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BONSOP: Applying Project Management Concepts to Video Projects

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Project management is the key to getting any idea from start to finish, but video projects face special challenges that set them apart from traditional business projects. In this session, join Certified Project Management Professional Richard Harrington as he breaks down the core concepts of effective project management as it relates to work in video production. Learn how to effectively match the services you offer to the project, estimate time, and communicate with clients. Rich shares insights from his many years as a business owner and creative professional.

Topics include:
Understanding the benefits of project management
Defining project objectives
Understand the project life cycle
Scoping the project
Identifying key roles
Estimating time
Managing projects with tools like Facebook or Basecamp
Building a control cycle
Managing a team

Published in: Business
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BONSOP: Applying Project Management Concepts to Video Projects

  1. 1. facebook.com/
 RichHarringtonStuff linkedin.com/in/
 richardharrington twitter.com/ rhedpixel BONSOP: Applying Project Management Concepts to Video Projects
  2. 2. Session Overview Project management is the key to getting any idea from start to finish, but video projects face special challenges that set them apart from traditional business projects. In this session, join Certified Project Management Professional Richard Harrington as he breaks down the core concepts of effective project management as it relates to work in video production. Learn how to effectively match the services you offer to the project, estimate time, and communicate with clients. Rich shares insights from his many years as a business owner and creative professional.
  3. 3. Objectives ๏Understanding the benefits of project management ๏Defining project objectives ๏Understand the project life cycle ๏Scoping the project ๏Identifying key roles ๏Estimating time ๏Managing projects with tools like Facebook or Basecamp ๏Building a control cycle ๏Managing a team
  4. 4. Richard 
 Harrington I'm a visual storyteller exploring 
 the fusion of photography and video. 
 I'm all a husband & father
  5. 5. Vital Statistics Author 40+ Books Author 150+ Video Courses Publisher of Photofocus Software Product Manager Conference Speaker Business Owner Director Photographer
  6. 6. Vital Statistics I'm a visual storyteller exploring the 
 fusion of photography and video. 
 I'm a husband & father 
 
 Publisher Photofocus.com
 
 CEO RHEDPixel.com 
  7. 7. Past Projects ๏America Online ๏American Diabetes Association ๏American Israel Public Affairs Committee ๏American Red Cross ๏Apple ๏Children's National Medical Center ๏Department of Veterans Administration ๏Drobo ๏Federal Communications Commission ๏Google ๏lynda.com ๏Microsoft ๏Skylum ๏Smithsonian Institute ๏Under Armour ๏US Air Force
  8. 8. Consultant ๏ Work with a variety of high-tech clients ๏ Consultant to television networks for broadcast workflow ๏ Combine technical expertise with project management knowledge ๏ Manage migration and audience growth
  9. 9. Advisory and Consultant Projects ๏ Television Networks ๏ ABC News ๏ CNN ๏ Discovery Channel ๏ Major League Baseball Network ๏ NASCAR ๏ Turner Networks
 ๏ Technology ๏ Adobe Creative Cloud 
