What are some strategies for organizing a production schedule?

As a DOP you must work closely with your Director and 1st AD. Where is the sun going to be, do you have a cover plan. What angles and shots do you prioritize and which shots can be dragged back to the stage if you get behind. Know which scenes are the ones to spend time on. You don't want to end up with "Gone With the Wind" in the morning and "Dukes of Hazard" in the afternoon. Make sure all Departments are properly staffed and informed of all the location logistics. This process is only as fast as the slowest person. If someone doesn't know the set can only be reached by 3 flights of stairs and you didn't let them know, you have set them up to fail. Lastly, have a schedule meeting with your Producer and PM so they know where you need help

No two Productions are alike. Even the same Client can have a very different brief the next time they come back. That is why creating a Production schedule is a combination of applying experience, and exercising creative problem-solving to ensure a good outcome. The goal of any Production schedule is to ensure we end our shoots on time, with minimal to no overtime. This involves detailed discussions in preproduction, to align the stakeholders expectations, especially the Director and creative crew, who often may have great ideas that may potentially be misaligned from the budgetary constraints set by the producer. A project success is not just measured in Production value - it is also in the satisfaction of the crew and the Client!

The first thing I always think about when creating something new is what is the intention of this? When it's finished what do I hope it achieves? Is it to educate? To make someone laugh? To give a new perspective? Defining that before you get into all the details really helps right from the beginning.

Diving into the world of video production without a clear scope and set goals is like setting sail without a map. It's essential to not only define what you want to achieve with your video but also understand the various types of content that align with your objectives. Remember, the success of your video doesn't just hinge on creativity but also on practical aspects like budgeting and realistic goal-setting. Whether it's boosting website traffic, enhancing brand awareness, or driving sales, setting SMART goals specific, measurable, achievable, realistic, and timely ensures your project doesn't just float in the vast sea of content but reaches its desired destination.

The video production process is broken down into four major parts: 1) Concept and pitching 2) pre-Production - writing, storyboarding, planning, building props, securing talents, location, wardrobe 3) Production - execution, shoots, creating assets and visuals, animation (assuming it’s a mixed media or animation project) 4) post-Production - editing, audio design, compositing, visual effects. The production needs of each stage is slightly different, even the experts that we bring in will often come with different temperaments - sales people who do well in stage one may find stage three alienating to be in. It is truly an HR endeavour to find the right people for the right jobs, to ensure a performing culture in your project team.

Transitioning from planning to execution in video production hinges on segmenting your project into distinct phases: pre-production, production, and post-production. This segmentation is more than an organizational tactic; it's a strategy to streamline workflow, allocate resources effectively, and ensure a seamless progression of tasks. For each phase, meticulously list necessary tasks, estimate durations, identify required resources and equipment, allocate budget—including contingency funds—and assign responsible team members. Establishing milestones and deadlines for each task and phase transforms your plan into a dynamic, actionable schedule, paving the way for a structured and efficient production process.

In video production, transforming your schedule into a visual format not only enhances communication with your team and stakeholders but also facilitates the identification of potential bottlenecks. Leveraging tools like Gantt charts can illuminate task timelines, dependencies, and progress across different phases. Calendars offer a snapshot of when and where tasks unfold, ensuring everyone is aligned on timing and logistics. Incorporating storyboards and shot lists brings your video's narrative and visual elements to life, detailing scenes, shots, angles, and movements. Scripts bridge the gap between the visual and verbal, outlining dialogue, narration, and action.

Breaking your shooting schedule down into 1/2 days. Plan a single element for each 1/2 day, perhaps during a single 1/2 day two things in the morning and/or afternoon. Make it as detailed as possible: what is to be shot, who will be interviewed, at what location and back, what gear will be required. Estimate travel time to and from the location and build in lunch/short breaks for the team. Include all contact information for your location liaison and any subcontractors. Put it in writing, hand out or email to the entire team at the beginning of each shooting day. Update your production plan at the end of each shooting day and mail it / print it out for everyone at the beginning of the next shooting day.

In the ever evolving landscape of production, flexibility is the key to staying ahead. Embracing the unexpected with a proactive mindset not only mitigates risks but also opens doors to creative opportunities. Remember, the most memorable projects often come from the ability to adapt and innovate in the face of challenges. Let's not just manage schedules, but master the art of turning obstacles into stepping stones for unparalleled success.

Murphy loves Production. Murphy’s Law runs Production. Any seasoned producer can tell you, that no amount of planning can fool proof or future proof your Production set. An important philosophy to live by, is to plan for most pessimistic outcomes, but to run the set with cautious optimism and keep everyone’s spirit alive, without being too relaxed. Be prepared for any curveballs or fires (sometimes literal) that may come your way. Always have a good habit of updating and housekeeping your schedules regularly, including your calendars, as well as internal/external timelines. The last thing you want is to have a disgruntled client who expected your delivery today, but your team is only able to pull it off tomorrow.

As more accessible and easy to update the better. I like Gantt software as Microsoft project, but having a good template on google spreadsheets and keeping it visible and updated I think is the best option. You don't need to pay any extra service (most companies have their google email account) and is really easy to use. Also is being constntly updated.

There are various tools available, ranging from free to expensive. Often, there's an industry standard, and you may need to use a specific tool to align with cooperating partners. Therefore, it's crucial to assess your project's needs, budget, and collaboration requirements when selecting the most suitable tool for your production management.

Consider the strengths and weaknesses of your team and assign them the appropriate duties that put them in line for success and/or growth. When you identify team members that still need more experience in certain areas, you can pair them with senior members for more learning. Those senior team members learn about teaching and leadership as well. Everyone should be learning and growing from every production.

For non-scripted: Don’t leave out time for travel, set-up/break down, lunch (keep your crew happy & they will go the extra “miles” for you when really needed), plus “wiggle” room to stay on somewhere a bit longer if something unexpectedly pop’s up. Those are the moments magic tends to happen. Be able to pivot if the story takes you elsewhere and keep your eyes and ears open for those moments. Don’t over-schedule: don’t try to shoehorn too much into a day. You’ll lose sight of the story and why you’re there in the first place.

Always add pad to each scene, change, lighting change, clothing change, set change, location change, and any other things that take time. Also, be ready to cut out things during production as needed in order to stay on schedule. Prioritize what elements your must get to complete the edit as opposed to experimenting with takes and effects that may not work and you may not need.