What’s the one thing that separates amateur filmmakers from the pros? I’ll tell you; it’s planning. Whether it’s a scrappy indie or a giant blockbuster film, none of them would be completed without careful, thorough planning and sticking to tried-and-true workflows that ensure nothing is forgotten.

In this guide, we’ll walk you step-by-step through the video production workflows used by the pros to tackle everything from an episode of your favorite TV drama to a theatrical superhero spectacular. 

What is a Video Production Workflow?

A video production workflow is all the steps that any video project goes through, from the first plot idea to the editing process to the final screening. In any video production, hundreds of moving parts must be accounted for, usually while battling against tight shooting schedules, weather, and a host of other stressors. A surprising amount of resources are required to take even the smallest project from idea to screen, and so a whole host of “best practices” have been developed to keep things organized. 

This guide will dissect the standard workflow that professional video producers use to ensure that video projects are properly planned, produced, and delivered. These workflows have been refined over decades of making movies and TV shows to ensure that all the tiny little details that come together to make the final product don’t get overlooked.

It’s also important to note that very few video production projects are undertaken alone. Even the most bare-bones of crews will have a handful of individual people in charge of different elements of the production. Before you undertake any project, be sure to gather a team around you to lead your different departments and help bring the project together. 

The 4 Stages of Video Production

Pre-production

Pro-production is where all the ideas for a video or film project begin. It’s where writers perfect drafts and planning meetings are held to lay out exactly what will be needed to complete the project. This step includes scriptwriting, storyboarding, location scouting, and pre-production meetings. Any planning or creation that happens before the first camera rolls is considered pre-production work. 

Production

Production is where the film gets, well, “filmed.” Anything that has to do with actually shooting the video project is handled during production. This is the part of video production people are usually most familiar with, thanks to behind-the-scenes footage of shooting crews working hard to capture every moment that the script has laid out.

Post-production

Post-production is where all the elements come together. It begins when editors receive their first batch of footage and ends when the film is completed and sent out into the world for distribution. This involves all the assembly of raw footage, general video editing and visual effects, sound/audio mixing, and title credits

Publishing and promotion

Once a project is finished, it is sent off to be published and promoted by marketing firms that specialize in getting the word out. Many people don’t realize this can take up a significant chunk of the budget for a project, especially if there is a planned theatrical release involved. Publishing and promotion can be as short as a few days to as long as a year for some major releases. 

Constructing a Smooth and Successful Workflow for Each Stage of Video Production

Each stage of a professional video production typically follows the same steps every time. Here, we outline the most common workflows for each stage of the video production process. 

Pre-Production Workflow

Step 1: Write the Treatment/Script

The script is the roadmap for your project, so before anything else begins, you’ll need a complete script. This may also include developing any creative briefs that will be helpful for your team of creative leads and project managers who need to assemble specific resources or create specific “moods” for the project.

Step 2: Storyboarding

Storyboards are great tools to help everyone involved with the project visualize exactly what the intended look and feel of the project will be. Storyboards can be as simple as basic figures and shapes to indicate objects or as elaborate as full-color paintings of each individual frame. Storyboards are often constructed by the Director and/or Director of Photography who work with a storyboard artist to build the scenes. 

Step 3: Meetings with Key Crew Members to Discuss Needs for Shooting

It takes a village to create a pro-level video project. Once you have a script in place, it’s time to bring in the team and discuss exactly what will be needed to complete the project. This is everything from locations to costumes to props. Pre-production is all about taking the time to have conversations about key elements at length before the pressure of production sets in. 

Step 4: Budget

This is the least-liked but most necessary part of pre-production. Once you’ve had your meetings to discuss exactly what will be needed to complete the project, everyone must put their heads together on exactly how much it will all cost. This is typically done by department heads submitting individual budgets to the Line Producer, who will tally the numbers and coordinate with the other upper-level executives (or for commercial shoots, the clients) who will have the final say in how much money will be allocated to complete the project. 

Pro-level shoots often have a preliminary budget declared up-front by the studio or the client, which is then revised after further discussions with the Director and other department heads during pre-production. 

Step 5: Casting

During pre-production, any actors that are needed for the project are auditioned and cast. 

Step 5: Location Scouting

Location scouting is a crucial part of pre-production, as it determines exactly where and when you’ll shoot each scene. Often the locations department scouts out preliminary locations, and then final locations are selected during a group walkthrough of each option with the Director, Producer, and other department heads. 

Step 6: Scheduling

Once all the elements, people, and locations have been decided on, it’s time to build a detailed schedule of exactly when and where you’ll shoot each day. The Assistant Directors usually do this in coordination with the Producer and Director.