 Advisory Board ๏ Apple ๏ Athentech ๏ Pearson Education ๏ Skylum Software
  10. 10. Getting In Touch twitter.com/rhedpixel facebook.com/ RichHarringtonStuff linkedin.com/in/ richardharrington RichardHarrington.com photofocus.com vimeo.com/rhedpixel
  11. 11. About You
 Worked in Video ■ 1 Year or Less ■ 2–5 Years ■ 6–10 Years ■ More than 10 years
  12. 12. Jobs I’ve Held ■ Reporter ■ Director ■ Graphic Artist ■ Editor ■ Producer ■ Publisher ■ Production Manager ■ Writer ■ Blogger & Podcaster
  13. 13. What They Have in Common ■ Storyteller ■ Communications Consultant ■ Entertainer ■ Documentarian ■ Journalist ■ Manager ■ Team Leader
  14. 14. Services Offered to Customers twitter.com/ rhedpixel
  15. 15. Capabilities ■ Internal ■ External ■ Make vs. Buy ■ Scaling over time
  16. 16. Competitive Advantages ■ Unique ■ Perception ■ Positioning
  17. 17. Outsourcing ■ Local ■ National ■ International ■ Researching
  18. 18. Partnering ■ Formal ■ Written agreement ■ Payment terms ■ Informal ■ Core team ■ Freelance talent
  19. 19. Bidding twitter.com/ rhedpixel
  20. 20. Peer Review ■ Number checking ■ Forgotten charges ■ Plausibility ■ “Second opinion”
  21. 21. External Review ■ Peers in different market ■ Strategic partners ■ Subject matter experts
  22. 22. Estimating Time twitter.com/ rhedpixel
  23. 23. Using Historical Data ■ Time logs similar projects ■ Past budgets ■ Knowledge of employees ■ Knowledge of subject matter experts
  24. 24. (1 Optimistic + 4 Most Likely + 1 Pessimistic)________________ 6
  25. 25. DESCRIPTIONDESCRIPTION QTY PER TOTAL Pre-ProductionPre-Production Producer 1 hr Production Coordinator 1 hr Production Assistant 1 hr Sub-Total : Pre-ProductionSub-Total : Pre-Production $ 190.00 ProductionProduction Director 1 half Videographer 1 half Audio/Grip 1 half Camera Package HPX 300 1 half Lighting Package - 3 Light Interview Kit 1 day Audio Package - Interview 1 day P2 Media Fee 0.5 fee Expendables 0.5 fee Transportation – Local 0.5 fee Sub-Total : ProductionSub-Total : Production $ 1,800.00 Post-ProductionPost-Production Producer 1 hr On-Line Edit Suite w/ Editor 2 hr Graphic Artist 2D 1 hr Internet Review (Per Project) 0.5 fee Compression Set Up Fee 1 fee Compression Any Format 1 min Compression Additional Formats 1 min Archiving - (Per Project) 0.5 fee Sub-Total : Post-ProductionSub-Total : Post-Production $ 745.00 ShippingShipping $ 0.00 Tax $ 0.00 TOTALTOTAL $ 2,735.00 Possible ExtrasPossible Extras Prompter 1 day $ 325.00 Prompter Operator 1 half $ 300.00 Makeup Artist 1 half $ 350.00 Sub-Total : Possible ExtrasSub-Total : Possible Extras $ 975.00 DESCRIPTIONDESCRIPTION QTY RATE PER DISCOUNT TOTAL Pre-ProductionPre-Production Producer 1 $ 95.00 hr 0% $ 95.00 Production Coordinator 1 $ 55.00 hr 0% $ 55.00 Production Assistant 2 $ 40.00 hr 0% $ 80.00 Sub-Total : Pre-ProductionSub-Total : Pre-Production $ 230.00 ProductionProduction Director 1 $ 425.00 half 0% $ 425.00 Videographer 1 $ 450.00 half 0% $ 450.00 Audio/Grip 1 $ 300.00 half 0% $ 300.00 Camera Package HPX 300 1 $ 350.00 half 0% $ 350.00 Lighting Package - 3 Light Interview Kit 1 $ 200.00 day 0% $ 200.00 Audio Package - Interview 1 $ 150.00 day 0% $ 150.00 P2 Media Fee 0.5 $ 75.00 fee 0% $ 37.50 Expendables 0.5 $ 75.00 fee 0% $ 37.50 Transportation – Local 0.5 $ 150.00 fee 0% $ 75.00 Sub-Total : ProductionSub-Total : Production $ 2,025.00 Post-ProductionPost-Production Producer 1 $ 95.00 hr 