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How do you plan and schedule your production workflow and resources?

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Pre-production is a crucial stage of any media project, whether it's a film, a podcast, or a video game. It's where you plan and schedule your production workflow and resources, and make sure everything is ready for the actual shooting or recording. In this article, you'll learn how to create a pre-production meeting agenda that covers the essential topics and tasks for your project.

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Lydia Slavutin

Writer/Hospitality
Steven Mayatt

I create expert videography & photography to help brands look their best \ Beauty & Cosmetics, Food & Drink, Products &…
Jodie Davis

Broadcast & Digital Innovator | Executive Producer | Digital Strategist | I Make Content That Gets Viewed.

1 Define your goals and scope

The first item on your pre-production meeting agenda should be to define your goals and scope for the project. What is the purpose and message of your media product? Who is your target audience and how will you reach them? What are the deliverables and deadlines you need to meet? How much budget and time do you have? These questions will help you set the direction and boundaries for your project, and avoid scope creep or unrealistic expectations.

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Steven Mayatt

I create expert videography & photography to help brands look their best \ Beauty & Cosmetics, Food & Drink, Products & Tech \ Send me a message to find out what Pocket Creatives can do for your business
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The vast majority of this stage is all about understanding what your client needs, and by when. We tend to work backwards from the delivery date, leaving some buffer room for changes, and the unexpected, and then work out if we need to deliver by x date, we'll need x days to edit with time for review and feedback, shooting before that, pre-production and planning before that. As long as the client then approves, it then gives you a pretty definite route to completion, and then you can book your resources for each project phase around that.

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2 Assign roles and responsibilities

The next item on your pre-production meeting agenda should be to assign roles and responsibilities to your team members. Depending on the size and complexity of your project, you may need different roles such as producer, director, writer, editor, sound engineer, graphic designer, etc. Make sure everyone knows what their role is, what tasks they are responsible for, and how they will communicate and collaborate with others. You may also want to create a contact list or a communication plan to keep everyone in the loop.

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3 Review your script or outline

The third item on your pre-production meeting agenda should be to review your script or outline for your media product. This is where you flesh out the details of your story, characters, dialogue, and structure. You may also want to include some visual elements such as storyboards, sketches, or mood boards to convey your vision. Make sure your script or outline is clear, concise, and consistent, and that it aligns with your goals and scope. You may also want to get feedback from your team or other stakeholders to improve your script or outline.

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4 Plan your production schedule

The fourth item on your pre-production meeting agenda should be to plan your production schedule. This is where you break down your project into manageable phases and tasks, and assign them to specific dates and times. You may want to use a tool such as a Gantt chart, a calendar, or a spreadsheet to visualize your production schedule. You should also consider factors such as availability, location, equipment, weather, permits, etc. when planning your production schedule. Make sure your production schedule is realistic, flexible, and achievable, and that it accounts for contingencies and risks.

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Lydia Slavutin

Writer/Hospitality
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The most essential point made here is despite all your planning, there will absolutely be unforeseen obstacles. a) Maintaining calm: you will feel tremendous pressure both internally and externally in production because everyone is watching, literally. The worst possible way to approach this is to be cruel to yourself when that first mistake happens because anxiety and anger cloud your ability to see a solution and learn from that mistake. In general, you should always be your own biggest cheerleader, even when you miss an easy shot. b) Recognize your own personality and where it will thrive vs take a dive. If you are not good at logistics, multitasking, strategic forward thinking and resourceful problem solving, do not work in Production

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5 Prepare your production resources

The fifth item on your pre-production meeting agenda should be to prepare your production resources. This is where you gather and organize the materials and equipment you need for your production, such as cameras, microphones, lights, props, costumes, etc. You may also want to create a checklist or an inventory to keep track of your production resources. Make sure your production resources are in good condition, compatible, and accessible, and that you have backups or alternatives in case of any issues.

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6 Finalize your pre-production checklist

The sixth and final item on your pre-production meeting agenda should be to finalize your pre-production checklist. This is where you review and confirm everything you have done so far, and make sure nothing is missing or overlooked. You may also want to do a dry run or a rehearsal to test your script, schedule, and resources, and identify any problems or gaps. Make sure your pre-production checklist is comprehensive, accurate, and updated, and that you have a clear action plan for the next steps.

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Jodie Davis

Broadcast & Digital Innovator | Executive Producer | Digital Strategist | I Make Content That Gets Viewed.
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Use project management services like Trello - so everyone is on the same page and can see the process as it advances along. This also helps with accountability.

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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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Christopher Whitmer

Videographer / Cinematographer - willing to travel
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As a cameraman, I always have backups. That means two cameras, two batteries etc. Also, I never carry more weight than I need. So I plan to be light, but resourceful. If you are in pre production for your shoot, remember that having the ability to comfortably move around and shoot all day is far more important, than a wireless follow focus.

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How do you plan and schedule your production workflow and resources?

1

2

3

4

5

6

7

1 Define your goals and scope

2 Assign roles and responsibilities

3 Review your script or outline

4 Plan your production schedule

5 Prepare your production resources

6 Finalize your pre-production checklist

7 Here’s what else to consider

Media Production

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How do you plan and schedule your production workflow and resources?

1

2

3

4

5

6

7

1 Define your goals and scope

2 Assign roles and responsibilities

3 Review your script or outline

4 Plan your production schedule

5 Prepare your production resources

6 Finalize your pre-production checklist

7 Here’s what else to consider

Media Production

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