What the smallest productions can learn from the biggest

Gear failures, budget busters, scheduling snafus—video productions are rife with opportunities for things to go wrong. Whether you’re putting together your first small shoot or the 100th episode of a major television program, some scheduling and budgeting tricks can make any production smoother. We asked Crew Connection Manager Ashley LaRocque—formerly a post supervisor for network TV—to share some simple but hard-earned wisdom on ways to save time, money, and headaches.

Three lesser-known tips to save headaches when budgeting and scheduling your next big project:

 

1. Budget extra money and time for working across time zones

Technology is a great way to bring people together across multiple time zones for meetings. But, for daily production and post-production details, it still only goes so far. Even in the digital age, the most reliable way to transfer footage is still on physical hard drives. Packaging, insuring, and shipping costs money. Lots of money. LaRocque once worked on a show that filmed in Australia. Having post-production halfway across the world in Los Angeles made the process incredibly cumbersome. In typical situations, after the crew shoots, they process the footage overnight and hand it off to post production the next day. But in this case, it took a day and a half at best to get to post. Not only did it slow down production and turn shipping into a huge expense, it also took longer to catch mistakes. Time is money. Waiting for resolution costs a lot of both.

The bottom line is that you have to make sure the final result of working across multiple time zones is worth finding both the extra time and money in your budget.

 

2. Simplify processes to save time and money

Most people with “executive” in their title, such as your very own executive producer, don’t have time to read every single email they receive. Or any of them. Including executives in email chains is often a formality. But as LaRocque explains, it’s a necessary formality that has a simple workaround.

We all know it’s the assistants who truly run the show, so LaRocque learned to group executive producers and their assistant(s) under the EP’s name. Every time she emailed one, she emailed them all. Grouping contacts pays off the first time you don’t have to search your memory for an assistant’s name or your inbox for a months-old email.

Another way to save money, time, and brainpower is to use a crewing service to book domestic and international video service providers local to your shoot. A good crewing service can be invaluable when it comes to (quickly!) finding high-quality crews with the right gear and vision for your project. Not sure how to even go about hiring a trustworthy crewing service? Here are five things you should look for.

 

3. Expect the best, but prepare for the worst

You can get a decent idea of what a production will cost if you have worked on a comparable project, but there are always less obvious costs. Consider ahead of time what costs might come at a premium. If you’re traveling crew, you’ll need to set aside extra time and money for ferrying people and their oversized gear, feeding them, and putting them up. If you need to shoot a particular scene at night, keep in mind the premium crews charge for working overnight.

After you’ve budgeted for every subtle expense you can think of, add line items for the ones you’d bet against happening. If you don’t think “zombie apocalypse” will make it through the budget approval process, call it weather delays or gear failure instead. Whatever you call it, just go ahead build in the extra costs now so an extra 10K due to rain delay or a broken camera doesn’t bring your production to a grinding halt.

Similarly, post-production supervisors should have a backup plan in case money gets taken out of their budget. Since post means “after”, it’s only natural that it will receive what’s left of the budget after everything else has already gone wrong. Expect to work on a shoestring budget and you’ll be either dead on or pleasantly surprised.

Plan ahead, but also be flexible when things change course. Because they will. You’ll be easier to work with (and happier!) if unforeseen circumstances don’t derail you.

Who couldn’t use a little more time and a little less hassle on their next shoot? Barring interruptions from zombies, following these tips and planning ahead will make your next project smoother and more profitable.

 


About Crew Connection

Crew Connection logo

Crew Connection puts a suite of marketing tools at your fingertips. Get your demo reels, stills, gear, awards, and more in front of the biggest clients all over the world—for free. At Crew Connection we pay video and post production providers within 30 days of receiving your invoice so your work and your life are never interrupted. Need live assistance or want to add quality jobs to your pipeline? Our crew coordinators are on call around the clock. Sign Up on Crew Connection, call 303-526-4900, or email info@crewconnection.com.

 

This article was originally posted to productionhub.com. Read the original article here.

How do decreased mileage rates affect businesses?