0% $ 95.00 On-Line Edit Suite w/ Editor 2 $ 165.00 hr 0% $ 330.00 Graphic Artist 2D 2 $ 120.00 hr 0% $ 240.00 Internet Review (Per Project) 0.5 $ 120.00 fee 0% $ 60.00 Compression Set Up Fee 1 $ 25.00 fee 0% $ 25.00 Compression Any Format 1 $ 10.00 min 0% $ 10.00 Compression Additional Formats 1 $ 5.00 min 0% $ 5.00 Archiving - (Per Project) 0.5 $ 200.00 fee 0% $ 100.00 Sub-Total : Post-ProductionSub-Total : Post-Production $ 865.00 ShippingShipping $ 0.00 Tax $ 0.00 TOTALTOTAL $ 3,120.00 Possible ExtrasPossible Extras Prompter 1 $ 325.00 day 0% $ 325.00 Prompter Operator 1 $ 300.00 half 0% $ 300.00 Makeup Artist 1 $ 350.00 half 0% $ 350.00 Stock Music - (Non Broadcast) 1 $ 300.00 cut 0% $ 300.00 Sub-Total : Possible ExtrasSub-Total : Possible Extras $ 1,275.00
  26. 26. DESCRIPTIONDESCRIPTION QTY PER TOTAL Pre-ProductionPre-Production Producer 1 hr Production Coordinator 1 hr Production Assistant 1 hr Sub-Total : Pre-ProductionSub-Total : Pre-Production $ 190.00 ProductionProduction Director 1 half Videographer 1 half Audio/Grip 1 half Camera Package HPX 300 1 half Lighting Package - 3 Light Interview Kit 1 day Audio Package - Interview 1 day P2 Media Fee 0.5 fee Expendables 0.5 fee Transportation – Local 0.5 fee Sub-Total : ProductionSub-Total : Production $ 1,800.00 Post-ProductionPost-Production Producer 1 hr On-Line Edit Suite w/ Editor 2 hr Graphic Artist 2D 1 hr Internet Review (Per Project) 0.5 fee Compression Set Up Fee 1 fee Compression Any Format 1 min Compression Additional Formats 1 min Archiving - (Per Project) 0.5 fee Sub-Total : Post-ProductionSub-Total : Post-Production $ 745.00 ShippingShipping $ 0.00 Tax $ 0.00 TOTALTOTAL $ 2,735.00 Possible ExtrasPossible Extras Prompter 1 day $ 325.00 Prompter Operator 1 half $ 300.00 Makeup Artist 1 half $ 350.00 Sub-Total : Possible ExtrasSub-Total : Possible Extras $ 975.00 DESCRIPTIONDESCRIPTION QTY RATE PER DISCOUNT TOTAL Pre-ProductionPre-Production Producer 1 $ 95.00 hr 0% $ 95.00 Production Coordinator 1 $ 55.00 hr 0% $ 55.00 Production Assistant 2 $ 40.00 hr 0% $ 80.00 Sub-Total : Pre-ProductionSub-Total : Pre-Production $ 230.00 ProductionProduction Director 1 $ 425.00 half 0% $ 425.00 Videographer 1 $ 450.00 half 0% $ 450.00 Audio/Grip 1 $ 300.00 half 0% $ 300.00 Camera Package HPX 300 1 $ 350.00 half 0% $ 350.00 Lighting Package - 3 Light Interview Kit 1 $ 200.00 day 0% $ 200.00 Audio Package - Interview 1 $ 150.00 day 0% $ 150.00 P2 Media Fee 0.5 $ 75.00 fee 0% $ 37.50 Expendables 0.5 $ 75.00 fee 0% $ 37.50 Transportation – Local 0.5 $ 150.00 fee 0% $ 75.00 Sub-Total : ProductionSub-Total : Production $ 2,025.00 Post-ProductionPost-Production Producer 1 $ 95.00 hr 0% $ 95.00 On-Line Edit Suite w/ Editor 2 $ 165.00 hr 0% $ 330.00 Graphic Artist 2D 2 $ 120.00 hr 0% $ 240.00 Internet Review (Per Project) 0.5 $ 120.00 fee 0% $ 60.00 Compression Set Up Fee 1 $ 25.00 fee 0% $ 25.00 Compression Any Format 1 $ 10.00 min 0% $ 10.00
