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Here's how you can set realistic deadlines in the video production industry.

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Setting realistic deadlines is crucial in the video production industry to ensure a smooth workflow and high-quality output. It's a balancing act between being optimistic and practical. You must consider various factors that can affect the production timeline, such as client requirements, the complexity of the project, and your team's capabilities. Understanding the full scope of work and having a clear communication channel with all stakeholders involved can significantly aid in setting deadlines that are achievable and satisfactory for all parties involved. Let's delve into some key strategies to help you establish realistic deadlines and maintain a reputation for reliability and excellence in video production.

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1 Understand Scope

The first step in setting a realistic deadline is to thoroughly understand the scope of the project. This means having a detailed discussion with your client to clarify their vision, objectives, and expectations. Ensure you know the length of the video, the number of locations, special effects required, and any other element that will require time and resources. Misunderstanding the project's scope can lead to underestimating the time needed, so it's essential to get as much information as possible upfront to create a timeline that reflects the true nature of the work involved.

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Atsen Jonathan Ahua

Journalist, Broadcaster, Communication Strategy Consultant
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In determining the scope of the production, don't lose sight of the goal which is to communicate the client's message most effectively to their target audience in the most cost effective way. Because you have that unique understanding of how to effectively and creatively combine the technical and artistic elements to achieve this goal, don't be afraid to suggest changes that can enhance message effectiveness and cost. Of course this has to be done with tact and decorum to ensure a positive appreciation of your suggestions by the client. I found that this helped to improve both interaction with the client and the overall impact of the production.

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2 Resource Analysis

Once you have a clear understanding of the project scope, analyze your resources. This includes assessing the availability of your team members, equipment, and any third-party services that might be necessary, such as actors, voice-over artists, or special effects professionals. Knowing what you have at your disposal and any limitations or scheduling conflicts can help you create a more accurate production schedule. If you find that resources are stretched thin, it's better to adjust deadlines early on rather than scrambling to meet an unrealistic target.

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3 Time Padding

Incorporating time padding into your schedule is a smart way to account for unexpected delays without compromising the final delivery date. Video production is prone to unforeseen issues such as weather conditions affecting shoots, equipment failure, or revisions requested by the client. By building in extra time, you give yourself a buffer that can absorb these hiccups. A general rule of thumb is to add 10-20% more time than what you think you'll need, but this can vary based on the complexity and past experiences with similar projects.

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Sarah R. Lotfi

Production Management I Creative Direction I Motion Graphic Design I EdTech Innovator I Screenwriting
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I always try to add in at least an extra 1-3 days for deliverables at every stage of production, because deadlines inevitably roll. I may be waiting on a script from a content developer before I can move into production but that team's priorities have shifted so that then rolls over into my team's ability to produce the video. Rounds of revision with numerous stakeholder can quickly balloon into more time in post, so be sure to gatekeep these and minimize external reviews so that your team's work is efficient and you are not taking too much of other's time.

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4 Milestone Setting

Breaking down the project into manageable milestones is a crucial strategy for staying on track. Each milestone should represent a significant phase in the production process, such as script approval, filming completion, or first edit. These checkpoints not only help in monitoring progress but also provide clear targets for your team to aim for. Keeping these milestones realistic and evenly spaced can prevent bottlenecks and ensure that the project moves forward at a steady pace.

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5 Client Involvement

Client involvement throughout the production process can greatly influence your deadlines. It's important to establish a timeline for feedback and revisions that aligns with the overall deadline. Educate your clients about how their responsiveness — or lack thereof — can affect the schedule. Clear communication regarding when you need their input and the impact of delays on the final delivery helps in managing expectations and keeping the project on track.

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Sarah R. Lotfi

Production Management I Creative Direction I Motion Graphic Design I EdTech Innovator I Screenwriting
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It's very much like that meme from the Notebook: "What do you want?" / "It's not that simple" ... I frequently find that the client often doesn't know what they want unless they see something they don't want that then triggers them to put into words the creative direction necessary for you to produce the video product they desire. I'm not advocating to do bad work, but sometimes initiative in interpreting a design is needed to get the ball rolling. As a general rule, I always ask as many questions as I can on kick off to define scope, budget time and resources accordingly and not get my team into a position that will reflect negatively on their work or the end deliverable.

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6 Flexibility Embrace

Lastly, while it's essential to set firm deadlines, maintaining some degree of flexibility can be beneficial. The video production industry is dynamic, and changes can occur at any stage. Be prepared to reassess and adjust your deadlines if significant changes to the project scope occur or if an opportunity arises that could enhance the final product. Embracing flexibility ensures that you can adapt to challenges while still delivering quality work within a reasonable timeframe.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Here's how you can set realistic deadlines in the video production industry.

1

2

3

4

5

6

7

1 Understand Scope

2 Resource Analysis

3 Time Padding

4 Milestone Setting

5 Client Involvement

6 Flexibility Embrace

7 Here’s what else to consider

Video Production

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Here's how you can set realistic deadlines in the video production industry.

1

2

3

4

5

6

7

1 Understand Scope

2 Resource Analysis

3 Time Padding

4 Milestone Setting

5 Client Involvement

6 Flexibility Embrace

7 Here’s what else to consider

Video Production

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