we have a few exciting new times on our agenda. My daughter is going away for the first time to a summer program at a college and both kids are getting their driving permits, fingers crossed. As a full-time working mom who runs my own business, I want to make summer special for them while still meeting my professional goals and working full days. Like many women who work, I am juggling a lot of balls, but somehow when the whether is beautiful and the sun is shining I feel like I can do it all. Over the years of being a momtrepreneur, I have come up with the following tips to make our summers flow in a way that makes sense for everyone.

1. Plan Ahead

I am trying to keep a straight face as I write this part, but planning ahead is very helpful. Even in a business where many of my commercial bookings come in 12 hours or less in advance, planning ahead and having a schedule makes life a lot less stressful. If I can look at my week and see when the kids have to be various places and what I have on my plate in terms of my bookings and my clients’ needs, I can best accommodate everyone without stress. As summer weeks tend to have a lot more variation in schedule than our weeks during the school year, planning ahead helps a lot with scheduling live or guided sessions, and with making sure that I leave ample time for editing. At the same time, if my kids need to be driven to activities, plans with friends, etc, I am ahead of the curve.

2. Block Off Time Specifically for Summer Fun

Even though I have financial goals that must be met every month, summer is the right time to take off for fun indulgences like days at the beach or catching a show in New York City. Since it is impossible to spend special days like this with my kids during the school year, I block chunks of time throughout the summer so that I make sure these days are available. In fact, our first special day is coming up this Friday. I have blocked half a day for my niece’s pre-school graduation. Does this mean that I will not meat my monthly minimum? Last year, I was able to meet my goals and actually surpassed them in both July and August. I find that I am extremely motivated by doing well for my children, so carving out this time in my schedule makes me even fresher when I step back into the booth.

3. Keep Kids Stimulated

A key to a successful summer is not just how well a mom organizers her time, but also how busy the kids are kept! I have found that when my kids are meaningfully engaged they are happy and fulfilled and everything goes more smoothly. For example, last summer my kids volunteered as counselors at a camp they went to for years. It was a really rewarding job and they very much enjoyed it. They came home tired but happy. I got my work done and they were busy. If you can make plans like that for your children, your summer will be a lot easier for everyone!

4. Put it All in Perspective

Summer is a time for hammocks and lemonade, for flip flops and coverups. Summer is not the time for harsh criticism and self-assessment. After a few years of juggling work and motherhood, I can tell you that it will all be ok. There might be some days where your kids have to wait for you. They may not be able to swim when they want. You may also miss a client call because you took your kids to the park or to see friends. It’s ok. We all expect so much of ourselves all the time. We make so many plans and so many promises. If all of it gets done, that’s wonderful. If most of it gets done, great. What I have learned is that I always get essential tasks done. Everything else is gravy.

The other thing I now realize is that your kids learn so much from how you, as a mom, handle these situations. I don’t know about you, but I want my kids to remember me smiling and laughing and enjoying them, and not as a crazy basket case. Just give them the summer that you really want, and no one ever fantasized about a summer at their desk!

Tips of a Well-Seasoned Traveler

October 24, 2018 by Laura Schreiber

When Working Mom’s Leave Home, Let’s Do it Right!

Remember, It’s Not a Vacation
As a 24 year old newly wed, I think I actually packed every single pair of shoes I owned on my honeymoon! We were going away for a week, and I knew that I wanted a different dress for every single night of our trip to Bermuda. Fast forward 15 years, and without my strong and handsome husband to carry and haul all of my stuff around, and it was A LOT of stuff, I had to figure out how to have confidence in what I was wearing, look adorable, and manage all my belongings on my own. I am quite intellectually self sufficient, but this realm of physical management was something that had to be learned I boy did I conquer it. So, as I set out for Dev Learn this week, I though I would share some of my favorite tips and tricks to help other working moms best prepare for their business trips too!

Dos and Dos (who needs Donts?):

Here are some of the highlights that get me through conference packing

DO Pack light.
DO Ship conference materials like brochures and swag in advance. I also ship my travel rig in this package.
DO Be sure to call your hotel and make sure they will hold the above package until your arrival!
DO Stick to one color palate.
DO Wear/Pack shoes you can actually function in ALL day and night! I love my chanel ballet flats. They look chic and are very supportive. I always pack black and gold for such trips. Sometimes, in summer, I also bring pink ones. https://www.chanel.com/us/fashion/search/?text=ballerinas&page=0&suggestion=false&cat=True&axis=fashion
DO Use travel size toiletries. I keep mine packed always and replenish as soon as I run out so that bag is always ready. I use this bag from Tumi that is TSA approved and you do not have to take anything out at security: https://www.tumi.com/p/split-travel-kit-022193D2/

Today as I work on this blog I am in the midst of packing for a trip myself. In addition to actual work, I have to pack a weeks worth of school lunches and snacks. I have to do all of the laundry. And sadly, my sweet dog who is always by my side is already at my mom’s house. I try to plan as much as I can in advance not just to make my departure easy, but to make my return easy.

There are a few details that always help me. I keep toiletries that I need in flight in the same cosmetic case and check that I have what I need the day before departure. For cross country and international flights, which I often have, I would hate to be without anti-nausea medicine. I always brink a cozy scarf. I love the ones from J. McGlaughlin: . I also make sure that I not only have m computer, but that I have a cosmetic cased filled with my charger and a Mophie so that I can recharge when I land or if I have a long day at the conference. I always, always travel with my Bose noise canceling headphones. I am a little bit nervous when I fly, not about the actual plane, but about all the details that I can’t control like whether or not we’ll land on time and who will be in my row, and just removing the extra noise helps a lot! So, I always make certain to have these travel essentials!

A Little Pampering Never Hurt

Everyone has different goals on their work trips. When I am going and I will be meeting potential clients or seeing current clients, I want to look and feel my best. This is not the time to cut corners! I make sure to bring what I will sleep well in and will be most like home. This is not the day to try new mascara, nor is it the day to let your hair air dry. If you are a solopreneur investing in flying across the country to connect with clients, spend what is likely between $30-50 and have your hair blown out if you cannot do a decent job on your own. People come from all over the world for these conferences. Once you have actually gotten yourself there, you might as well but your best foot forward.

You can Always Buy It There

I find that it is far better to arrive organized and shop of you need to than to overpack and overwhelm yourself. Unless you are going somewhere very remote, if you forget something it is just a great reason to shop!

In the end, you can figure out what works for you! With lots of business travel under my belt, I have quite an efficient system. If you have tricks that work for you I’d love to hear about them! Wishing you safe travels and an enjoyable trip! Now, don’t forget souvenirs for your kids! 🙂