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What are the best strategies for managing pre-production conflicts and negotiations?

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Pre-production is a crucial stage in any media production project, where you plan, prepare, and coordinate everything from the script, budget, and schedule to the cast, crew, and locations. However, it can also be a source of conflicts and negotiations, as you have to deal with different expectations, opinions, and interests from various stakeholders, such as clients, partners, sponsors, talent, and suppliers. How can you manage these challenges effectively and ensure a smooth and successful pre-production process? Here are some of the best strategies for managing pre-production conflicts and negotiations.

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1 Clarify the scope and goals

One of the main causes of pre-production conflicts and negotiations is a lack of clarity and alignment on the scope and goals of the project. To avoid this, you need to define and communicate clearly what the project is about, what the deliverables are, what the deadlines are, and what the success criteria are. You also need to establish and document the roles and responsibilities of each stakeholder, as well as the decision-making and approval processes. By doing this, you can set realistic expectations, avoid scope creep, and prevent misunderstandings and disputes.

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Benjamin Greig, ChPP -CPPD-MAIPM. Eng Aust CEngT, Chart -PM

SME in renewable energy. National Program Director at "Jet Charge", Major Projects, Chartered Project Professional (APM), CPPD (AIPM). Chartered-PM & Leadership, NER - CEngT Electrical, Civil and Mechanical Engineering.
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Scope from day one Deliverables from day one. Budget from day one Scheduled completion date by day one. All this should be done a head of time and by working with the stakeholders to get the information up front.

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Tanveer Ahmed Niazi

Writer, Translator English/Urdu), and Storyteller
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Navigate Pre-Production Chaos: A Junior's Guide Pre-production: a whirlwind of clashing visions and priorities. Conquer it like a pro with these tips: ? Align the team: Share goals & audience, be open & honest. ? Plan together: Integrate production & marketing, anticipate clashes. ? Empathy is key: Listen to understand, not win. Win-win solutions benefit all. ? Facts disarm conflict: Back your arguments with data, not emotions. ? Embrace diversity: Celebrate different perspectives and fuel innovation. ? Flexibility is your friend: Adapt, improvise, learn from mistakes. ? Seek inspiration everywhere: Open your mind to unexpected sources. ? Build your support system: Learn from mentors & and peers, and share your wisdom.

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2 Listen and empathize

Another key strategy for managing pre-production conflicts and negotiations is to listen and empathize with the different perspectives and needs of the stakeholders. You need to understand their motivations, concerns, and preferences, and acknowledge their contributions and feedback. You also need to show respect and appreciation for their expertise and experience, and avoid being defensive or dismissive. By doing this, you can build trust and rapport, and foster a collaborative and positive atmosphere.

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Jess Vanacore

Director, Events & Experiences @ Athena | Senior Producer
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This is a crucial component throughout the entire production cycle, but especially during pre-production. Pre-production sets a tone for the entire project and it is key, from the very first kick off call, that a culture of respect and transparency is conveyed. It's all about those first impressions! If you and a client get off on the right foot, it makes navigating challenges and conflicts that much easier. I put people first in my projects - and that includes my clients. In my mind, my clients are my colleagues. We're all working together to achieve the same common goal. When you put people first, everything else finds its place, trust me.

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3 Negotiate and compromise

A third essential strategy for managing pre-production conflicts and negotiations is to negotiate and compromise when there are disagreements or differences. You need to identify the common ground and the areas of divergence, and explore the possible options and alternatives. You also need to weigh the pros and cons of each option, and consider the impact on the project's quality, budget, and timeline. You then need to propose and agree on a solution that satisfies the most important needs and goals of the stakeholders, and that is feasible and realistic. By doing this, you can resolve conflicts and reach win-win outcomes.

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Jess Vanacore

Director, Events & Experiences @ Athena | Senior Producer
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When it comes to negotiating and compromising, I find it useful to write out the problem I am trying to solve, then bullet point possible solutions, and the implications of those solutions. I will then order those solutions based on my recommendations and explain my thought process behind it. I will often find solutions that do not involve an extra cost, and sometimes it makes sense to present an option that does. Sometimes all it takes is small overage to solve a big problem. I make sure to document these solutions and align with my internal teams first. I implement their feedback then present options to my clients and have a dialogue. I make sure to listen to their feedback and compromise where I can.

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4 Communicate and update

A fourth important strategy for managing pre-production conflicts and negotiations is to communicate and update regularly and transparently with the stakeholders. You need to inform them of the progress, challenges, and changes of the project, and seek their input and feedback. You also need to address any issues or concerns promptly and professionally, and explain the rationale and implications of any decisions or actions. You then need to document and confirm any agreements or modifications, and ensure that everyone is on the same page. By doing this, you can avoid confusion and frustration, and maintain accountability and engagement.

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5 Anticipate and prepare

A fifth useful strategy for managing pre-production conflicts and negotiations is to anticipate and prepare for potential problems and risks. You need to conduct a thorough analysis of the project's scope, goals, resources, and stakeholders, and identify the possible sources of conflict and negotiation. You also need to develop contingency plans and mitigation strategies for each scenario, and allocate sufficient time and budget for them. You then need to communicate and consult with the stakeholders about the risks and plans, and ensure that they are ready and willing to adapt and cope. By doing this, you can reduce uncertainty and stress, and enhance flexibility and resilience.

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Raymond Velasquez

Growth Marketing & Sales Manager @ CXE | Passionate about creating and crafting impact!
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Prepare, prepare, prepare. This means doing your research, watching similar content for inspiration, having the necessary conversations, and imagining your project in detail. In my experience, the recipe for good pre-production is going above and beyond.

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6 Learn and improve

A sixth and final strategy for managing pre-production conflicts and negotiations is to learn and improve from the experience. You need to conduct a post-mortem or evaluation of the pre-production process, and collect and analyze the feedback and data from the stakeholders. You also need to identify the strengths and weaknesses, the successes and failures, and the lessons and best practices of the project. You then need to apply and share the learning and improvement opportunities for future projects, and celebrate and acknowledge the achievements and efforts of the stakeholders. By doing this, you can increase your skills and knowledge, and strengthen your relationships and reputation.

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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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Jess Vanacore

Director, Events & Experiences @ Athena | Senior Producer
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Preproduction is often done under tight deadlines which can be stressful for some. My advice is to always keep a positive attitude, be open and transparent with your team and client, and don't be afraid to admit when you don't know something during planning. No one job is ever the same - each production is unique in its needs and it's okay to not know something along the way. This also extends to admitting when you are wrong. I'm not afraid to own up to my mistakes - we are all human after all. Now, I'm hoping a mistake is never as big as, say, I booked the completely wrong location or I forgot to coordinate transportation...but if something falls thru the cracks (forgot your client's favorite drink), or you make a genuine error, own it.

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What are the best strategies for managing pre-production conflicts and negotiations?

1

2

3

4

5

6

7

1 Clarify the scope and goals

2 Listen and empathize

3 Negotiate and compromise

4 Communicate and update

5 Anticipate and prepare

6 Learn and improve

7 Here’s what else to consider

Media Production

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What are the best strategies for managing pre-production conflicts and negotiations?

1

2

3

4

5

6

7

1 Clarify the scope and goals

2 Listen and empathize

3 Negotiate and compromise

4 Communicate and update

5 Anticipate and prepare

6 Learn and improve

7 Here’s what else to consider

Media Production

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