If you're reading this article you're probably curious how a production company produces a project.
Production work can range from simple to complex, structured to adaptable, draining or creatively fulfilling. What makes video production unique is the diversity in the types of projects it produces. A 30-second commercial? No problem. A feature-length documentary? We’ve got it covered. Animation synced to voiceover? Absolutely. While the process follows a structured approach, it’s designed to accommodate a wide range of inputs, needs, expectations, ideas, and requirements, ultimately delivering a tailored final product that feels distinct and personal to each client.
Clients approach us in varying stages of this process. Some clients already have briefs, some approach us with a problem. Before we're able to start this process, we need to understand one thing: What are you trying to solve? From there each projects typically start with either one of two directions. Either 1) the budget is known and we build the creative to fit the budget or 2) the budget is unknown and we build a creative approach while also building a budget.
With this foundation set, the following process is a standard operating procedure for us at Port Side. While these steps can be shortened or added to depending on the needs of the project, it's this process that we workshop each project through.
- Contract
An agreement between Port Side Productions and the client that outlines the terms, conditions, scope of work, and expectations of the project.
- Master timeline
A comprehensive timeline that integrates all phases of the project, from pre-production to post-production. The master timeline serves as the overarching schedule, helping to manage deadlines and coordinate activities across the entire production.
- Discovery Meeting
The discovery meeting is the foundational step in our collaboration process. During this session, we engage with you to understand your project’s goals, target audience, brand identity, and creative vision. This meeting allows us to explore your ideas, gather key information, and discuss initial concepts.
- Creative Brief
A document that outlines the project’s objectives, target audience, key messages, and creative direction. This generally comes with two rounds of revisions.
- Treatment
A document that provides a narrative description of how the creative concept will be executed, including tone, style, and visual elements. The treatment acts as a bridge between the creative brief and the final product, offering a clear vision of the project’s outcome. This generally comes with two rounds of revisions and can feature a variety of concepts depending on the scope.
- Inspiration
A collection of visual, auditory, or thematic elements that inspire and influence the creative direction of the project. These elements help guide the production team and client in shaping the project’s overall aesthetic and emotional tone.
- Moodboard
A visual tool that gathers images, colors, textures, and design elements to represent the desired look and feel of the project. The moodboard helps establish a cohesive visual style and ensures that all creative decisions are aligned with the project’s vision.
- Temp music
A selection of temporary music tracks used during the editing process to establish the tone, pacing, and emotional impact of the project. Temp music helps guide the overall mood and can serve as a reference when selecting final music tracks.
- Script/Outline
A written document that provides the narrative structure of the project, including dialogue, scene descriptions, and key visual elements. This generally comes with two rounds of revisions.
- Tentative Production Schedule
A preliminary timeline that outlines the key milestones and deadlines for the production process. This schedule serves as a roadmap to ensure all phases of the project are completed on time and within budget.
- Script/Outline Breakdown
A detailed analysis of the script or project outline, breaking it down into specific scenes, shots, and sequences. This step is crucial for understanding the project’s scope and organizing the production efficiently.
- Location Casting
The process of identifying and evaluating potential locations for filming. The goal is to find locations that align with the project's visual and logistical needs, ensuring that they enhance the story while being practical for the production.
- Location/Tech Scouting
Location scouting involves visiting the locations physically to evaluate the location for its feasibility for production.
- Casting
The selection of actors, talent, or athletes who will bring the characters and narratives to life. This stage focuses on finding the right individuals who align with the project's vision and the client's brand.
- Shot List
A visual representation of the script or outline, broken down into individual frames. Shotlists serve as a guide for the production team, ensuring everyone is aligned on the visual direction and flow of the project.
- Crew
The crew is selected to match the specific needs and scale of the production.
- Set Design
The process of designing and constructing the physical environment where the project will be filmed. Set design ensures that the setting reflects the desired atmosphere and enhances the narrative.
- Props/Wardrobe
The selection and preparation of props and wardrobe items that will be used in the production. This step is essential for ensuring that all visual elements align with the project’s theme and character development.
- Location Release Forms
Legal documents that secure permission to film at specific locations. These forms are necessary to avoid any legal issues and ensure that all locations are used in compliance with local regulations.
- Talent Release Forms
Legal agreements signed by the talent, granting permission to use their likeness and performance in the final product. These forms are crucial for protecting both the client and the production team.
