Video Production Under Pressure: Collaborating Effectively with External Teams
Image credit: @vanillabearfilms, Unsplash
Tight deadlines. They're the reality for every project manager, and when you factor in the fact that you have to work with external vendors, the squeeze can be felt even more. Suddenly, “seamless collaboration" feels like a distant dream, replaced by a frantic scramble to get things done. But even when the clock is ticking, you can ensure a smooth and productive partnership with your external video production vendors. It just takes a bit of planning, communication, and a dash of proactive problem-solving.
1. Crystal-Clear Communication from the Get-Go:
Detailed Brief is King: “Where’s the brief?!” Don’t skimp here. The more information you provide upfront, the fewer misunderstandings you'll encounter down the line. Include project goals, target audience, key messages, desired tone, budget, and especially the tight timeline.
Kick-Off Call is Crucial: A dedicated kick-off call (or, more preferably, a face-to-face meeting) is essential to ensure everyone is on the same page. Discuss the brief in detail, address any questions, and establish clear communication channels.
Regular Check-Ins: Schedule regular check-in meetings (even short daily stand-ups) to track progress, address any roadblocks (which need to be dealt with immediately), and maintain momentum. Consistent communication is key to staying on schedule.
2. Streamlining the Pre-Production Process:
Fast-Track Approvals: Implement a clear and efficient approval process for scripts, storyboards, and shot lists. Designate specific individuals responsible for approvals and establish clear deadlines to avoid delays. Limit the people who review the video. You want to focus on key decision-makers only.
Resource Readiness: Ensure all necessary resources are secured before the shoot date (and cleared by your legal department, if applicable). Last-minute scrambling can eat up precious time and impact the quality of the final product.
Contingency Planning: Always have a backup plan. What if your primary location falls through? What if your lead actor gets sick? Anticipating potential challenges and having contingency plans in place can save you from a major crisis.
3. On-Set Efficiency is Paramount:
Detailed Shot List: A well-defined shot list is your best friend on set. It keeps the crew organized, ensures all necessary shots are captured, and minimizes wasted time.
On-Set Communication: Maintain clear and concise communication on set.
Client Presence (Optional, but Recommended): Having a client representative on set (if feasible) can expedite decision-making and ensure the shoot aligns with their vision. By reviewing shots as they’re captured, the client can have peace of mind that what’s being gathered on set fits with what was approved in pre-production.
4. Post-Production Prowess:
Clear Deliverables and Deadlines: Establish clear expectations for deliverables (rough cut, final cut, revisions) and set realistic deadlines for each stage of post-production.
Feedback Protocol: Define a clear feedback process with specific rounds of revisions. Provide constructive feedback in a timely manner to avoid unnecessary delays.
5. Building Strong Vendor Relationships:
Mutual Respect: Treat your vendors as partners, not just service providers. Respect their expertise and recognize their contributions to the project.
Open Dialogue: Foster open and honest communication. Don't be afraid to voice your concerns or ask questions.
Long-Term Partnerships: Building long-term relationships with reliable vendors can significantly streamline future projects. Familiarity and trust can lead to greater efficiency and smoother collaboration.
Tight timelines are a reality in the world of video production. But by implementing these strategies and fostering a collaborative spirit, you can navigate even the most challenging deadlines and deliver high-quality video content that meets your objectives. What other tips do you have? Leave them in the comments.