6 Tips for Production Coordinators to Keep Sets Organized

Posted on: Jan 09, 2025

Photo Credit: Gorodenkoff // Shutterstock

By Ben Hickson

As a production coordinator, I play a crucial role in ensuring the set I work on operates smoothly. Depending on the size of the crew, I can be responsible for juggling schedules, managing paperwork and ensuring clear communication among the cast and crew.

Organization is the key to success in this role, as even small oversights can snowball into larger issues. Over the years, I have developed a few tips on how to stay organized on-set:

1. Gather Information Before Arriving On-Set

The first step to staying organized on-set is thorough preparation before you even arrive. Start by gathering all relevant information about the project. I have always been one of those people that wants as much information about the shoot as possible. If I know the plan, then I am able to more effectively anticipate the needs and problems that may arise, and try to solve them before they happen.

I always like to check the call sheet to ensure it is accurate and distributed to everyone the night before. I also double-check call times, locations and contact details for all departments and familiarize myself with the shooting locations, parking arrangements and nearby facilities. Knowing this ahead of time helps address questions quickly. Having this information prepared and easily accessible will prevent unnecessary delays, and will help you hit the ground running once you’re on-set.

2. Master Communication

Clear and effective communication is one of the most vital aspects of being a production coordinator. I often serve as the bridge between departments, so it’s my job to ensure information flows smoothly and misunderstandings are minimized. While on-set, it is important to use walkie-talkies, email, or apps like Slack to keep everyone on the same page.

In my experience, on small reality shoots it’s not always necessary, but if working on a larger set, it would be helpful to assign specific channels or groups for departments (e.g., one for the camera crew, another for wardrobe). If there are any changes to the schedule or location, communicate them as soon as possible. For urgent updates, prioritize verbal or text communication to ensure everyone receives the message. I like to periodically check in with department heads to address their needs or questions because this prevents minor issues from escalating.

3. Organize Paperwork Efficiently

Paperwork is an integral part of the production coordinator’s job. From contracts and permits to expense reports and call sheets, managing these documents systematically is essential for maintaining order. I find that apps like StudioBinder and Google Drive are excellent for creating, organizing and sharing documents because they allow for updates in real-time, ensuring everyone is working on the latest version.

I find that creating a filing system for both digital and physical copies of forms helps me feel on top of everything I am responsible for. Efficient paperwork management saves time, reduces stress and keeps the production logistically sound.

4. Prepare for the Unexpected

No matter how well-prepared you are, unexpected challenges are inevitable on-set. Staying organized also means being adaptable and ready to tackle surprises. Having a production kit is a must, because you never know what may be needed. Having essentials like pens, tape, bug spray and sunscreen, a first-aid kit and anything else you anticipate needing ensures you’re equipped to handle various on-set needs.

When issues arise, stay calm and focus on finding solutions. For example, I once lost a crucial prop for a scene, but instead of panicking I remained calm and was able to find a replacement before it was needed, therefore solving the issue. Being organized means you can address problems swiftly, without throwing off the day’s schedule.

5. Build Relationships and Teamwork

As a production coordinator, your ability to maintain strong relationships is just as important as your organizational skills. Building trust and fostering collaboration among the crew contributes to a more efficient and harmonious set. Be approachable and make yourself available for questions or concerns, and respond with patience and clarity. I always do my best to help other departments when able.

Some of these departments are on their feet all day, so offering a water or just being near to lend a hand is usually greatly appreciated. As the coordinator, I feel it is my job to take care of the crew and make sure their needs are met so they can focus on creating. They should never have to worry about lunch, crafty or logistics if I am doing my job right. A cohesive team operates more efficiently, and your efforts to create a positive environment will not go unnoticed.

6. End Each Day With Organization

The end of the shooting day is an opportunity to set yourself up for success the following day. It may be tempting to put off all the tedious tasks until the end of the shoot, but waiting only creates excess work that can often take over an off day, or put you behind on certain tasks. Try your best to take the time to update documents and drives, revise call sheets and schedules based on any changes during the day, scan and store any releases or receipts, and ensure all gear you are responsible for is accounted for and set up for the next day. By wrapping up each day with intention, you’ll start the next one organized and ready to tackle new challenges.

I love working as a coordinator, and although some days are extremely stressful, I find that my ability to work hard and stay organized is the reason I am successful, even on the toughest sets. Staying organized on-set as a production coordinator requires a balance of preparation, adaptability and strong communication. By gathering information ahead of time, maintaining clear lines of communication and managing paperwork efficiently, you can keep the production on track and foster a more collaborative environment. Organization is not just a skill—it’s a mindset that allows you to anticipate problems, support the team and ensure the project runs smoothly from start to finish.

Benjamin Hickson is an aspiring producer and production coordinator who has 4+ years experience working on various Film and TV projects. He has a background in Public Relations and served for six years in the military. He also has passion for travel and aims to increase LGBTQ+ representation in the entertainment industry.

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