How Scheduling Works at tokuAsia Pictures

by Basil Yeo (@basilyeo)

When planning a shooting schedule with our clients, they are usually taken aback by the amount of hours we put down for the job. This is because the perceived duration of shoot normally does not include any set-up and preparation time. We believe effective scheduling plays a very important role in the success or failure of a project, and therefore this is one area which we'd like to emphasise on in this post. 

So how exactly do we plan our schedule?

It is our practice to always schedule shoots in half day (4-hour) or full day (8-hour) blocks, even if the actual shoot time is only 30 minutes. This helps to ensure that we can allocate sufficient time for travel and set-up before the shoot actually commences. We never do hourly rates as we do not want to give our clients the impression that they can cut back on the hours to save money. This usually results in a rushed production and will have significant effect on the end product. Situations like that usually don't end well.

In the days leading up to the shoot, we will also make contact with the client to re-confirm the booking so that we can reserve rental equipment (if any), as well as do our manpower allocation, route planning and weather forecasting (for outdoor shoots). This is to minimise any last minute mishaps which can lead to time & money being wasted. However, Murphy's Law still applies here and the day can still turn out radically different from initially planned.

Lastly, since our crew is so small, we try our best not to shoot for more than one client a day, when possible, as we'd like to channel maximum focus and concentration into the assignment for the day. This helps us work at a pace we are comfortable at, which will deliver the best results for our clients.