Production Handbook — Invisible North
This handbook is the definitive guide for the Production department at Invisible North. It covers who we are, how we work, our values, our structure, and our operational workflows.
Who We Are
The Production team at IN serves as the facilitator and steward of the work. We are collaborative creators, creative problem solvers, and leaders of quality execution.
Core Values
- Facilitator / Steward of Work: We are stewards of the creative work. Our role is to protect the creative vision while ensuring feasibility in budget, timeline, and execution. We manage workflow, remove blockers, and keep the project moving forward.
- Collaborative Creator: We are not just executors — we are creative partners. We bring ideas, solutions, and tactical expertise to the table. We dig into the work with our teams and clients with an open mind.
- Creative Problem Solver: We approach challenges with curiosity and resourcefulness. We find ways to say "yes, and" rather than "no." We explore tactics, materiality, build methods, and other solutions.
- Leader of Quality Execution: We set the standard for executional excellence. We lead by doing — being helpful, thoughtful, and knowledgeable. We do not condescend, and we do not sit and watch work.
Communication Principles
- Confidence: Speak with conviction. We hold unique perspective and specialized expertise that we deliver confidently.
- Clarity & Concision: Communicate clearly and succinctly so teams can move quickly into next steps and avoid spin.
How We Work With Other Teams
Production, Creative, Accounts, and Content team leads act as partners who make up the Project Leadership Team and are all client-facing voices providing respective guidance, expertise, and responsibility.
Production + Accounts
- Partners in budget development, maintenance & reconciliation
- Production owns OOP portion of budget; Accounts owns resources (creative + accounts hours)
- Production and Accounts meet weekly to stay ahead of overages and discuss hours
- Production secures all needed internal approvals of samples, materials, etc.
- Accounts and Production review program reconciliation together before sharing with clients
Production + Strategy & Creative
- Partners in responding to the brief against workback
- Production works with Strategy/Creative to ensure creative is feasible in timeline and budget
- Production is there to be collaborative and provide insights and solutions — NOT just to say "NO"
- Production offers insights around timing including vendor timing estimates
- When possible, production should pull multiple bids for creative elements
Production + Design
- Partners in crafting executional elements and how they come together
- Production works closely with design as they create individual elements
- Production works with vendors to budget elements as design creates
- Production explores tactics, materiality, build methods, and other solutions
- Continuous 2-way dialogue around design elements and executional feasibility
Broad Responsibilities
- Own the OOP budget and have a definitive voice/opinion in all elements that affect final numbers
- Ensure all internal approvals are secured and the project team is fully aware of and "bought in" to project details
- Prioritize and ensure success of the activation — be aware of all Timelines, Costs, and External factors
- Own ALL Production Timelines including vendor and onsite timelines (Run Of Show, Production Schedule, Install Schedules, Strike Schedules)
- Own ALL Processes On Site — the Production team should be leading all processes on site
Onsite Daily Recap Email
Production Leads should send an email to Production Director with a daily recap each day/night the team wraps. This is required for all days on-site including load-in and load-out.
What To Include:
- In Progress Photos — copy/paste from ROS if you hit all points for the day
- Topline Flags & Changes — what alarms were raised, what changes need to be made
- EOD Accomplishments — rundown of progress made throughout the day
- Next Steps & Goals — priorities for the next day and major goals
Task Management & Hotsheets
- Regular Status Meetings: From project kick-off, set up regular meetings with all relevant team members. Keep to 30 mins. Use hotsheet as the guide.
- Daily Hotsheet Updates: Use the Hotsheet template in the Project Workbook. Include: Team Member Responsible, Priority Level, Status, Expected Deadline. Update the night before your status meeting.
RACI Matrix — Team Responsibilities
| Area | Senior Producer | Producer | Associate Producer | Account Executive | Account Manager |
|---|---|---|---|---|---|
| Budget & SOW | Owns / Approves | Supports | Tracks | Informed | Informed |
| Vendor Management | Approves | Manages | Coordinates | Informed | Informed |
| Client Comms | Supports | Drafts | Preps Materials | Oversees | Leads |
| Permitting | Oversees | Executes | Researches | Informed | Informed |
| Production Bible | Reviews / Approves | Writes / Updates | Maintains Links | Informed | Reviews |
| Meeting Notes | Reviews | Alternates | Primary Note Taker | Reviews | Reviews |
| On-Site Execution | Show Caller | Ops Lead | Runner / Logger | Informed | On-Site Liaison |
| Wrap Report | Authors | Contributes | Compiles Data | Reviews | Reviews / Presents |