  27. 27. DESCRIPTIONDESCRIPTION QTY RATE PER DISCOUNT TOTAL Pre-ProductionPre-Production Producer 1 $ 95.00 hr 0% $ 95.00 Production Coordinator 1 $ 55.00 hr 0% $ 55.00 Production Assistant 2 $ 40.00 hr 0% $ 80.00 Sub-Total : Pre-ProductionSub-Total : Pre-Production $ 230.00 ProductionProduction Director 1 $ 425.00 half 0% $ 425.00 Videographer 1 $ 450.00 half 0% $ 450.00 Audio/Grip 1 $ 300.00 half 0% $ 300.00 Camera Package HPX 300 1 $ 350.00 half 0% $ 350.00 Lighting Package - 3 Light Interview Kit 1 $ 200.00 day 0% $ 200.00 Audio Package - Interview 1 $ 150.00 day 0% $ 150.00 P2 Media Fee 0.5 $ 75.00 fee 0% $ 37.50 Expendables 0.5 $ 75.00 fee 0% $ 37.50 Transportation – Local 0.5 $ 150.00 fee 0% $ 75.00 Sub-Total : ProductionSub-Total : Production $ 2,025.00 Post-ProductionPost-Production Producer 1 $ 95.00 hr 0% $ 95.00 On-Line Edit Suite w/ Editor 2 $ 165.00 hr 0% $ 330.00 Graphic Artist 2D 2 $ 120.00 hr 0% $ 240.00 Internet Review (Per Project) 0.5 $ 120.00 fee 0% $ 60.00 Compression Set Up Fee 1 $ 25.00 fee 0% $ 25.00 Compression Any Format 1 $ 10.00 min 0% $ 10.00 Compression Additional Formats 1 $ 5.00 min 0% $ 5.00 Archiving - (Per Project) 0.5 $ 200.00 fee 0% $ 100.00 Sub-Total : Post-ProductionSub-Total : Post-Production $ 865.00 ShippingShipping $ 0.00 Tax $ 0.00 TOTALTOTAL $ 3,120.00 Possible ExtrasPossible Extras Prompter 1 $ 325.00 day 0% $ 325.00 Prompter Operator 1 $ 300.00 half 0% $ 300.00 Makeup Artist 1 $ 350.00 half 0% $ 350.00 Stock Music - (Non Broadcast) 1 $ 300.00 cut 0% $ 300.00 Sub-Total : Possible ExtrasSub-Total : Possible Extras $ 1,275.00 DESCRIPTIONDESCRIPTION QTY PER TOTAL Pre-ProductionPre-Production Producer 1 hr Production Coordinator 1 hr Production Assistant 1 hr Sub-Total : Pre-ProductionSub-Total : Pre-Production $ 190.00 ProductionProduction Director 1 half Videographer 1 half Audio/Grip 1 half Camera Package HPX 300 1 half Lighting Package - 3 Light Interview Kit 1 day Audio Package - Interview 1 day P2 Media Fee 0.5 fee Expendables 0.5 fee Transportation – Local 0.5 fee Sub-Total : ProductionSub-Total : Production $ 1,800.00 Post-ProductionPost-Production Producer 1 hr On-Line Edit Suite w/ Editor 2 hr Graphic Artist 2D 1 hr Internet Review (Per Project) 0.5 fee Compression Set Up Fee 1 fee Compression Any Format 1 min Compression Additional Formats 1 min Archiving - (Per Project) 0.5 fee Sub-Total : Post-ProductionSub-Total : Post-Production $ 745.00 ShippingShipping $ 0.00 Tax $ 0.00 TOTALTOTAL $ 2,735.00 Possible ExtrasPossible Extras Prompter 1 day $ 325.00 Prompter Operator 1 half $ 300.00 Makeup Artist 1 half $ 350.00 Sub-Total : Possible ExtrasSub-Total : Possible Extras $ 975.00
  28. 28. DESCRIPTIONDESCRIPTION QTY RATE PER DISCOUNT TOTAL Pre-ProductionPre-Production Producer 1 $ 95.00 hr 0% $ 95.00 Production Coordinator 1 $ 55.00 hr 0% $ 55.00 Production Assistant 2 $ 40.00 hr 0% $ 80.00 Sub-Total : Pre-ProductionSub-Total : Pre-Production $ 230.00 ProductionProduction Director 1 $ 425.00 half 0% $ 425.00 Videographer 1 $ 450.00 half 0% $ 450.00 Audio/Grip 1 $ 300.00 half 0% $ 300.00 Camera Package HPX 300 1 $ 350.00 half 0% $ 350.00 Lighting Package - 3 Light Interview Kit 1 $ 200.00 day 0% $ 200.00 Audio Package - Interview 1 $ 150.00 day 0% $ 150.00 P2 Media Fee 0.5 $ 75.00 fee 0% $ 37.50 Expendables 0.5 $ 75.00 fee 0% $ 37.50 Transportation – Local 0.5 $ 150.00 fee 0% $ 75.00 Sub-Total : ProductionSub-Total : Production $ 2,025.00 Post-ProductionPost-Production Producer 1 $ 95.00 hr 0% $ 95.00 On-Line Edit Suite w/ Editor 2 $ 165.00 hr 0% $ 330.00 Graphic Artist 2D 2 $ 120.00 hr 0% $ 240.00 Internet Review (Per Project) 0.5 $ 120.00 fee 0% $ 60.00 Compression Set Up Fee 1 $ 25.00 fee 0% $ 25.00 Compression Any Format 1 $ 10.00 min 0% $ 10.00 Compression Additional Formats 1 $ 5.00 min 0% $ 5.00 Archiving - (Per Project) 0.5 $ 200.00 fee 0% $ 100.00 Sub-Total : Post-ProductionSub-Total : Post-Production $ 865.00 ShippingShipping $ 0.00 Tax $ 0.00 TOTALTOTAL $ 3,120.00 Possible ExtrasPossible Extras Prompter 1 $ 325.00 day 0% $ 325.00 Prompter Operator 1 $ 300.00 half 0% $ 300.00 Makeup Artist 1 $ 350.00 half 0% $ 350.00 Stock Music - (Non Broadcast) 1 $ 300.00 cut 0% $ 300.00 Sub-Total : Possible ExtrasSub-Total : Possible Extras $ 1,275.00 DESCRIPTIONDESCRIPTION QTY PER TOTAL Pre-ProductionPre-Production Producer 1 hr Production Coordinator 1 hr Production Assistant 1 hr Sub-Total : Pre-ProductionSub-Total : Pre-Production $ 190.00 ProductionProduction Director 1 half Videographer 1 half Audio/Grip 1 half Camera Package HPX 300 1 half Lighting Package - 3 Light Interview Kit 1 day Audio Package - Interview 1 day P2 Media Fee 0.5 fee Expendables 0.5 fee Transportation – Local 0.5 fee Sub-Total : ProductionSub-Total : Production $ 1,800.00
  29. 29. Peer Review ■ Number checking ■ Forgotten charges ■ Plausibility ■ “Second opinion”
  30. 30. External Review ■ Peers in different market ■ Strategic partners ■ Subject matter experts
  31. 31. Time Tracking twitter.com/ rhedpixel
  32. 32. Time Tracking ■ Critical for time & materials work ■ Evaluate your fixed price jobs ■ Use of software systems ■ Frequency of reports
  33. 33. Why Project Management? twitter.com/ rhedpixel
  34. 34. Why Use Project ■ Better control ■ Better customer relations ■ Better communication ■ Higher quality results
  35. 35. When to Not Use ■ Functional organization ■ Accounting ■ Personnel ■ Immature employees ■ Routine operations
  36. 36. The Golden Rules of PM twitter.com/ rhedpixel
  37. 37. Don’t make  them ask…
  38. 38. If you 
 have a 
 bad feeling...  say something
  39. 39. Make sure the client 
 knows that you care  about their project
  40. 40. Always think about things from the client’s point of view
  41. 41. Project Management Process twitter.com/ rhedpixel
  42. 42. The Project Management Process ■ Develop concept ■ Select the Project Manager ■ Identify resources needed ■ Define goals ■ Create Work Breakdown Structure (WBS) ■ Match workers to work ■ Select team members ■ Estimate time
  43. 43. The Project Management Process ■ Create schedule ■ Finalize budget ■ Build project plan ■ Execute work ■ Coordinate efforts ■ Measure and evaluate progress ■ Take corrective action ■ Test
  44. 44. The Project Management Process ■ Obtain sign off ■ Transfer project to client ■ Analyze the work and process ■ Archive resources ■ Have a debrief (client and/or internal) ■ Create internal report or notes
  45. 45. Client Communication twitter.com/ rhedpixel
  46. 46. Communication Goals ■ Open communication ■ Frequent communication ■ Perception is reality
  47. 47. Always think about things from the client’s point of view
  48. 48. NEEDY
  49. 49. THOUGHT LEADERS
  50. 50. FULL OF IT
  51. 51. JEDI MASTER
  52. 52. FIGHTER
  53. 53. UNTRUSTWORTHY
  54. 54. CLOWN
  55. 55. MANIPULATING
  56. 56. CRISIS COUNSELOR
  57. 57. PATHFINDER
  58. 58. FUTURE PARTNER
  59. 59. What to Share twitter.com/ rhedpixel
  60. 60. In Progress Reports ■ Communicate to the client where the project is at ■ Best to be proactive… 
 delaying ‘bad’ news only makes it worse ■ Do not be overly optimistic or pessimistic… ■ Be realistic
  61. 61. In Progress Reports ■ Identify milestones complete ■ Report percentage complete on tasks in progress ■ Identify tasks not yet started ■ Agree on regularity of reports with clients in advance ■ DON’T MAKE THEM ASK!