- Permitting
The process of obtaining the necessary permits to film in specific locations, especially public spaces. Permitting ensures that the production complies with local laws and regulations, avoiding potential delays.
- Day of Schedules
Detailed schedules that outline the activities and timelines for each day of production. These schedules are essential for keeping the crew and talent on track and ensuring a smooth production process.
- Insurance
The procurement of insurance policies that cover the production, protecting against potential risks such as accidents, equipment damage, or delays. Insurance is vital for safeguarding the project and the client’s investment.
- Call Sheets
Daily schedules distributed to the cast and crew, detailing the specific times and locations where they need to be during the shoot. Call sheets ensure that everyone is informed and prepared for each day of production.
- Production Kick-Off Meeting
An initial meeting that brings together the entire production team and key stakeholders to review the project’s objectives, timelines, and responsibilities. This meeting sets the tone for the production and ensures that everyone is aligned on the project's goals.
- Production
The production phase is where the creative vision comes to life. During this stage, our team captures all necessary footage, working closely with the client to ensure that every shot aligns with the project’s objectives and creative direction. This involves directing talent, managing the crew, and coordinating all on-set activities to achieve the highest quality visuals. The goal of the production phase is to gather all the raw materials needed to craft a compelling final product that tells your brand's story in the most impactful way possible.
- Footage Back-Up
All footage is meticulously captured and handled with care to ensure the highest quality. To safeguard this valuable content, we implement a 3-2-1 backup system: three copies of the footage are created, stored on two different types of media, with one copy kept offsite in the cloud. This approach minimizes the risk of data loss, ensuring that all assets are securely preserved, even in the event of hardware failure or unforeseen circumstances.
- Post-Production Kick Off Meeting
This meeting marks the official start of the post-production phase, bringing together the editing team, director, and key stakeholders. During this session, we review the footage, discuss the creative direction, and outline the timeline and milestones for the editing process. The goal is to align everyone on the vision for the final product and ensure a smooth workflow.
- Rough Cut v1
The first version of the edited video, known as the rough cut, is assembled to establish the basic structure and flow of the project. While this version may not include final color grading, sound design, or graphics, it provides a preliminary look at how the story will unfold. The rough cut is a crucial step for identifying areas that need refinement.
- Client Review v1
The initial rough cut is presented to the client for feedback. This review session allows the client to provide input on the overall structure, pacing, and content of the video. The goal is to ensure that the project aligns with the client’s vision and to identify any changes or adjustments needed before moving forward.
- Revised Cut v2
Based on the feedback from the first client review, the editing team makes necessary revisions to the rough cut. The revised cut incorporates adjustments to the structure, pacing, and content, bringing the project closer to its final form.
- Client Review v2
The second version of the video is shared with the client for further review. This step allows the client to assess the changes made and provide additional feedback. The goal is to refine the project further, ensuring that it meets the client’s expectations and creative vision.
- Picture Lock
Once all structural edits are finalized and approved by the client, the video reaches the picture lock stage. At this point, no further changes to the edit are made, and the focus shifts to polishing the visual and auditory elements.
- Color Grade
The color grading process enhances the visual tone of the video by adjusting colors, contrast, and brightness to create a cohesive and aesthetically pleasing look. This step is crucial for setting the mood and ensuring visual consistency across all scenes.
- Sound Design
Sound design involves adding, mixing, and refining the audio elements of the project, including dialogue, sound effects, and music. This process ensures that the audio complements the visuals, enhances the storytelling, and creates an immersive experience for the audience.
- Graphics
During this stage, any necessary visual effects, motion graphics, titles, and lower thirds are added to the video. Graphics are used to convey information, emphasize key points, and enhance the overall visual appeal of the project.
- Client Review v3
The nearly completed video, now with color grading, sound design, and graphics, is presented to the client for a final review. This stage allows the client to see the polished product and provide any last-minute feedback before delivery.
- Delivery
The final, approved video is delivered to the client in the desired formats and specifications. This stage includes providing all necessary files, such as the master video, social media versions, and any accompanying materials. The goal of delivery is to ensure that the client receives a high-quality product ready for distribution across their chosen platforms.
Creatives often catch flak for preferring to be untethered from structure to produce creative assets and while there is some truth to this, we've found that great creative comes from following a process. There's a time to be unhinged and let the ideas fly but this approach doesn't work for every project, especially when time, money and people's reputation is on the line.
