Project Management
06/10/09 08:00 Filed in: Stock Footage
Putting your ducks in a row before you start production.
What a crazy couple of weeks- I shot two short films, worked on several corporate projects, and now I’m preparing to move at the end of the week. All of that to say that I have not had the time to post as often as I would like. Hopefully after things settle back down I can resume a more regular routine. The process of moving has reminded me of how important it is to organize and prepare before a production or a shoot begins. The better you organize upfront, the easier it is later on to archive, consolidate, and retrieve files and information.
As I sit here and type this, a stack of DVD’s sit beside me- all un-labled, but filled with information and past projects. These DVD’s are from my earlier years before I started to methodically archive, organize, and label projects. I am NOT looking forward to going through them. (If the DVD’s even still work ....) The people who work closely with me know that I am very type “A” when it comes to organizing and having order with my gear and computer files. Everything is marked, labeled, and has its proper place. So this stack of un-labled DVD’s bothers me- and so I begin the process of copying and organizing the clutter of my early years. And as I begin this process, I thought it might be useful to share my methodology for managing my projects so that maybe you can develop your own system for keeping everything organized. The system that I have developed works well for the my own personal projects that I work on most regularly - which is stock footage. Feel free to adapt, change or disregard anything that does not fit your needs.
When I first begun to consider project management I asked myself these questions: 1. What files do I create for every project? 2. What files do I HAVE to keep from each project? 3. What files would I like to keep? 4. What files do I find myself returning to, or looking for once the project is completed and archived? My answers to the questions are as follows:
1. Project files for Final Cut Pro, Color, & Photoshop. Word documents for ideas & concepts. Signed model releases. Original media / footage. Processed media. Renders.
2. Project files. Signed releases. Original footage.
3. Project files. Signed releases. Original footage. Processes media. Idea / concept documents.
4. Processed media.
Knowing the answers to these questions, I decided to develop the following system for managing each of my projects. First, I set all of my render directories to one folder on my secondary media drive. And I made sure that this folder was the default folder for the application so that I do not have to check it every time a new project is started. Secondly, I create a project folder for each new project that contains individual subfolders for each specific element of the project. To automate that process I use an Apple Script to make the folders. If you want to use this script you can download it HERE. (To modify the folder names or add additional folders, just open up the script using Script Editor.) Thirdly, I shoot, edit and grade my project making sure to place each created element in to its proper folder. Finally, when the project is complete all I have to do is to delete the files in the render folder I created and then archive the main project folder. I can now go back and retrieve anything from that project, or make any changes that I feel are needed and render out the appropriate new file. This way, I keep only the data that I need and if anything needs to be recreated I have the original files to pull from. I have been using this system for the last 7 years and so far it has yet to fail me. Regardless of the system you use, it is most important to develop one that allows you to find data quickly and reliably- and not have to waste time sifting through unorganized material ...
For those of you who are curious about the project folder system I use for my stock footage here is a list of the folders and what I use them for:
- [PROJECT NAME] (This is the parent folder and is named according to the specific project.)
- PROJECT NAME-Project (All project files from FCP, Color, PS, etc.)
- PROJECT NAME-Final Clips (These are the final edited clips, usually at 2k in ProRes HQ)
- PROJECT NAME-Final Stills (The final thumbnails I’ll use for each clip at 2k in PNG)
- PROJECT NAME-Docs (All documents relating to concepts, ideas, or reference material. Also any model releases.)
- PROJECT NAME-Reels (All the original unedited footage.)
- PROJECT NAME-Facebook (Watermarked images for my Facebook page in JPG)
- PROJECT NAME-Flikr (Watermarked images for my Flikr page in TIFF)
- PROJECT NAME-For Models (Watermarked files for the models to use in their portfolio.)
Until next time, get out there and shoot!
Cheers,
Ryan E. Walters, Cinematographer
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