  62. 62. Pre-Production ■ Name project ■ Load project team and manager ■ Post scoping document, schedule & milestones ■ Post budget or time requirements ■ Post tech brief ■ Collaborative scriptwriting
  63. 63. Production ■ Create shot list ■ Crew meeting notes ■ Gather graphic assets ■ Post production documents
  64. 64. Post Production ■ Review graphics ■ Review edits ■ Track changes ■ Exchange files ■ Compression delivery
  65. 65. Project Closeout ■ Change order reconciliation ■ Time tracking / final billing ■ Client asset tracking ■ Music reporting ■ Project debrief
  66. 66. The Project Control Cycle twitter.com/ rhedpixel
  67. 67. Balancing Control with Speed ■ By employing an organized, tactical approach you can thrive in the changing film/video/photo industry. ■ You can never be too busy to manage a project.
  68. 68. The Video Review Process twitter.com/ rhedpixel
  69. 69. Tips on the Review Process ■ Have a specific purpose for each review session ■ Prepare cut/materials to best suit this purpose ■ Communicate with reviewers about goals ■ Either written or digital always use timecode references
  70. 70. Tips on the Review Process ■ When possible watch together as a team ■ Use service like Wipster ■ Narrow the focus
  71. 71. Managing Employees & Contractors
  72. 72. Successful Team Start Up ■ Agree on the Team Purpose ■ Identify the Project Stakeholders ■ Identify the Team Roles ■ Agree on the Ground Rules ■ Decide on Team Logistics
  73. 73. Managing Contractors ■ Clear Expectations ■ Job rate vs. hourly rate ■ Reporting frequency ■ Supervision
  74. 74. Recruiting Contractors ■ Join local professional groups ■ Ask peers or existing vendors ■ Join user group communities ■ DSLR meetups ■ meetup.com ■ Apple and Adobe user groups
  75. 75. Managing Contractors ■ Clear expectations ■ Job rate vs. hourly rate ■ Reporting frequency ■ Supervision ■ Employee status ■ Be careful to follow rules ■ http://tinyurl.com/irsindcon
  76. 76. Crewing twitter.com/ rhedpixel
  77. 77. Extra Hands Go a Long Way ■ Adding crew members often means that exponentially more footage can be captured ■ Even a two-person crew can generally shoot far more than twice as much professional footage as a single shooter ■ Minimize delays in shooting due to crew size and gear changeover ■ Hire different crew talents depending on project
  78. 78. Key Roles ■ Gaffer: The gaffer is in charge of lighting on the set. A gaffer often designs the lighting approach and then executes it. On some shoots, the photographer can fill this role. ■ Grip: A grip is a technician who helps implement lighting on set. The grip also works with the photographer to help create and manage camera support systems like tripods and dollies for smooth camera movement.
  79. 79. Key Roles ■ Audio engineer: The audio engineer focuses solely on capturing clear audio with proper volumes. This is a very difficult position and is one of the best hires you can make for a project. ■ Production assistant: A production assistant is a jack-of-all-trades. An assistant can be counted on to perform a variety of tasks during production. Although this is generally a junior position, a production assistant can still be quite helpful.
  80. 80. Key Roles ■ Camera assistant: A camera assistant is responsible for setting up cameras and lenses. If you are using multiple cameras on a project, it is best to hire a skilled person to fill this role. The camera assistant can also help with complex camera movements and manual focusing during a shoot.
  81. 81. Key Roles ■ Data technician: The data technician is responsible for archiving memory cards to multiple drives and returning cards to the photographer for reformatting and reuse. If you don’t have a data tech, plan on having lots of memory cards and staying up late to clear them all off.
