Overview

Graduation is a major milestone-especially for those graduating for the first time or as the first in their family. But amidst the excitement, the lead-up to the ceremony can feel overwhelming, with many students unsure of what to expect on the day. To ease this uncertainty and to support smooth ceremony logistics, the Student Events team approached us to create an explainer video that walks graduates through the key steps and actions of their big day. This video would then be communicated to graduates via email communications and social media.

Process

As the project lead, I was responsible for overseeing the development of a graduation day explainer video - designed to prepare students for what to expect and do on the day of their ceremony. I worked closely with subject matter experts (SMEs) to document the entire graduation process in a clear, linear timeline. We carefully refined the steps to ensure all information was accurate, essential, and relevant from the graduate’s perspective.

To make the content digestible and user-friendly, I wrote the script using conversational language and broke the information into chaptered segments. This allowed for better retention and easy navigation. I conducted real-time script read-throughs to ensure the final runtime stayed within the 3 minute mark.

While I wanted the video to feel engaging and warm, clarity and brevity were key. I took a pragmatic approach—focusing only on the essentials, while allowing secondary or repetitive information to be reinforced through visuals.

​Since the video needed to be inclusive of all campuses, filming at a single site wasn’t feasible. Instead, we filmed the live-action components in a studio against a green screen and later animated the setting and visual cues around the footage. I defined a visual style that aligned with the university’s brand and Student Communications guidelines, opting for a playful contrast between real footage and hand-drawn, frame-by-frame animations.

​I developed a storyboard to map out each step of the process, test pacing, and refine narration. I also managed the filming process—coordinating talent and a videographer, assisting on-set with direction, props, and styling to ensure we captured exactly what was needed.

​Once the filming was complete, I received the final footage and moved into animation—using Procreate Dreams and Adobe After Effects to bring the video to life with hand-drawn frame-by-frame animation.

Outcome

The final video was successfully distributed across key communication channels—including targeted graduation emails, the University website, and social media platforms—maximising its visibility and ensuring it reached all graduating students in the lead-up to their ceremonies. Strategic use of YouTube chapter markers enhanced usability, allowing graduates to easily revisit specific sections, which contributed to stronger information retention. Feedback was overwhelmingly positive: students reported feeling more prepared and less anxious, while event staff observed a noticeable improvement in ceremony flow, with fewer questions and increased confidence among attendees.

Instagram achieved 7,751 views, 133 likes, 69 shares, and 42 saves, while YouTube achieved 764 views, a high 86% viewer retention to the 2-minute mark, and an 81.5% average view percentage—well above typical engagement benchmarks. Stakeholders and graduates have reported a positive experience and improved sense of preparedness in the lead up to their graduation ceremony.

The success of this resource has led to its continued use within Graduation communications campaigns.