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Call Sheet Distribution: Best Practices for Optimal Communication

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Call sheets are essential to keep a film production running smoothly. After all, these are documents that contain crucial information like the schedule for the following day, the location, the call time, and other important updates.

Call sheets are a way to keep your team organized and on track, but if distributed incorrectly, it can lead to confusion and chaos on set. That’s why we’ve compiled the best practices for distributing call sheets to ensure that your production stays on schedule.

1. Choose the Right Method for Distribution

The first step in distributing a call sheet is determining the best way to get it into the hands of your crew.

Many productions opt for emailing the documents, but if that’s not suitable for your team, other methods could include handing them out at the end of the day, placing them in lockers if on a studio lot, or using an app that allows you to send push notifications to everyone’s phones.

Whatever method you choose, make sure that it’s accessible to everyone and that each person is aware of how they will receive the document.

2. Allow Time for Corrections

You’ll want to coordinate with the first AD and other key members of the crew to make sure that the call sheet is up to date and that you don’t have incorrect information.

Therefore, consider sending early drafts to key crew members, allowing enough time for those crew members to review the call sheet and confirm that all the information is accurate.

3. Keep Revisions to a Minimum

Don’t bombard your team with multiple revisions. Occasionally it will be necessary to send out a revision, but keep this to a minimum.

Overwhelming your crew with revisions on a regular basis will lead to a habit of disregarding call sheets and a lack of trust.

If sending a revision, make sure it’s clear which information is new and what changes have been made.

4. Keep Track of Each Crew Member’s Confirmation

Keeping track of who has received and confirmed the receipt of the call sheet can be vital. This allows you to know who is aware of the upcoming shooting schedule and who may need a reminder.

If you’re using an app or a program to distribute the call sheet, this step can be automated. Otherwise, make sure that you have a system in place to keep track of confirmation.

Wrapping Up:

Ensuring that your crew receives and understands the call sheet is an essential part of keeping your production on track. By following the best practices for call sheet distribution, you can have confidence that everyone is on the same page and that the production will run as smoothly as possible.

Remember to choose the right distribution method, make the call sheet clear and concise, allow time for corrections, and keep track of each crew member’s confirmation.

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