  82. 82. Crewing Websites ■ www.mandy.com ■ www.productionhub.com ■ www.craigslist.com ■ services.creativecow.net ■ www.cinematography.net
  83. 83. The Triple Constraint twitter.com/ rhedpixel
  84. 84. Triple Constraint ■ Scope: ■ What is the work that must be completed? ■ Schedule: ■ What are the time constraints for the project? ■ Budget: ■ What are the financial constraints of the project?
  85. 85. Triple Constraint ■ Learning to balance these is essential to your success. ■ There is a fourth force at work that holds all three together, QUALITY. ■ Simply put, Good, Fast, Cheap… Pick Two!
  86. 86. Start End No No Yes Yes Set objectives Gather project information Compare progress vs. targets Satisfactory? Take remedial action Project completed?
  87. 87. Scoping the Project twitter.com/ rhedpixel
  88. 88. Scoping the Project ■ Will take 2—16 hours to complete ■ Document 2—10 pages ■ Will become the charter ■ Get all key players to attend ■ Quiet room/no distractions ■ Get sign off
  89. 89. Project Name ■ Check with client ■ Descriptive ■ Unique ■ Alpha/numeric combo ■ Match purchase order
  90. 90. Executive Summary ■ What the project is all about ■ What makes it unique ■ Easy for a decision-maker to understand ■ Why the project should be funded or not canceled
  91. 91. Refining Scope ■ Be specific ■ Avoid adjectives ■ More details, not less ■ Build the box and fill it up
  92. 92. Scoping Document ■ Project Name ■ Executive Summary ■ Background ■ Project Scope (High Level) ■ Key Roles ■ Signature Lines - Sign Off “Charter”
  93. 93. Knowledge is Happiness ■ Clear definition of work to be performed ■ Clear expectation on acceptance criteria ■ Identification of deadlines to be achieved ■ Team established ■ Leadership identified
  94. 94. The Joy of Contracts ■ Fundamental to the Business Relationship ■ Minimize Conflict ■ Identifies Risk ■ Allows for Smart Growth
  95. 95. Work Breakdown Structure ■ Key to budgeting ■ Identify major tasks to be completed ■ Keep breaking the job down into smaller pieces until you can accurately budget it and create time estimates ■ Get input from client and team
  96. 96. XYZ Tradeshow DVD Demo Loop Video Assets DVD with Menus Manufacturing & Packaging Project Management Audio Sweetening Color Correction Encoding Storyboard Designs Box Art Asset Acquisition Photoshop Menus DVD Authoring Disc Duplication Assembly Shipping Client Communication Quality Control
  97. 97. Payment Terms twitter.com/ rhedpixel
  98. 98. Payment Terms ■ Period based ■ At time of service ■ Progress payments ■ End of month
  99. 99. Period Based ■ Employee/employer relationship ■ Freelancer on long-term assignment ■ Push for weekly ■ Accept bi-monthly ■ Avoid monthly or longer ■ Make sure submit all financial requirements on day one of first hire ■ Keep W-9 and tax ID with you © Jakub Jirsak
  100. 100. At Time of Service ■ Payment is due upon receipt of services ■ Difficult to achieve as it’s uncommon in video industry ■ Accept credit cards ■ Will take small loss in processing fees ■ Usually offset by avoiding other credit charges and 
 cash-flow issues ■ Good for simple jobs and gear rental 
 (≤ 1 day)
  101. 101. End of Month ■ Typically used with time and materials agreements ■ Time-tracking involved ■ Ensure you have accurate system for tracking change-orders and client requests ■ Generally risky and should be avoided
  102. 102. Progress Payments ■ Most effective when tied to milestones ■ Try to avoid payments of identical dollar amounts as it can lead to confusion with accounts payable ■ 55/45 (Deposit|Production) ■ 40/35/25 (Deposit|Production|Post) ■ 35/30/20/15 (Long-term project) ■ Be prepared to withhold or watermark deliverables if client falls behind on payments (warn first)
  103. 103. Performance-based ■ The “points” model ■ Payments based on how project performs in future ■ Be very wary unless highly established partner ■ Push for a hybrid model of discounted rate + performance based ■ Is your livelihood worth risking on the creativity and marketing savviness of others?
