Project Management & Production Process
Having a clear understanding of the project needs and the upfront planning are keys to a successful outcome.
To set the relationship off on a successful course, we would beginning the assignment with a kick-off meeting (or series of meetings).
This will establish the expectations, introduce the key team members (both on the client and provider side), establish the reporting structure, and more.
The key discussion points and outcomes of the Kick-off Meeting include but are not limited to the following:
- Introduction of the team – who are the key people involved & what responsibilities each have.
- Discussion of scope – what is the full scope of potential assignments and how do we set the milestones along the way? What assumptions, if any, are we operating under?
- Discussion of schedule – A key outcome of this discussion will be a Project Work plan & Schedule. Any organization that is under contract with Pin Point Productions has priority in both production and post-production scheduling.
- Reporting requirements and structure – what reports do you require, how often and when? Who is reviewing which reports and in what format do they prefer?
- What defines success – on a weekly basis, monthly basis and at the conclusion of each project?
It’s clear there is a lot to cover off in one meeting, so the points above are designed to provide an overview of the key information that will have to be gathered very early in the relationship. We recognize that we could also cover the basic information outlined in each of these points above then finalize details over the course of successive teleconference calls and/or meetings.
These guidelines will set the foundation from which Pin Point will establish its production process in order to fulfill their requirements of keeping each project on its production timelines and set budget.
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Production Process
Example – project schedule/creative approach
By following this production process, it provides us with a clear and precise plan of action that keeps projects on time and on budget. This process would begin after the initial kick-off meeting that has introduced the key members and have established the overall goals and context for the project; define timelines, schedule and review and approval processes, and finalize expectations and desired outcomes. Some of these guidelines below may not apply but are listed as discussion points if required.
The project time-line is created with a completion date in mind; this date would be approximately 3-14 days prior to the “drop dead” deadline. This buffer allows for any possible deviation or adjustments that may be required. We then work backwards from this date and establish realistic deadlines for each stage of the process. Each stage also has small time buffers to allow for additional time if required to complete that particular stage.
This project schedule outlined below is a sample for the majority of our projects and is adjusted accordingly for each project based on the requirements and goals that are set. When we follow this process we rarely slip behind schedule and if we do the buffers that are in place allow us to put the project back on track.
Pin Point Productions – production process
Step One: PRE-PRODUCTION
INITIAL CONCEPT MEETING 1-3 days
The initial concept meeting will involve all applicable personnel who may be involved in the project on a regular basis along with Executive Producer and Creative Lead from Pin Point Productions.
Discussion during this process may include:
- Audience – Discuss and define the target audience; what are their motivators, attitudes and beliefs
- Content – Discuss the content that will be communicated.
- Context – How do these videos fit in with other complementary work/projects what impact, if any, do those other projects have on the production of videos (e.g. messaging, theming, focus areas, etc.)
- Ideal Length – Given the audience and the content, how long is the ideal length for these videos
- Tone and style – Given the target audience, what will be most effective: Realistic? Cinematic? Appreciative Lens? Stylized? Talk about examples or possible influences for these videos
- Begin to brainstorm narrative hooks and ideas – Who do we want the characters to be? Whose perspective are the videos from? What’s the story? What would be some options for narratives based on the kind of content, tone and style we’re looking for? Do we use voice over? Etc.
SCRIPT DEVELOPMENT – 1st DRAFT SUBMITTED by PROJECT MANAGER 3-7 days
With the creative concept set and working collaboratively with the client, the Project Manager/Writer (with input from the Director) creates the script for the video. Once the initial draft of the script is finalized, it is submitted to the client for review and input.
CLIENT REVIEW & INPUT 1-2 days
All key contacts that must review and provide input to the script are given the opportunity to do so. The project lead from the client is responsible for ensuring all necessary review and input is sought out and secured.
Once all input have been secured by the client, a marked up draft script is returned to the Project Manager/Writer for revision.
REVISED SCRIPT SUBMITTED by Project Manager 1 day
The script is fine-tuned by the Project Manager/Writer, and resubmitted to the client for approval.
CLIENT APPROVES REVISED SCRIPT 1-2 days
Upon receiving the final draft of the script, the client project lead circulates it internally to those who must review and approve it, and secures approval. The client then provides approval of the script in writing.
TALENT CASTING – Director and Executive Producer 10-21 days (dependent on project requirements)
The assumption is being made that this would be the process to select talent if the approved creative direction requires on screen or voice over talent.
The director creates a document with voice or characterization descriptions based on the script. This CASTING CALL DOCUMENT is then circulated to various talent agencies and casting outlets.
Demos Secured. Talent Agents respond to the Voice Casting Call, submitting voice demo clips of prospective voiceover artists for the project. Pin Point would then arrange for audition clips from those voice artists they are interested in casting for the voiceovers. The artists selected to audition would be forwarded “sides” (a short scripted scene) to prepare their audition clips.
