Last updated on Mar 6, 2024

How can you adjust pre-production schedules when changes occur?

Pre-production is the stage where you plan and prepare everything for your video project, from the script and storyboard to the budget and location. It's crucial to have a clear and realistic schedule that outlines the tasks, deadlines, and responsibilities of your team. But what happens when things change unexpectedly? How can you adjust your pre-production schedule without compromising the quality and efficiency of your video production?

1 Assess the impact

The first thing you need to do when you face a change in your pre-production plan is to assess how it affects your overall project. Is it a minor tweak or a major overhaul? How does it impact your scope, timeline, budget, and resources? You need to communicate with your team and stakeholders to understand the reasons and implications of the change, and how it aligns with your goals and expectations. You also need to document the change and update your project brief accordingly.

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Colin Odle

🎥 Video Strategist | I help impactful businesses grow sales, create connection, and build trust through video by leveraging the human side of storytelling.
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Facing a change in pre-production isn't just about assessment, it's about perspective. Impact on scope, timeline, budget - these aren't just considerations, they're opportunities. Communicating isn't just about understanding, it's about aligning visions. Because managing change isn't just about updating briefs, it's about evolving narratives.

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Felipe Surian

Roteirista I Diretor I Editor Audiovisual
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Depois de entender como a mudança afeta seu plano inicial, é importante planejar o que fazer em seguida. Isso significa definir quem fará o quê na equipe, ajustar metas e prazos, e, se preciso, mudar o orçamento. Também é crucial manter todos informados sobre o que vai acontecer a seguir e ter certeza de que todos estão de acordo com as novas decisões. Com uma boa comunicação, o projeto pode seguir adiante de forma tranquila e organizada.

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2 Prioritize and delegate

The next step is to prioritize and delegate the tasks that need to be done or revised in light of the change. You need to identify the most critical and urgent activities that will affect your production and post-production phases, and assign them to the most suitable team members. You also need to balance the workload and avoid overloading or underutilizing anyone. You can use tools like Gantt charts, calendars, or task management software to keep track of your progress and deadlines.

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Colin Odle

🎥 Video Strategist | I help impactful businesses grow sales, create connection, and build trust through video by leveraging the human side of storytelling.
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Prioritizing tasks isn't just about identifying urgency, it's about recognizing value. Delegating isn't just about assigning, it's about empowering. Balancing workload isn't just avoiding overloading, it's about optimizing capacity. Because managing tasks in light of change isn't just tracking progress, it's about directing momentum.

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3 Negotiate and compromise

Sometimes, a change in your pre-production plan may require you to negotiate and compromise with your team, clients, or vendors. For example, you may need to ask for more time, money, or resources to accommodate the change, or you may need to cut or modify some features or elements of your video. You need to be flexible and creative, but also realistic and respectful. You need to explain the benefits and challenges of the change, and propose solutions that will satisfy everyone's needs and expectations.

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Colin Odle

🎥 Video Strategist | I help impactful businesses grow sales, create connection, and build trust through video by leveraging the human side of storytelling.
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Negotiating changes isn't just about compromise, it's about creating win-wins. Asking for more isn't about accommodation, it's about amplifying possibilities. Being flexible and creative isn't just a requirement, it's an art. Because managing change isn't just about meeting expectations, it's about exceeding them.

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4 Test and review

Before you move on to the production phase, you need to test and review your pre-production deliverables to ensure that they are ready and accurate. You need to check your script, storyboard, shot list, location scout, equipment list, budget, and any other documents or materials that you have prepared. You need to make sure that they reflect the change and that they are consistent and coherent. You also need to get feedback and approval from your team and stakeholders, and make any necessary adjustments.

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Colin Odle

🎥 Video Strategist | I help impactful businesses grow sales, create connection, and build trust through video by leveraging the human side of storytelling.
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Testing deliverables isn't just about readiness, it's about resilience. Checking consistency isn't just about coherence, it's about creating harmony. Getting feedback isn't just about making adjustments, it's about fostering collaboration. Because pre-production isn't just about reflecting changes, it's about shaping the vision.

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Felipe Surian

Roteirista I Diretor I Editor Audiovisual
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Além disso, é fundamental considerar a logística envolvida na produção, como agendamento de equipe, reservas de locais e equipamentos, e coordenação de transporte. Esteja consciente de que todos os aspectos práticos estejam organizados e que haja um plano para lidar com imprevistos. Manter uma comunicação clara e aberta com todos os envolvidos é essencial para garantir que o processo de produção seja fluido e eficiente.

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5 Learn and improve

Finally, you need to learn and improve from your experience of adjusting your pre-production schedule. You need to evaluate what worked well and what didn't, and identify the causes and effects of the change. You need to document your lessons learned and best practices, and share them with your team and stakeholders. You also need to update your pre-production process and templates, and apply them to your future video projects.

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Colin Odle

🎥 Video Strategist | I help impactful businesses grow sales, create connection, and build trust through video by leveraging the human side of storytelling.
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Learning from experience isn't just about evaluation, it's about evolution. Documenting lessons isn't just about sharing knowledge, it's about shaping growth. Updating processes isn't just about application, it's about innovation. Because pre-production isn't just about adjusting to change, it's about driving the change.

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Felipe Surian

Roteirista I Diretor I Editor Audiovisual
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Além disso, é importante realizar uma análise pós-produção para avaliar o desempenho do projeto como um todo. Isso envolve revisar os resultados finais, compará-los com as expectativas iniciais e identificar áreas de melhoria. Ao coletar feedback da equipe, é possível entender melhor os pontos fortes e fracos do processo e implementar ajustes para otimizar futuros projetos.

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6 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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Hendrik N.

Free Artist
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Eine Änderung von etwas gut durchdachtem ist grundsätzlich von vornherein in Frage zu stellen und es gilt zuallererst eine Änderung zu vermeiden, es sei denn die Gründe sind so eklatant, dass der Übergang zu den weiteren Schritten unausweichlich ist. Auch dann sollte die Priorität darauf gesetzt werden, das ursprüngliche Konzept beizubehalten. Ausnahmen bestätigen auch hier die Regel.

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How can you adjust pre-production schedules when changes occur?

1

2

3

4

5

6

1 Assess the impact

2 Prioritize and delegate

3 Negotiate and compromise

4 Test and review

5 Learn and improve

6 Here’s what else to consider

Video Production

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How can you adjust pre-production schedules when changes occur?

1

2

3

4

5

6

1 Assess the impact

2 Prioritize and delegate

3 Negotiate and compromise

4 Test and review

5 Learn and improve

6 Here’s what else to consider

Video Production

Rate this article

Thanks for your feedback

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