  104. 104. Royalty-based ■ Licensing of footage ■ Several stock footage markets have emerged ■ Royalty-free collections ■ Restricted use ■ Pay close attention to terms ■ Typically cannot take unused footage from client projects and resell ■ Examine work-for-hire clauses in agreement
  105. 105. Billing twitter.com/ rhedpixel
  106. 106. Billing ■ Bid ■ Original Estimate ■ Budget ■ Scope of Work Statement ■ What was initially agreed upon by the client ■ Change Orders ■ Written Communication
  107. 107. Billing ■ Final Bill ■ Incorporates client constraints ■ Initial budget ■ Change orders ■ May be lower or higher… 
 be honest
  108. 108. Delivering the Bill ■ Include Client Name ■ Include Project or PO # ■ Include Due Date ■ Include Payment Terms
  109. 109. Delivering the Bill ■ Formats ■ PDF ■ Hard Copy ■ Fax ■ With Deliverables
  110. 110. Delivering the Bill ■ Close the Loop ■ Face to Face ■ Phone ■ Email
  111. 111. 06/30/05 Date 655 Invoice No. Metropolitan Washington Council of Govts. 777 North Capitol St. N.E. Suite 300 Washington, DC 20002 Attn: Brian L. Bill To Net 30 Days Terms 07/30/05 Due Date Working Lands Job Invoice Balance to be invoiced upon project completion Total Date Work Performed Qty Rate Amount RHED Pixel 2108-C Gallows Road Vienna, VA 22182 703-734-7433 Production Services - Prep, Shoot, and Digitze video footage of Meeting 1 1,790.00 1,790.00 $1,790.00
  112. 112. Creating an Invoice ■ Invoice Header ■ Invoice Body ■ Invoice Footer
  113. 113. Invoice Header ■ Business name ■ Full address ■ Contact information ■ The word “Invoice” or “Bill” clearly written at top ■ Unique Invoice number ■ Invoice date ■ Payment terms ■ Customer or client name and address
  114. 114. Invoice Body ■ A description of the goods or services ■ Pricing information with per unit pricing ■ Statement of scope or progress
  115. 115. Invoice Footer ■ Total amount of items on invoice ■ If needed, taxes and total after tax ■ Payment instructions ■ Terms or finance charges
  116. 116. Collections ■ Run Accounts Receivable Reports ■ Call Accounts Payable ■ Be Polite ■ Call in Advance ■ Place into Contracts ■ Incremental Billing/Deposits
  117. 117. Accepting the Bill ■ Review Changes ■ Use Discounts ■ Use Deadlines
  118. 118. Keeping Clients Happy twitter.com/ rhedpixel
  119. 119. Keeping Clients Happy ■ Open Communication ■ Frequent Communication ■ Value Added Services ■ Debriefs ■ Prompt Return of Assets ■ Pass on Praise Up the “Chain of Command” ■ Be seen as a resource ■ Awards
  120. 120. Always try to think about things from the client’s point of view
  121. 121. Final Advice twitter.com/ rhedpixel
  122. 122. There is always somebody out there willing to work for less than you.
  123. 123. There is always somebody out there who has more talent than you.
  124. 124. There is always somebody out there who is smarter
 than you.
  125. 125. There is nobody out there who is exactly like you.
  126. 126. When they can choose, people do business with people they like and respect.
  127. 127. Be organized... Be real... Be nice... Be you...
  128. 128. Getting In Touch twitter.com/rhedpixel facebook.com/ RichHarringtonStuff plus.google.com/ +RichardHarrington/ linkedin.com/in/ richardharrington RichardHarrington.com photofocus.com vimeo.com/rhedpixel
  129. 129. www.Photofocus.com
  130. 130. www.RichardHarrington.com
  131. 131. www.lynda.com
  132. 132. thinktaplearn.com
  133. 133. thinktaplearn.com
  134. 134. video.thinktaplearn.com
  135. 135. facebook.com/
 RichHarringtonStuff linkedin.com/in/
 richardharrington twitter.com/ rhedpixel BONSOP: Applying Project Management Concepts to Video Projects
  136. 136. video.thinktaplearn.com

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