Feedback from client – The Project Manager provides a casting recommendation to the client, which is a short list of potential voice talent and voice demo clips for each. Typically the short list consists of three to five options.
SELECTION – The Project Manager, Director and the client would determine who they wanted to cast in each role via email or telephone meeting.
VOICE TALENT ARE CAST – At this point, based on the decision of the client, the agents are contacted to formally cast the voice talent, and the agents are sent contracts and releases.
“TALENT” COORDINATION – Project Manager
The project manager from Pin Point will coordinate with the selected talent regarding the logistics of the project. The Director of the project will coordinate the creative directive and provide them with the script and any other direction required for the project.
In the case that a project requires non-professional individuals; the people to be featured will require advance preparation in terms of familiarizing them with how a video production works, what we will require of them, and – of course – coordinating their availability for shooting. Additionally, a TALENT RELEASE FORM will be used to secure legal permission to capture their likeness and use it within the videos and all other marketing material.
SHOT LISTING – Prepared by Director 1-2 days once script is approved
With the approved script in hand, the Director goes through the script scene by scene, creating a shot list outlining how each scene will be covered with the camera.
LOCATION COORDINATION 3-14 days – again project dependent once script is approved
The creative team and client determine location requirements.
LOCATION SCOUT – Once locations are confirmed, the Pin Point production team visits each potential shooting location and, liaising with the on-site contact, assesses it based on the creative and logistical requirements for the shoot. Digital photos are taken at each location, including each potential area within the facility where footage will be shot.
LOCATIONS ARE LOCKED – After discussions with the client, the production team would confirm the location and shoot dates (and secure an on-site liaison) with the organization partner. LOCATION AGREEMENTS would be put in place with the organization.
MUSIC – OPTIONS
Select from our royalty free music
Compose soundtrack – fee to be determined
SOUNDTRACK
Immediately upon script approval, an expandable music/sound track would be commissioned from our composer. We would ask for an expandable track that could be adjusted in length to fit the needs of the edit.
STORYBOARDING 3-5 days once script is approved
Based on our understanding of the project assignment, we believe storyboarding is unnecessary for some projects. Particularly videos that is straightforward in nature and or the prohibitive cost when working within a limited budget.
Were the client to require storyboards, the Director, based on the shot list he has created, would next meet with the Storyboard Artist to create a series of STORYBOARDS.
From these storyboards, the visual style and flow of the video is articulated in the clearest way possible, outside of actual production.
The storyboards would then be submitted to the client for review. Depending on their preference, the client may then want a creative meeting, either in person or via telephone, to go over the boards with the Director, in order to clarify the vision for the videos, and then make any adjustments the client deems appropriate.
SHOOTING SCHEDULE and BOOKING PRODUCTION CREW
Based on location availability and weather Pin Point drafts a shooting schedule for internal use that plots out the most efficient way to get all the shots outlined in the shot list.
CREW BOOKED – with the schedule now in place, Pin Point schedules the various crew members needed for the shoot (Director / Director of Photography, Production Manager, Gaffer etc)
Step Two: PRODUCTION
The crew would shoot the required footage based on the shot list. A client representative is highly recommended during production. At times the production may not require a representative to be present; project dependent.
Step Three: POST-PRODUCTION
ROUGH CUT 2-5 days
The editor would assemble the footage taken and arrange it in order. At this point, the video would probably include temporary music, and may not include all the motion graphics or visual effects (if any) that may be included in the final video. This Rough Cut is for internal use only and helps the Project Manager, Director and Editor to determine whether all essential narrative elements have been captured and that the video is shaping up in the desired direction.
FINE CUT 1-2 days
The FINE CUT would be an edit that would closely approximate the finished video. If required, most if not all graphics and effects would be in the video. This Fine Cut would be submitted to the client for review. Any adjustments needed would then be completed after receiving revision notes from the client and then returned to client for second review. The client will provide final revision notes, if necessary, to Pin Point.
CLIENT FINAL REVIEW / APPROVAL 1-3 days
Incorporate version #2 revision notes from the client, the FINAL CUT would be submitted to the client for Final Approval.
COMPRESSION FOR THE WEB / FINAL DELIVERY 1 day
Based on the specifications the client provides, Pin Point will complete the compression of the files for streaming on the web if required.
FINAL DELIVERY
All videos will be delivered to the client on the media that meets the client’s preferences (e.g. downloadable file, DVD, removable media, USB memory sticks, hard drive etc.). The completed video and all raw footage will be archived on two separate hard drives by Pin Point productions as a safe guard to avoid loss of project to unforeseen circumstances. Per the clients request the project and all of its raw footage can be delivered to the client as well via portable hard drive.
