by Rob Murphy and Robert Ortega of Hall Pass Productions
Great producers know that production isn’t just about making things—it’s about making it look like everything just… happens. No panic. No scramble. Just smooth execution, right on time, right on budget.
Here’s the behind-the-scenes of how it actually works.
Give people the right info at the right time
Not everyone needs to know everything. In fact, they shouldn’t. A key part of running a clean production is filtering information based on who needs what and when.
Crew members don’t need client concerns. Clients don’t need crew logistics. Creative teammates shouldn’t be distracted by budget math. Everyone should be focused on their own role, performing at a high level without unnecessary noise.
Only the producer, director, and production manager have full visibility across all moving parts. That way, if one person gets pulled, the entire shoot doesn’t fall apart.
Stay calm when it gets chaotic
There was once a location fire. A real one. Flames. Smoke. The whole thing. Right before we arrived on set at call time.
My first step was to assess the problem. Next, to decide on a plan and a backup. Then, bring in the right people with the right expertise to help execute. Only after the solution was locked in did anyone else need to know.
In this case, we shot on green screen in the parking lot and came back a few days later for clean plates. We pieced it together in post, and no one outside the core team ever saw the scramble!
Get ahead before the greenlight
The best producers are already thinking about the job before it officially lands. Holding crew. Sketching a schedule. Estimating a rough budget. Mapping logistics. If you’re waiting for the kickoff meeting to start planning, you’re already behind.
Early immersion lets you spot potential snags, generate sharper solutions, and get fully invested in the outcome before the pressure hits.
Balance creative ambition with budget realities
Creative teams have big ideas. Budget lines have hard limits. Producers sit between the two.
Daily conversations with your director and creative team during pre-pro keep everyone grounded in what’s possible. If a dream shot isn’t feasible, come prepared with alternatives that hit the same emotional or visual note.
Adapt your communication style to the people around you
Some people thrive on over-communication. Some people need one-word answers. Some folks read every call sheet detail. Others will never open it. The job is to read the room and flex your communication style accordingly.
Be direct. Be clear. Be specific in your asks. Confirm understanding. Keep the team moving forward with as little friction as possible. Miscommunication doesn’t just cost time. It erodes trust. Avoid it at all costs.
Build trust by showing up consistently
People want to work with people they trust. Period. You build that trust by being prepared, offering good solutions, and caring about how the work gets done. Show your crew, clients, and teammates that you’ve got their backs. When that trust is in place, everything runs smoother, and the shoot becomes a better experience for everyone involved.
Don’t overlook the small stuff; it’s what people remember
The little things matter. Always. Here are some ideas:
- A detailed call sheet that eliminates guesswork
- Clear directions for crew who didn’t scout
- Music during load-in to set the mood
- Helping carry something if you’re standing still
- Checking in with people throughout the day
- Making sure food and drinks are on point
- Finding a moment to do something nice for the client
These things don’t show up in the final edit, but they’re what people walk away remembering. They shape how your team feels about the project and whether they’ll want to work with you again.
Think about everything in pre-production. Make the list. Cross off every item. Then on shoot day, step back for a second. Watch the machine running. Appreciate it. And then get right back to work.
That’s the job.
