6 Ways to Manage a Large Production Crew Across Multiple Locations
Posted on: Oct 23, 2024
Photo Credit: Giovanni Cancemi // ShutterstockIt’s not easy managing a large production crew spread out in different locations – you’ve got to juggle logistics and make sure everyone stays on the same page.
Whether you’re spread across multiple locations in the same city, state, or country, you can benefit from implementing the following tips to help streamline the chaos.
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Centralized Project Management Tools
Utilize platforms such as Trello, Slack, or Asana to consolidate crew schedules, tasks, and communications. When information is centralized, it allows all team members, regardless of their location, to stay synchronized.
Tracking daily activities, deadlines, and shooting schedules across different locations becomes effortless with the help of shared calendars and project management apps. By collaborating in real-time, we can minimize misunderstandings and maintain consistency, which is crucial for long days on set.
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Dedicated Location Coordinators
Hire coordinators who can oversee day-to-day operations on each set or location, tailored to their specific area. Both the local crew and the overarching production team rely on these coordinators as their main point of contact, with Teamsters being the point of transportation to and from locations and/or parking areas that are far from set.
Coordinators must handle tasks like overseeing equipment deliveries, supervising set setup, and managing location-specific issues such as permits and weather conditions.
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Effective Communication Protocols
Keep communication lines open to prevent any mix-ups. It is important that every department head establishes direct contact with a key decision-maker in the production team in order to maintain effective communication protocols. You might be too far for standard walkie communication. Regular check-ins through video calls or messaging platforms ensure seamless operations across multiple sites.
Use platforms like Zoom or Google Meet to hold virtual meetings and make sure everyone is on the same page about project goals, changes, and progress.
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Real-Time Problem Solving
Unexpected problems are likely to occur, especially when overseeing teams in multiple locations. Create a system for reporting issues in real-time, so the central team can handle them immediately and not mess up the production schedule.
Utilize cloud-based platforms for instant file and project updates that everyone can access, making it easy to adjust shooting schedules or call sheets. Plus, this keeps changes and schedules easily accessible to everyone who needs them.
Remember to plan ahead for equipment logistics, especially if teams in different places will be sharing high-value items like cameras or lighting gear. Don’t forget to arrange the shipping, rental, and return of these items in advance so that everything goes smoothly.
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Consistent Quality Control
Maintaining consistency across multiple sets is essential for the final product to have a unified feel. Get everyone on the same page with lighting, sound, and camera work by implementing standardized procedures. Create and distribute a detailed production manual that outlines quality expectations.
Don’t forget to review the footage from each location and have virtual reviews with the teams to make sure the work is consistent, no matter where it is.crew is working.
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Legal and Permitting Considerations
Different locations may require different permits, legal considerations, and insurance policies. Designate a legal team to manage these tasks and ensure compliance with local regulations for each filming site.
Maintain a comprehensive production guide that outlines location-specific legal considerations for quick reference by location coordinators or crew members.
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