Defining the Work
A Guide to Clarity in Film Production
In the chaotic and creative world of film production, one of the most powerful things you can do is define the work. Whether you're in the thick of pre-production or knee-deep in a 12-hour+ shoot day, there’s always more to do than time allows. That’s why clarity around what needs to happen, when, and by whom isn’t just helpful. It’s essential.
Pre-Production: The Danger of the Infinite To-Do List
Pre-production often feels like a vast ocean of tasks such as scheduling, casting, location scouting, budgeting, permits, crew hiring, equipment rentals, and more.
Everything feels important. Everything feels urgent. But not everything is.
This is where a prioritization system can be a lifesaver. Many producers use variations of the Eisenhower Matrix (Urgent vs. Important) to triage their workload:
Urgent & Important: Do it now (SAG application deadline is looming).
Important but Not Urgent: Schedule it (crew contracts for workers who start next week).
Urgent but Not Important: Delegate it (coffee orders, office supplies, source a vendor for honeywagons).
Neither: Eliminate or delay (that color-coded spreadsheet no one will look at again).
The second part of defining the work in pre-production is platforms. Without a shared source of truth, whether it’s the Filmmakers Production Bible, Notion, Todoist your team will chase their tails. The goal is to make sure that everyone has access to what needs to happen, by when, and who's responsible.
Pro tip: If it’s not written down, it doesn’t exist.
I like to have tasks written down in a variety of places (whiteboard,. Digital System. To-Do Cards).
It’s a good idea to review the to-do list every day with your team and make sure everyone is clear on who is doing what.
When working as a Line Producer or UPM I often build out a chart of who needs to be hired by what date based on the start date in the budget and based on the time they will need to hire their crew. Having this chart helps me to see the time needed for interviews, etc.
Another thing to consider is looking at the project as a whole in terms of what problems are so complex that they deserve the utmost attention. Generally the issues revolve around casting and locations. If you can solve these two areas early in pre-production, your production process will go much smoother.
Think locations for a minute. Let’s imagine you have 10 locations for a film and you feel good about 4 of them. Out of the 6 left, are there any locations that seem challenging that you need extra help on? This is where it’s time to lean on the location department and consider additional scouts or potentially rely on producers to get their hands dirty. If you don’t come up with a solution quickly, this could delay the entire production. This is a great example of whats urgent important…
Production: A Hundred Fires, One Hose
Once you’re rolling cameras, the work becomes faster, louder, and far more reactive. You’re not just defining your work; you’re helping everyone around you define theirs. The assistant director should meet with the director and DP and determine which scenes should be accomplished before lunch. Is the plan doable? The art department wants to prep tomorrow’s set but doesn’t know if they are allowed to enter yet. The gaffer is waiting to hear from the DP on the next lighting setup. Everything is a moving target.
This is where clear communication structures are your best friend:
Call Sheets define the official plan.
Daily production meetings allow for clarification and adjustments.
Slack/WhatsApp/text chains can be great for side convos—but dangerous if they become the only place decisions are made.
In production, you define the work by constantly asking:
What absolutely must happen today to keep us on schedule?
What can wait?
What’s blocking progress for others?
And, just as importantly, you help others define their work by reinforcing boundaries and priorities. A great upm or assistant director doesn’t just answer questions; they shape the environment so fewer questions need to be asked.
Reminder: If everything is urgent, nothing is.
A Culture of Clarity
The best sets and production teams run on shared clarity. Everyone knows the goal for the day, their role in achieving it, and the tools they have at their disposal. That clarity starts with leadership.
Define the work. Write it down. Share it early. Share it often.
Because in a business where time is money and uncertainty is baked into every scene—clarity is not a luxury. It’s the foundation.