Whether you’ve been working in video production for 30 years or 5 minutes, you’ve probably heard the phrase, “fix it in pre-pro” and if you’ve heard that phrase you’ve probably also heard the phrase, “We’ll fix it in post” at some point during the production process which more than likely led to a heated conversation between the Producer and whomever said, "let's fix it in post."
When I first started in the business I heard these arguments all the time along with DP’s complaining how the PA’s out of film school don’t learn how to roll cables, but that’s another conversation. What no one really explained, besides which way to roll the cables, was WHY you should fix it in post. The answer I typically received early on was, “because it saves time and money.” I very quickly started to understand why that mattered and now I want to share what I have learned with other starting film professionals in a bit more detail. The kind of detail I wish someone had shared with me before all the “trials by fire.”
Googling pre-production is almost as scary as using WebMD to diagnose symptoms when you aren’t feeling well. It seems like there are endless steps and if you’re new to the commercial world or a film professional looking to move into a producing role for the first time, it can all be overwhelming. My goal is to breakdown elements of pre-production that have helped me successfully produce hundreds of commercials over the last 12 years working directly with clients and ad agencies. For this post we are going to discuss the importance of keeping up with the most current version of your shooting script.
Staying on top of you shooting scripts
Start with the Most Current Version of the Clients Script
After winning the bid, getting contracts signed and deposits in the bank it’s time for pre-production to begin. One of the first puzzle pieces you’ll need is the most current up to date commercial script your client is expecting you to film. The script or creative brief is the Genesis of pre-production for the production team.
If your company isn’t providing the commercial script for you client, chances are your client's creative team has been working on their creative for weeks or sometimes months. At this point it’s probably had a ton of revisions since inception. It’s always helpful and typically appreciated by the client that you double check with their team the script they provide is the most current version.
Once in the hands of your production team that script is guaranteed to go through another few rounds of changes before you have can officially have script lock. If you are the point of contact between the client and the production team it's imperative that you always double check you're working from the most current commercial script.
Tip - most of this still applies if your production company is providing the script.
“So a few words changed, what’s the big deal?” ~ Someone actually asked me this
On paper, changing some of the copy may not read like a big change, but for the director and the storyboard artist, it could be a big deal. If your director and storyboard artist spend a few hours banging out boards to present to the client for a deadline but they've been working from version 4 of the script instead of version 6, you’re going to have some problems.
You’ve wasted precious time and resources
Your team will be frustrated
Your client will not be pleased
It’s just plain embarrassing
Now if this does happen, don’t try to hide it or blame it on someone else, people will see right through that routine. Just own up to it and correct it right away. You’ll be ok.
Once everyone agrees on the final shooting script, get script lock confirmation from the client or your direct report and get it in writing. Getting it in writing is to ensure you’re all on the same page and not meant to make the client feel like you don’t trust them.
Fine, I get it. How do you keep track?
Work Flow Solutions
Cloud based software options have been game changing and there are a TON of options out there making it easy to get lost and potentially overpay. I’ve worked with various solutions and personally, I really like the simplicity of Slack and Google Docs for commercial productions. You can create an entire creative team in Slack with organized channels that will help you and your clients team work collaboratively in real time. Google Docs is free and Slack has a free version with a ton of great features.
Tip - If your client doesn’t use Slack, Google Docs on its own is also effective and widely accepted. It’s also relatively easy to establish a workflow that suits the needs of your project.
Having everything online makes it easily accessible and to follow the progression of the script rather than sorting through endless email threads trying to find the latest draft. However, it’s important to set up a workflow that everyone on your team understands. If you haven’t used Google Docs as a workflow option, it may take some trial and error togure out what works (example below).
Google Docs trial and error: a case study
When I first started using Google Docs I made the mistake of inviting too many people into the scripting document with editing permissions.. It got very confusing very quickly. I now make sure there are only 1 or 2 editors invited into the script to edit and everyone else is on read only. One of those people will update the script live on zoom pre-production meetings and everyone on the document can see the live updates, but cannot edit the document.
Tip - Including a timestamp and date in the header/footer of the script will help you keep track. Change the date/time everytime you make official changes. Match the date and time in your file name anytime you export the script.
Keeping Everyone on the Same Page.
Once the client has approved a final shooting script, we have script lock and are ready for the next steps of pre-pro. At this point I would create a new folder in my Google Docs folder for the locked script, storyboards and production bible so I can prepare to start sharing the necessary pieces needed with the production team as you assemble your crew.
Tip - Do at least a preliminary breakdown of your script before sending assets. You always want to know the script better than anyone else.
Be sure to always have the correct version of the script on hand and double check everyone else has the same version during each step of the pre-production process. I do these checks at every stage from location scouting to being certain the video editor also receives the correct version of the shooting script after final wrap along with scripture notes.
Tip - Make sure your editor's workflow allows for you to go back to previous cuts of the spot. Most editors don’t overwrite client cuts, but never assume.
Note - Scripts can and are often rewritten in post. With each edit version, get a transcript of the version and keep up with each version the same you did at the beginning stages with the client. I also keep a low res view copy of each version so I can easily refer back to it when the client asks (they almost always do).
I have worked on both the fix in post and fix it in pre-pro sets throughout my career. As a producer, I absolutely prefer a “fix it in pre-production” mentality, but don’t actively hate on my fix it post colleagues as long as I am not responsible for their budget or timelines.
Why?
Summed up pre-production is vital in making sure your video production runs smoothly, is cost effective and that everyone involved has a good experience during your production. This is also helpful for client retention. ;-)
In my 12 years of working as a full time film producer I have developed these strategies and work flows based on my own experiences in production. Since you’ve read this far I have no doubt you are well on your way to discovering your own processes as well.
Let's Connect!
If I can help you with your next project or you’d like a second set of eyes to test your workflow system please reach out to me and let’s talk.
I'd love to hear what you're working on and Thank you so much for your support!
Which team are you?
Fix in pre-pro
Fix it in post
Depends
I'm not sure yet