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Pre-production is where great videos are made, before the camera even rolls.
It’s the planning phase that makes or breaks the entire production. Without it, you’re just guessing your way through a costly shoot.
So here’s the truth: around 70% of the entire video production process happens before filming begins. That stage is called video pre-production. It’s not just paperwork or prep work, it’s the heartbeat of any successful video project.
Let’s make it simple. Pre-production is the planning process that happens before you hit record. It’s where you sort out the story, the crew, the budget, the equipment, and everything else you need to make a video. Think of it like drawing up blueprints before building a house, it’s that essential.
If you’re skipping this stage or rushing through it, you’re risking wasted time, blown budgets, and missed shots. I’ve seen shoots fall apart because the team didn’t define a clear production schedule or forgot to finalise a shot list. That’s why many pros say, “production is pre-production.”
In this guide, I’ll walk you through the full pre-production process, from concept to call sheet. Whether you’re planning a corporate video, an explainer, or even an animated video, this step-by-step breakdown will show you exactly how to prep your shoot the right way, saving you time, money, and headaches.
Pre-production is the first real step in the video production process. It’s the planning phase where you take your raw idea and turn it into a solid, working plan. Once the script is finished, the real groundwork begins. This is when the production team gets involved, and the entire process can begin.
So what does it actually include? Everything. From building the concept and preparing a shot list to organising cast, crew, locations, props and gear, this is the stage where every decision starts to take shape. Pre-production is the process of creating a clear production plan, so you know exactly how your video shoot will run, down to the last detail.
The purpose of this stage is to set up the rest of the process for success. If you want a high-quality video, you need to put the time in here. The better your plan, the smoother your shoot, and the easier the edit.
Here’s why this stage matters so much:
Think of it like this, if production is the journey, then pre-production is the map. Or better yet, it’s the blueprint before you build the house. Without it, you’re just guessing your way through. Every production needs direction, and that direction starts here.
This phase is a critical stage of the video production process, where you define your target audience, clarify your goals, and align your team around one clear direction. It doesn’t matter if you’re creating a promo, training video, or full campaign, the planning process is the foundation.
And yes, I know it can feel slow. But that’s the point. Pre-production gives you space to think, to plan, and to test your ideas before any money is spent on a shoot. It’s the smartest step in the entire workflow, and it’s often the one beginners rush or overlook.
Let me put it bluntly, the better your pre-production, the better your final video. This isn’t just theory. It’s the backbone of the entire video production process.
A well-planned video shoot doesn’t happen by luck. It’s the result of hours, sometimes weeks, of prep work before the first frame is ever captured. When the pre-production workflow is done properly, the rest of the process flows like clockwork.
Here’s what you gain when you treat this step seriously:
Skipping this part? You’re not just cutting corners, you’re cutting quality. A rushed shoot often means reshoots, delays in post-production, and a final video that doesn’t land the way it should.
Put simply, the preliminary production stage is where you either win or lose the project, and it all starts with the process of planning. It might not be the flashiest part of the filmmaking process, but it’s the one that makes everything else possible.
The pre production process isn’t just a checklist, it’s a structured roadmap that lays the foundation for a successful shoot. it’s a structured roadmap. Whether you’re producing a high-end brand film or a simple explainer, the same framework applies. Here’s how to break it down and make a video without wasting time or budget.
Before anything else, get clear on why you’re creating a video. What’s the purpose? What action do you want viewers to take?
Are you creating a piece of branded content, training material, or part of a wider video marketing strategy?
This helps contextualise the planning process within a larger business framework, which is useful for SEO and your readers.
Sit down with your team or client and discuss:
This is also the time to consider your video needs, things like runtime, platform, and style (e.g. animated video or talking head).
This discovery phase forms the foundation of everything that follows. Clarity at this stage shapes everything that follows, especially how you plan to shoot and what resources you’ll need.
Once your goals are clear, it’s time to start scripting.
Your script should include:
Even if you’re working from a rough outline, you’ll need to break down the script into all the necessary steps and assets. This includes locations, props, cast, costumes, and effects. The script breakdown guides both your production schedule and budget.
Here’s where things come to life visually. Start with a storyboard or a set of storyboards, these are shot-by-shot sketches showing what your audience will see throughout the video.
You don’t need to be an artist. Stick figures are fine as long as they help you visualise:
Alongside the storyboard, build a shot list. This includes all the technical detail: lens, camera position, shot size, and any special movements. This doc is essential for creating your shooting schedule.
You might also use mood boards or visual references to set the tone and style. Tools like Boords or Milanote are handy for this stage of storyboarding.
Once the creative elements are mapped out, it’s time to plan the physical shoot.
This includes:
All of this feeds into your budget. Review costs carefully and make adjustments if you need to reallocate production funds.
Your director and cinematographer (or DP) will decide how to light and shoot each scene. You’ll also need input from the production designer if you’re building sets or working on stylistic visuals.
This is the point where you:
Small issues now can become big ones later. This step helps you spot problems early.
Before the shoot begins, you’ll need to lock in the final production plan.
This includes:
| Step | Key Tasks |
|---|---|
| Define Goals & Vision | Audience, messaging, objectives, ROI |
| Scriptwriting | Write script, script breakdown, list props and locations |
| Visual Planning | Create storyboard, build shot list, prepare moodboards |
| Logistics | Budgeting, casting, location scouting, permits, gear hire |
| Tech & Creative Prep | Camera tests, rehearsals, tech scouts, style direction |
| Finalise Plans | Final schedule, call sheets, crew briefings, backup plans |
The line producer or production manager, along with your production coordinator, will be responsible for putting all this together. At this point, your shoot is nearly ready to go, and all the heavy lifting has been done upfront.
