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How to Keep Your iTunes Video Library Organized

How to Keep Your iTunes Video Library Organized

    Sometimes, I think I’m way too anal about some things. According to some of the comments on my previous posts, you agree. But nothing beats how much of a Nazi I am when it comes to my iTunes library.

    Sure, I know the clamor is coming; iTunes sucks, use (insert alternative software here) instead. I’m on a Mac as I write this, I own an iPhone and an Apple TV and a few other Macs are planted here and there around the house. So it just makes plain sense for me to use iTunes.

    But I hate the hoops you have to jump through to keep your iTunes video library in a decent state.

    It used to be that I had to save my AVI movies as “pretend” MP4 files, or create separate reference files that just masqueraded as MP4s when they actually pointed to the original AVI. That was pretty bad, especially since the latter option created a bit of a mess in my folder structure and used up more space.

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    Then I got my iPhone, and then later on my Apple TV, and both of these only run MOVs and MP4s. You can hack the Apple TV and jailbreak the iPhone, but I’m too lazy to play with the iPhone’s innards (“What! You’re a Lifehack writer!” I hear you say) and I tried the Apple TV hacks and didn’t think the system was smooth or integrated enough.

    So, the level of complexity in keeping a workable, networkable iTunes library together just got much greater. And we haven’t even spoken about music, though admittedly that does a much better job of organizing itself and it’s possible to fix simple things without relying on a script.

    There are a few things that are important to having a functional and organized iTunes video library:

    • The files are correctly named.
    • The files are in well-organized folder structures, not straggled around the hard drive.
    • The file metadata is correct; the file actual name and the file’s title in iTunes aren’t the same thing and what works for one doesn’t work for the other.
    • The file works across all devices I want it to work across.

    Before I import television shows in particular, I go into Preferences and tell iTunes not to make a copy of the file when it imports it. I manually go into the iTunes folder structure and create a folder for the show inside the actual iTunes TV Shows folder. Otherwise, when iTunes imports, it’ll make a copy in the movies folder. That’s not a well-organized folder structure! Part of the process we’ll be using actually fixes this automatically, but as I said, I can be strange about maintaining my library and you might want to skip this step (if you’re following along the whole way).

    When it comes to movies, though, this isn’t so important, and if you like the way iTunes organizes music in folders you’ll want to turn it back on when you’re done (at the end of the whole process, that is, not just after you’ve created the new folder).

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    Before adding the files to iTunes, I go through and check the file names. For movies, I just want the title, nothing more or less. But for TV shows, I usually adopt a structure such as this:

    Show – Episode Name – Season/Episode

    So, that might be:

    The Office – An American Workplace – S01E01

    It can be hard to keep a TV series in order, especially when they’re long (like Stargate!). So if your iTunes database corrupts, you’re going to want a clear title that tells you everything.

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    Once your television show is in the right folder, drag the file into iTunes. The iTunes Movies pane is pretty shocking at handling TV Shows, which is why there’s a separate pane for them. But Apple doesn’t let you change the video type from movie to TV show manually. You have to use the Set Video Kind of Selected AppleScript for iTunes.

    This AppleScript lets you set four things:

    • Whether the video is a movie, television show, or music video,
    • The show name,
    • Season number,
    • Episode number start.

    This is great because you can import a whole season of television shows at once, select them in the movies pane, set them as a TV show, set the show name and season number, and then you just enter the episode number of the earliest episode in the series and it orders the rest for you.

    When you set the file as a TV show, it will move that file into the TV Shows folder structure automatically.

    But what do you do when the file is not an iTunes compatible file? You’ve got a few options.

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    1. Go into QuickTime, go to File > Save As, and save a reference movie. It will point to the original video, but iTunes will treat it as though it’s an MOV or MP4 file. However, your Apple TV will not play it, and nor will your iPhone.
    2. Use the Drop to Make M4V Movies AppleScript. You can drop a bunch of videos onto this droplet and it’ll convert them all to M4V format, save them to your Movies folder, and then add them to iTunes. It requires QuickTime Pro, though.
    3. Get Handbrake, convert your stuff manually, and drop it into iTunes.

    Once the file is converted and in iTunes, it’s a matter of using the Set Video Kind AppleScript to sort them into the right places.

    And finally, I like to have metadata filled out nicely, mainly for the sake of my Apple TV—if I’m flicking through all ten seasons of Stargate SG-1 I want to have the description of each episode there, as it’s easy to get lost! There was an app I once tried that automatically converted videos in a “drop box” folder to an iTunes compatible format, put it in your library, and then automatically searched IMDB for all the metadata and filled it in. I didn’t like the app, but that was a great idea.

