Scheduling and Time Management

Purpose

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The purpose of this Standard Operating Procedure (SOP) is to establish a structured approach to scheduling and time management for productions at F7 Studios. This SOP ensures that all projects run on time, adhere to planned schedules, and minimize delays by providing clear guidelines for managing daily activities, breaks, and contingency planning.

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1. Pre-Production Scheduling

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1. Project Timeline and Milestone Planning

   • The Producer and Director will develop a comprehensive Project Timeline with key milestones, including pre-production, production, and post-production phases.

   • Milestones will include specific dates for script finalization, casting, location scouting, filming start/end, editing, and delivery.

   • The timeline should allow flexibility for reshoots, unplanned delays, and other contingencies.

2. Daily Production Schedule and Shot List

   • The Assistant Director (AD) will create a Daily Production Schedule that breaks down each day’s tasks, scenes, and estimated time allocations for each activity.

   • The schedule will align with the shot list, detailing call times, setup times, filming durations, and estimated wrap times for each scene.

   • The AD will confirm the schedule with department heads, the DP, and the Producer, ensuring all parties are aware of timing and sequence requirements.

3. Resource Allocation and Crew Scheduling

   • The AD will coordinate with department heads to schedule crew call times based on their responsibilities, ensuring each department is prepared for setup and breakdown times.

   • Key personnel, such as lighting, camera, and props teams, will be scheduled to arrive in advance to complete setup before the cast arrives on set.

   • Any specialized equipment or resource requirements will be scheduled to arrive and be set up before production begins.

2. On-Set Time Management

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1. Daily Call Sheet Distribution

   • The AD is responsible for distributing the Daily Call Sheet to all cast, crew, and department heads by 6:00 PM the evening before each shoot day.

   • The call sheet includes detailed information on call times, scene breakdowns, locations, safety notes, and key contacts.

   • All personnel are expected to review the call sheet and arrive on set at their scheduled call times.

2. Daily Briefing and Schedule Review

   • At the start of each production day, the AD will conduct a Daily Briefing with department heads and key personnel to review the day’s schedule, scene requirements, and any special instructions.

   • The briefing will address any potential issues that may affect timing, such as complex scenes, challenging setups, or planned stunts.

   • Any last-minute adjustments to the schedule will be communicated to all relevant personnel at this time.

3. Scene Setup and Time Allocation

   • Each scene’s setup time will be allocated based on complexity and required technical elements, such as lighting, camera positioning, and prop arrangement.

   • The AD will monitor setup progress and communicate with department heads to keep setup times on track.

   • Any delays or issues affecting setup will be documented and, if necessary, adjustments to subsequent scenes will be made to stay on schedule.

3. Managing Filming Time

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1. Take Tracking and Shot Log Maintenance

   • The Script Supervisor will maintain a Shot Log for each scene, documenting each take’s quality, continuity, and any notes for post-production.

   • The AD will track the number of takes for each shot and coordinate with the Director to minimize unnecessary retakes, optimizing filming time.

   • Preferred takes will be marked as “circle takes” or starred, helping the Editor identify the best footage, reducing time needed for multiple takes.

2. Scene Transitions and Quick Resets

   • Between takes or scenes, the Props, Costume, and Set Design teams will handle quick resets to maintain continuity and prepare the set for the next shot.

   • The AD will coordinate with the DP and department heads to minimize transition times and ensure crew members are prepared for the next setup promptly.

3. Real-Time Schedule Adjustments

   • The AD will monitor real-time progress against the day’s schedule, adjusting timing for upcoming scenes or shots as necessary.

   • If a particular scene requires more time than scheduled, the AD will assess which subsequent scenes or shots may be shortened or rescheduled to maintain the overall production timeline.

   • The Producer and Director will be consulted for any major adjustments to ensure alignment with creative priorities.

4. Breaks and Meal Periods

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1. Scheduled Breaks and Compliance with Labor Regulations

   • The AD will schedule breaks for all cast and crew in compliance with local labor regulations, ensuring regular rest periods to maintain safety and productivity.

   • Breaks are typically scheduled at least every 6 hours, or more frequently if required by law or union agreements.

2. Meal Breaks

   • Meal breaks are scheduled at designated times, with all personnel informed via the daily call sheet.

   • Catering or meal arrangements should be coordinated to ensure that food is available on time to avoid extended break durations.

   • The AD will ensure that departments stagger breaks if necessary to maintain set readiness.

3. Staggered Breaks for Essential Crew

   • Key personnel may take staggered breaks to ensure critical departments, such as camera, sound, and lighting, are always staffed.

   • The AD will coordinate staggered breaks with department heads to avoid disrupting ongoing production activities.

5. End-of-Day Wrap-Up and Debriefing

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1. Daily Wrap-Up Meeting and Review

   • The AD will conduct a brief End-of-Day Wrap-Up with department heads to review completed scenes, assess any delays, and discuss adjustments for the next day.

   • Any issues or incidents affecting the schedule will be documented, and necessary changes will be made to the next day’s call sheet.

2. Equipment Check-In and Storage

   • At the end of each day, department heads are responsible for ensuring all equipment is properly shut down, packed, and stored securely.

   • The Equipment Manager or designated crew member will verify that all equipment is accounted for and in good condition, documenting any repairs needed for the following day.

3. Call Sheet and Schedule Preparation for Next Day

   • Based on the day’s performance and feedback, the AD will finalize the schedule for the following day, making adjustments as needed to stay on track.

   • The Producer and Director will review and approve any significant changes before the AD distributes the next day’s call sheet.

6. Contingency Planning and Problem Resolution

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1. Contingency Plans for High-Risk Scenes

   • For scenes involving stunts, complex setups, or other high-risk elements, the AD will prepare a Contingency Plan that includes alternative shots or simplified versions if delays occur.

   • The Producer will approve these contingency options, which should align with the creative vision but provide flexibility if time constraints arise.

2. Issue Escalation and Real-Time Problem Solving

   • If unexpected delays or challenges occur, the AD will escalate the issue to the Producer, Director, or department heads, depending on the nature of the problem.

   • The AD will coordinate with the relevant departments to find solutions and adjust the schedule to minimize impact on the day’s remaining activities.

3. Documentation of Delays and Lessons Learned

   • Any significant delays or issues affecting the schedule will be documented by the AD in the Daily Production Report.

   • The Producer will review these reports post-production to identify common scheduling challenges and refine future planning strategies.

7. Post-Production Scheduling and Review

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1. Post-Production Timeline Coordination

   • After production wraps, the AD and Producer will coordinate with the Editor, Sound Designer, and other post-production personnel to create a Post-Production Schedule.

   • Key post-production milestones, such as rough cuts, color grading, sound mixing, and final delivery, will be established, with clear deadlines for each phase.

2. Post-Production Debrief and Schedule Feedback

   • The Producer will conduct a Post-Production Debrief with the AD and department heads to assess the effectiveness of the scheduling process and gather feedback.

   • Lessons learned will be documented to improve time management and scheduling practices for future projects.

3. Continuous Improvement and SOP Review

   • The Scheduling and Time Management SOP will be reviewed annually to incorporate feedback, update best practices, and ensure compliance with labor regulations.

   • All revisions will be approved by the CEO, Producer, and AD, and distributed to relevant personnel.