Use case: Sports Broadcasting

Achieve more with the right rundown software.

Hear from a team that switched from spreadsheets to proper running order software and how it improved their quality of life and output.

Overview

We asked Charlie Stone, a Producer at Optical Media, about his experience with switching to Rundown Studio. The UK-based video production company specializes in high-end content, including live streaming and multi-camera sports broadcasting. Their multidisciplinary team has TV, news, sports, and entertainment backgrounds. They don’t just stream content—they deliver powerful, eye-catching productions for leading organizations and agencies.

Challenges

Use of spreadsheets

“Running orders were being done on spreadsheets. Timing was a huge issue as it would have to be done manually.”

We see this a lot—spreadsheets are the de facto choice for many teams, even as they struggle to keep up with the demands of complex productions. Although spreadsheets are free and have been used for decades, they are no longer the only viable option.

Sharing and permission management

Sharing is caring, but not everyone needs to see every detail. “Sharing particular items within the running order for the relevant departments was also a problem.”

With their current setup, workarounds had to be created to make relevant variations of the running order available to different roles and clients. Additional steps had to be taken to ensure that each department had the appropriate access to information.

Cost of software

Naturally, they sought other software options to improve productivity and collaboration, but existing solutions were simply too expensive.

Smaller teams deserve professional software, too. In fact, they benefit the most from leveraging technology.

The need for a better solution

An alternative to spreadsheets and pricey software

Charlie knew they needed a better way to create and manage running orders. Spreadsheets were costing the team more time and hassle, while other software was priced out of the reach of smaller production houses. “As a small video production company, this is a huge factor.”

Charlie found Rundown Studio online while searching for cost-effective solutions. He quickly realized he had used other software by the developers of Rundown Studio, so he expected that this would be another high-quality product they could trust.

Enterprise-grade features without the huge price tag

The pricing was attractive, but the features are even more compelling. “[Rundown Studio] had many of the features of higher-priced solutions but at a fraction of the cost.”

It was a no-brainer, and no compromise was needed here. Features missing in spreadsheets or only available in enterprise software are offered in the core product, such as “easy-to-do timings, color coding, and hiding different columns for different users.”

Imagine the relief of never having to manually calculate timings again!

Charlie added, “Crew that worked in TV commented how it had many of the features of programs such as iNews.”

Ease of use

Switching workflows and software can require adjustments, but “it was extremely easy to integrate into the team.”

No extra time was lost to complex, abstract software with steep learning curves. “We have a large, rotating rota of crew for sports, and none of them have had any issues using/understanding Rundown.”

Designed with an intuitive interface for industry users, “the software is extremely straightforward to use. We didn’t have to use any of the tutorials, but I have watched them retrospectively, and they are simple to understand and concise if you feel you need extra support.”

Smart team collaboration

Creating running orders is always a team effort, so having the option to show and hide columns for each specific department made collaboration so much easier. The best part? No software download is needed. Just share a unique link that is accessible on any device.

“I sent the presenter a guest link with access to edit the script, and he could make his own notes before the show. The director and I both had logins so we could build the running order [collaboratively].”

Even if you work remotely, asynchronously, or just want to reduce the number of reminder messages across the team, Rundown Studio has smart features to help keep everyone aligned, including checkboxes for to-do lists and centralized document management.

“Using the handy tickbox feature, we had a cue at the bottom of the script, which we used as a VT ‘make list’ - ensuring we had visibility on what still needed to be done before the show.”

Putting Rundown Studio to the test

A live trial

Charlie’s team initially tried the new software on a 6-hour live Pickleball broadcast. “It was a big deal to our team, as this was a new client for us and a sport we were keen to integrate into our sports roster.”

Rundown Studio’s API allowed them to cue up VTs directly from vMix, making it seamless within existing workflows. Everything went as planned, with no teething issues.

Feedback and customer support

For the live trial on the new client, Charlie’s team requested a teleprompter function, which proved to be an invaluable feature. “We discussed the need for a ‘teleprompter’ output for our presenter, which was integrated within a week. The support we get has only encouraged us to keep using Rundown Studio.”

“The customer support we’ve had is nothing short of outstanding. The response time is rapid, and the team actively takes on feedback and ideas and implements them.”

We love hearing from our users! Charlie’s honest feedback empowers us to refine and improve the product to keep it relevant and valuable across industries.

Switching over to Rundown Studio

Imagine our delight when we learn that their team has integrated Rundown Studio into all the productions at Optical Media, including corporate events and live sports.

“We recently managed a hybrid conference taking place in four different locations. All technical operators and presenters had access to Rundown. The presenters had an iPad, with the ‘teleprompter’ output, and a second iPad on stage had the ‘timer only’ output to keep speakers on track. This meant everyone was on the same page throughout.”

They’ll continue to use Rundown Studio for their project to produce full coverage for Portsmouth Football Club in the Sky Bet EFL Championship.

Summary & Outlook

There’s no need to choose between spreadsheets or busting budgets when a new option is available to producers. Instead, spend less time making manual edits and calculations and more time on the creative side of things.

“We will no doubt continue to use Rundown Studio for all our streams. It has been fully integrated into some of our key projects, and any new project we take on it is assumed it will be used.”

The right running order software doesn’t just elevate your productions—it also increases your team’s quality of life and collaborative abilities. “We will actively continue to use Rundown Studio within the company for all foreseeable live streams and broadcasts.”

Charlie had one little thing to add: “Just try it! You’ll be amazed.”

Find out more about Optical Media at opticalmedia.co.uk