You do not need any fancy, expensive, or magic movie making software to schedule a movie.  You simply need some note cards, scotch tape, and Microsoft Word.

In the previous blog post, we learned how to make “shooting days” using colored note cards.

shooting schedule

I keep the note cards taped to my wall during the entire pre-production process.  The more you see it, the more familiar you become with each shooting day, and the more comfortable you will be when it comes time to shoot.

Now, we’ll incorporate that information into Word, ending up with a shooting schedule, or as I like calling it, the Master Plan.

I’ve built a template in Word (master-plan_template) so that each shooting day fits nicely on a single page.  At the top, you’ll write in DAY ONE, DAY TWO, DAY THREE, and so on, and work on building the entire schedule before you actually pick a date on the calendar.  It’ll also allow for easy swapping of days, say, if you want to move DAY THREE to DAY EIGHT, and so forth.

Here is an actual page from the Master Plan showing the first day of filming CULTURE SHOCK in London. master-plan_CSexample

It was the first day of filming, so I wanted to keep it light.  Even though there were only five cards in the strip for this day, there were several location changes and some travel time on the London Underground to consider.

The information at the top is where you can tell what actors are needed when, and where to show up.  I also list crew to the right, so I know which days we’ll have extra help.

The first column is for the time on the clock.  I’ve separated it into 15-minute intervals because it’s the most efficient.  The second column is where the scene numbers go.  The third column is for scene name, description, travel directions, addresses, eating venues, bathroom breaks, and so on.  Leaving the final column as a place to write what characters are in what scene.

Organizing the Master Plan this way eliminates the need for a Second AD, since the pages in the Master Plan replace the Call Sheets that experienced actors and crew are familiar with.  The Master Plan is much easier to read and understand than traditional Call Sheets.

What happens when your schedule gets wacky?  Well, if it does, use a ball point pen, or pencil, and make changes as needed.  Usually, if you do a good job organizing the time on the note cards in step one, and account realistically for travel and break time in the Master Plan, it’s likely you’ll remain on schedule.  Or ahead of schedule.

Once you’ve made your Master Plan, get out a calendar.  Pick the date you want to start shooting, and then all the days can be changed from DAY ONE, etc., to a specific day and date.  When this is complete, you can send the Master Plan to your cast and crew.  They can use it to plan which days will they be working, or not, or when to plan for a heavy day, or when to let loose on a light one.

Being organized is the most efficient way to make a movie.  If the entire cast and crew know what you’re to be doing at all times, it will help keep everyone on schedule and moving swiftly each day.

(If you need help creating your Master Plan, I’m available for consulting via telephone or Skype.)