If you’ve ever sent your video service providers on the road for a project, you know you’re expected to pay for every mile those video field crews drive—and all those miles add up. But in 2017, they’ll cost you just a little less.

Effective Jan. 1, standard mileage rates for using a personal vehicle for business purposes will be lower than they were in 2016. Here are the CliffsNotes on how the mileage rates decrease could affect you and your budget.

 

What are the new rates?

  • 53.5 cents per mile driven for business purposes (down from 54 cents in 2016)
  • 17 cents per mile driven for medical or moving purposes (down from 19 cents in 2016)
  • 14 cents per mile driven in service of charitable organizations (the same as 2016)

As you can see, the decrease isn’t drastic. But as the miles add up, every little bit counts.

If you pay for actual costs, you should still expect to cover maintenance, insurance, and other expenses.

 

What contributes to changing rates?

Standard mileage rates are determined based on an annual study of the fixed and variable costs of operating an automobile. Sharply declining fuel prices contributed to this year’s drop. The decrease was relatively minimal because other expenses, such as insurance and maintenance, increased.

 

What do I need to know about mileage rates?

You can find all the nitty gritty details and government legalese about mileage rates and more here. In a nutshell: You’ll be paying your freelancers less for the miles they drive for business purposes in 2017.

 

About Crew Connection

Crew Connection logo

Crew Connection puts a world of video service providers at your fingertips. In just a few clicks you can search, chat with, and book vetted crews local to your shoot—all on your own schedule. Rely on Crew Connection’s team of media experts to organize the crews and gear you need for multi-day and multi-location video projects anywhere in the world. Our crew coordinators are on call around the clock if you ever need live assistance. Visit CrewConnection.com, call us at 303-526-4900, or shoot us an email at info@crewconnection.com.

5 things you need to look for if you’re considering a crewing service

When you’re managing a media department, you’re expected to be everywhere at once. It’s not enough to keep up with the newest gear; you have to make important decisions in the marketing, finance, and crewing departments, too. You know you’ve found a good online crewing service when it gives you back time in your day by providing several workflow management solutions all in one.

Here’s what to look for in an online crewing service:

 

1. Time savings

How much time would you free up if you could skip fruitless Google searches and find both domestic and international video service providers in just a few clicks? Time is money and a good online crewing service saves you both.

 

2. A rigorous vetting process

Your shoots represent your brand; so you don’t want just any crew on the job. You want the best crew on the job. A good vetting process ensures you’re not just searching a slightly-filtered version of Google. Make sure your crewing service’s database is made up of high-quality crews personally approved by an in-house team of experienced media experts.

 

3. Usability

Most of us have abandoned a tool that would have eventually made our lives easier because it had too much of a learning curve. An intuitive interface eliminates frustration and saves you time now—not in six months, once you’ve mastered a complex system of workarounds. A simple interface that allows you to search by services, gear, and location makes the process feel as easy as ordering a pizza.

 

4. Detail management

Rates, dates, gear, travel, and more. The details surrounding video productions are endless and can make even the most organized person feel like throwing computers and phones out the window. The best online crewing services provide a simple place to manage all of the details, including rate negotiations, messages, and invoices.

 

5. Human touch

Online services take crewing to a whole new level, but in some cases, there’s no replacement for the human touch. It’s nice to be able to pick up the phone if you hit a roadblock or just want to skip the screen for once. The combination of stellar online usability and real-life human backup is hard to beat.
Who couldn’t use a little more time and a little less hassle? A good online crewing service is a way to simplify your workflow and make 2017 smoother and more profitable.

You’ll feel like you’ve just hired the uber-organized assistant you’ve always wanted.

 

About Crew Connection

Crew Connection logo

Crew Connection puts a world of video service providers at your fingertips. In just a few clicks you can search, chat with, and book vetted crews local to your shoot—all on your own schedule. Rely on Crew Connection’s team of media experts to organize the crews and gear you need for multi-day and multi-location video projects anywhere in the world. Our crew coordinators are on call around the clock if you ever need live assistance. Visit CrewConnection.com, call us at 303-526-4900, or shoot us an email at info@crewconnection.com.

 

This article was originally posted to productionhub.com. Read the original article here.