Purpose

This Standard Operating Procedure (SOP) outlines the process for developing, managing, and tracking production schedules and timelines for projects at F7 Studios. This SOP ensures that all stages of production are completed efficiently, within deadlines, and in alignment with F7 Studios’ quality standards.

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1. Initial Project Scheduling

1. Project Brief and Timeline Goals

   • The Producer and Director will create an initial project brief outlining major deliverables and anticipated deadlines.

   • Based on the project scope, the Producer will establish a preliminary timeline that includes key phases: Pre-Production, Production, Post-Production, and Distribution/Release.

2. Approval of Preliminary Timeline

   • The preliminary timeline must be reviewed by the Director, Producer, and Financial Analyst to ensure feasibility with budget constraints, resource availability, and studio timelines.

   • Once agreed upon, the timeline is submitted to the CEO for final approval.

3. Setting Milestones

   • Key milestones will be established for each phase, including deadlines for:

     • Script completion and approval

     • Talent and crew procurement

     • Location scouting and permits

     • Principal shooting dates

     • Editing, sound design, and visual effects completion

     • Final review and delivery

   • Each milestone will have assigned personnel and specific deadlines for accountability.

 

2. Detailed Phase Planning

1. Pre-Production Schedule

   • The Producer will break down the Pre-Production phase into specific tasks, including script revisions, casting, location scouting, and production design.

   • Each task will have clear deadlines and assigned personnel to ensure completion within the overall Pre-Production timeline.

2. Production Schedule

   • A daily production schedule will be created for each shooting day, detailing scenes to be shot, location call times, crew assignments, and required equipment.

   • The Producer will coordinate with department heads (e.g., Cinematography, Sound, Lighting) to finalize daily schedules and ensure all resources are prepared.

3. Post-Production Schedule

   • A timeline for editing, color grading, sound design, and visual effects will be established, with regular check-ins to monitor progress.

   • Deadlines for first cuts, feedback rounds, and final edits will be set, ensuring sufficient time for quality checks and adjustments.

 

3. Scheduling Tools and Tracking

1. Project Management Software

   • All project schedules will be managed using F7 Studios’ designated project management software (e.g., Asana, Trello) to provide real-time updates and visibility to all team members.

   • Each phase, task, and milestone will be entered into the software with due dates, responsible parties, and progress tracking.

2. Daily Call Sheets and Updates

   • For each day of Production, the Producer will issue a Daily Call Sheet detailing call times, locations, tasks, and special instructions. Call sheets will be distributed to the crew and talent 24 hours in advance.

   • Daily production updates will be logged in the project management software, noting completed scenes, issues encountered, and any adjustments made to the schedule.

3. Milestone Progress Reports

   • Weekly progress reports will be generated to summarize completed milestones, pending tasks, and any adjustments to deadlines.

   • The Producer will hold a brief weekly meeting to update department heads and the Director on the current status and address any scheduling concerns.

 

4. Managing Delays and Schedule Adjustments

1. Identifying and Reporting Delays

   • Any anticipated delays must be reported immediately by department heads to the Producer, along with the reason for the delay and any potential solutions.

   • The Producer will assess the impact of delays on the overall timeline and prioritize tasks accordingly.

2. Contingency Planning

   • The Producer will work with department heads to adjust schedules and reallocate resources to mitigate delays where possible.

   • If significant adjustments are needed, the Producer will create an updated timeline for CEO and Director approval.

3. Escalation of Major Delays

   • In cases of major delays that impact project milestones or budget significantly, the Producer will escalate the issue to the CEO for a review of solutions, such as extending timelines or increasing resources.

   • Any changes to the original timeline due to delays will be documented and communicated to all relevant stakeholders.

 

5. Review and Approval Process

1. Weekly Check-ins and Updates

   • The Producer will conduct weekly check-ins with department heads to review progress and address any scheduling conflicts or anticipated delays.

   • Updates on completed milestones, tasks in progress, and upcoming deadlines will be provided to ensure alignment across all teams.

2. Bi-Weekly Director and CEO Updates

   • Every two weeks, the Producer will present a project status report to the Director and CEO, highlighting milestone progress, any delays or adjustments, and actions taken to keep the project on track.

3. Final Schedule Review Prior to Completion

   • As the project nears completion, the Producer will review the remaining tasks to ensure all post-production work is on schedule and that any final approvals are set for delivery.

   • A final timeline review will be conducted with department heads and the Director to confirm on-time project delivery.

 

6. Project Completion and Closeout

1. Final Deliverables and Documentation

   • Once all phases are completed, the Producer will compile all project files, final deliverables, and scheduling documentation in F7 Studios’ project management system for archiving.

   • The final schedule, including any adjustments and notes on delays, will be saved for reference in future productions.

2. Post-Project Evaluation

   • The Producer, along with department heads, will conduct a post-project evaluation meeting to discuss the scheduling effectiveness, noting any issues encountered and areas for improvement.

   • Feedback from this meeting will be documented to refine future production schedules and improve timeline adherence.

3. Lessons Learned Report

   • A “Lessons Learned” report will be created by the Producer, outlining what went well, what didn’t, and recommendations for improving future schedules. This report will be reviewed by the CEO and stored for future reference.

 

Approval and Revision History

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• Effective Date: Jan 1 2025

• Approved by: CEO, F7 Studios

• Last Reviewed: Apr 8 2025

 

This Production Schedule and Timeline SOP ensures that all projects at F7 Studios proceed on schedule and are completed within the planned timeframe, optimizing resource allocation, meeting client expectations, and maintaining F7 Studios’ high standards of quality and efficiency.