    Now, I just make a quick trip to IMDB and fill in the episode descriptions—it’s quick and easy since they provide them in the season listing—but I’m definitely looking out for a quick way to fill these fields in automatically without using that conversion software!

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    Last Updated on April 8, 2019

    22 Tips for Effective Deadlines

    22 Tips for Effective Deadlines

    Unless you’re infinitely rich or prepared to rack up major debt, you need to budget your income. Setting limits on how much you are willing to spend helps control expenses. But what about your time? Do you budget your time or spend it carelessly?

    Deadlines are the chronological equivalent of a budget. By setting aside a portion of time to complete a task, goal or project in advance you avoid over-spending. Deadlines can be helpful but they can also be a source of frustration if set improperly. Here are some tips for making deadlines work:

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    1. Use Parkinson’s Law – Parkinson’s Law states that tasks expand to fill the time given to them. By setting a strict deadline in advance you can cut off this expansion and focus on what is most important.
    2. Timebox – Set small deadlines of 60-90 minutes to work on a specific task. After the time is up you finish. This cuts procrastinating and forces you to use your time wisely.
    3. 80/20 – The Pareto Principle suggests that 80% of the value is contained in 20% of the input. Apply this rule to projects to focus on that critical 20% first and fill out the other 80% if you still have time.
    4. Project VS Deadline – The more flexible your project, the stricter your deadline. If a task has relatively little flexibility in completion a softer deadline will keep you sane. If the task can grow easily, keep a tight deadline to prevent waste.
    5. Break it Down – Any deadline over one day should be broken down into smaller units. Long deadlines fail to motivate if they aren’t applied to manageable units.
    6. Hofstadter’s Law – Basically this law states that it always takes longer than you think. A rule I’ve heard in software development is to double the time you think you need. Then add six months. Be patient and give yourself ample time for complex projects.
    7. Backwards Planning – Set the deadline first and then decide how you will achieve it. This approach is great when choices are abundant and projects could go on indefinitely.
    8. Prototype – If you are attempting something new, test out smaller versions of a project to help you decide on a final deadline. Write a 10 page e-book before your 300 page novel or try to increase your income by 10% before aiming to double it.
    9. Find the Weak Link – Figure out what could ruin your plans and accomplish it first. Knowing the unknown can help you format your deadlines.
    10. No Robot Deadlines – Robots can work without sleep, relaxation or distractions. You aren’t a robot. Don’t schedule your deadline with the expectation you can work sixteen hour days to complete it. Deathmarches aren’t healthy.
    11. Get Feedback – Get a realistic picture from people working with you. Giving impossible deadlines to contractors or employees will only build resentment.
    12. Continuous Planning – If you use a backwards planning model, you need to constantly be updating plans to fit your deadline. This means making cuts, additions or refinements so the project will fit into the expected timeframe.
    13. Mark Excess Baggage – Identify areas of a task or project that will be ignored if time grows short. What e-mails will you have to delete if it takes too long to empty your inbox? What features will your product lack if you need a rapid finish?
    14. Review – For deadlines over a month long take a weekly review to track your progress. This will help you identify methods you can use to speed up work and help you plan more efficiently for the future.
    15. Find Shortcuts – Almost any task or project has shortcuts you can use to save time. Is there a premade library you can use instead of building your own functions? An autoresponder to answer similar e-mails? An expert you can call to help solve a problem?
    16. Churn then Polish – Set a strict deadline for basic completion and then set a more comfortable deadline to enhance and polish afterwards. Often churning out the basics of a task quickly will require no more polishing afterwards than doing it slowly.
    17. Reminders – Post reminders of your deadlines everywhere. Creating a sense of urgency with your deadlines is necessary to keep them from getting pushed aside by distractions.
    18. Forward Planning – Not mutually exclusive with backwards planning, this involves planning the details of a project out before setting a deadline. Great for achieving clarity about what you are trying to accomplish before making arbitrary time limits.
    19. Set a Timer – Get one that beeps. Somehow the countdown of a timer appears more realistic for a ninety minute timebox than just glancing at your clock.
    20. Write them Down – Any deadline over a few hours needs to be written down. Otherwise it is an inclination not a goal. Having written deadlines makes them more tangible than internal decisions alone.
    21. Cheap/Fast/Good – Ben Casnocha in My Start Up Life mentions that you can have only have two of the three. Pick two of the cheap/fast/good dimensions before starting a project to help you prioritize.
    22. Be Patient – Using a deadline may seem to be the complete opposite of patience. But being patient with inflexible tasks is necessary to focus on their completion. The paradox is that the more patient you are, the more you can focus. The more you can focus the quicker the results will come!

    Featured photo credit: Estée Janssens via unsplash.com

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