STEP 3: General coordination and organisation
The aim of this point is the creation of the project timetable. This translates into the coordination and planning of the calendar with all the dates and times of all the activities that are necessary for the execution of the project, such as: meetings, rehearsals, presentations, as well as the people and teams responsible, budgets, purchases, deadlines and general management. It is Production who must ensure that objectives and dates are met, thus the order of this point is very important to maintain good internal communication and work efficiency.
For this step, the competences to be included are:
Financial
Financial
Adaptation to change
Adaptation to change
Personal autonomy and initiative
Personal autonomy and initiative
Teamwork
Teamwork
Anticipation and problem solving
Anticipation and problem solving
Observation
Observation
Creation of production schedule
For more clarity on this step, the following activity is suggested:
Depending on the number of people in Production and Direction.
- To establish a general organisation for the definition of tasks, activities and execution times of the project.
- To determine the processes and times of the production phases of the digital work.
Minimum 60 minutes
- Computer
- Internet connection
- Digital platform for organisation: Excel spreadsheet, Gantt chart, etc.
- Platform for meetings with camera: Meet, Zoom, Whatsapp, etc.
The team prepares for the production schedule. You can use the organisational platform of your choice to record forecasting, planning, organising, directing and controlling.
This activity can be carried out by the producer or the people in charge of production, with the collaboration of the management. These roles are important so that they are leading and managing the overall structure of the project and that the whole team is aware of the different responsibilities and deadlines.
For better organisation, it is recommended that the programme be divided into three stages
Pre-production: Activities and steps to be taken before rehearsals:
- Team building and distribution of roles
- Call for casting
- Budget management
- Contracting or agreement process
- Enable selected platform
- Copyright management (if necessary)
Production: Activities that are managed to facilitate the creation of the work and presentation of the performance.
Examples:
- Production team meetings
- Full team meeting
- Creative team meeting
- Rehearsals: Technical, creative, general, working progress – open rehearsals.
- Photographic, audiovisual record of the process
- Systematisation of the process
- Purchasing and management
- Implementation of the integral design and sound universe in the rehearsals
- Enable payment system
- Development of content and press material for dissemination and promotion of the project
- Presentations and performances
Post production: Actions and tasks to be carried out after the performance. Important step to give sustainability and continuity to the project.
Examples:
- Project evaluation
- Rendering, justification of expenses, payments
- Preparation of the dossier
- Evaluation and management of project continuity
Remark: It is important to establish the items of the chronogram to order the information within each stage.
- Name of the activity
- Description to give more details of the task or activity
- Person or team responsible for leading the activity
- Time: The more specific the better: Month, week, day – Some activities are carried out frequently and others on an ad hoc basis.
Review the timeline as an overall map of the actions to be undertaken. Some questions that help evaluate the efficiency of this task could be:
Is the information clear, are all the activities to be carried out, and are there adequate times to carry out the activities?
Consider a time margin in the timetable in case of unforeseen events.
Gantt Chart template:
https://www.projectmanager.com/templates/gantt-chart-template
Platform to create chronogram of the project:
https://asana.com
Also, an important part of the Production work is related to the provision of materials necessary for the realisation of the work, whether digital or not, the most essential of which are detailed below.