Behind every successful video is a team of people making things happen long before the camera starts rolling. These roles aren’t just job titles, they’re the gears that keep the production engine turning.
If you’re working with a video production company, chances are they’ll already have many of these people in-house. But if you’re building a team from scratch, it helps to understand who does what and why it matters.
Here’s a breakdown of the key people you’ll need in the setup phase:
The producer is the organiser, the scheduler, the person pulling strings behind the scenes. They manage the production funds, handle contracts, and keep the whole thing on track from start to finish.
The creative heartbeat of your video project. The director shapes the story, guides the actors, and brings your vision to life.
Also known as the DP, this person is in charge of how the actual video looks. They choose the lenses, lighting, and camera movements to match the tone and style.
The 1st AD runs the set like a clock. They create the shooting schedule, coordinate the crew, and keep the production running smoothly during filming.
These two roles often overlap. They handle day-to-day logistics, budgets, contracts, and timelines. If someone needs to finalise the production plan, it’s usually one of them.
A good production coordinator keeps things running in the background, booking transport, printing call sheets, updating schedules, and managing documents.
This person scouts and secures all filming sites. They handle permits, check for sound and lighting conditions, and keep neighbours happy if you’re shooting on-location.
Finding the right talent for your video is an art in itself. Whether you need trained actors or real customers, the casting director lines them up and handles auditions and contracts.
This role is responsible for the visual world of the video. They design sets, choose props, and work closely with wardrobe and makeup to create the right aesthetic.
These are just the essential roles, but depending on the scale of your shoot, you might also work with script supervisors, assistant camera operators, gaffers, and stylists. Every production is different, but every production needs the right people in the right places.
Discover more about a video production team and their roles here.
How long should the planning phase take? That depends on your video. A five-minute testimonial shoot won’t need the same amount of prep as a commercial or short film. But whether you’re working solo or with a full production team, a clear timeline helps keep the entire process on track.
The planning stage typically begins right after the development phase, once the script is approved and you’re ready to move forward.
Here’s a general idea of what to expect:
| Project Type | Typical Planning Time |
|---|---|
| Social or Testimonial Video | 5–10 days |
| Brand Story or Explainer Video | 2–4 weeks |
| Multi-location Corporate Shoot | 4–6 weeks |
| TV Commercial or Short Film | 6–12 weeks |
| Feature Film or Complex Campaign | 16–20 weeks |
What’s often forgotten is how this timeline protects the rest of your workflow. It directly impacts both the filming window and the post-production phase. Rushing the plan up front often creates delays or fixes later on, and that usually costs more time and money.
Build in some flexibility. Things change. Actors drop out, gear gets delayed, and weather plays games. A good production schedule leaves room to adapt, without throwing off the whole shoot.
Bottom line? Take the time you need to get it right. This is the part that saves your project later.
You don’t need a huge crew or a Hollywood budget to plan an effective video. These days, there are smart tools to help you stay organised at every stage, from scriptwriting to scheduling.
Here’s a list of practical software and templates I recommend during the setup stage:
Both platforms help with the process of creating scripts that are easy to break down and share with your team.
A well-organised pre production checklist is essential to keep your head clear on shoot days. You can even download a free version from our video pre-production checklist guide.
These tools are perfect for mapping out your video content, blocking, and camera setups. They help bridge the gap between vision and execution.
Using tech doesn’t just keep things tidy, it keeps your planning process consistent across every production. That’s one of my top pre-production tips: don’t try to wing it. Build your plan with the same tools you’ll use to execute it.
Even the best ideas fall apart when the planning is rushed or skipped. This is the stage where most problems start, or get solved.
Here are the most common missteps I’ve seen in the early stages of video planning:
It’s tempting to jump straight into filming. But this shortcut often leads to budget overruns, scheduling nightmares, or a final edit that misses the mark. Every successful shoot begins with a solid plan, from early development through to production and post-production.
A vague script creates confusion on set. A strong script guides the shoot and edit. Without it, you risk wasting resources or ending up with footage that doesn’t serve the message.
Underestimating costs or missing hidden expenses can halt production midway. Plan your production funds carefully, including buffers for gear hire, travel, and reshoots.
Filming without the correct permissions or insurance is risky. It can result in fines or a complete shoot shutdown, and nobody wants that.
If you haven’t defined the need for the production, the content may not land. Every production should solve a problem, meet a need, or serve a clear goal. Forgetting this step can lead to a video that looks good, but doesn’t do anything.
Whether it’s captions, translations, or visual clarity, don’t forget to make your video accessible to more people. Planning for accessibility during the setup phase is far easier than trying to fix it later.
This is a classic. You think you’ll remember to bring the extra mic, or double-check the lighting setup. You won’t. Write it down. Use a checklist. Save time, and save stress.
Planning doesn’t need to be perfect. But it does need to be done. Mistakes caught during the setup phase are easier (and cheaper) to fix than once you’re on set or deep into the edit.
The shoot doesn’t start with lights and cameras, it starts with planning. Every time I’ve seen a smooth production, it’s because the early groundwork was done properly. And when things go sideways? It’s almost always because the setup was rushed or skipped.
If you’re new to the process, think of this guide as your beginner’s guide to doing things right. We’ve covered everything from defining your goals to building your crew, creating shot lists, sourcing props, and using the right tools.
When you focus on the early stages, you give your team the time, space, and structure to work efficiently. You reduce surprises. You stay on budget. And most importantly, you end up with a better final video, one that hits the mark with your audience and meets your business goals.
So before you roll camera, take a breath. Put in the planning. Map out the steps. Use the checklists, ask the hard questions, and fine-tune the plan until it works. It doesn’t matter if you’re making a two-minute explainer or a full-blown ad campaign, the approach is the same.
This phase might not be glamorous, but it’s where the real magic begins.
Whether you need a promotional video, a brand story, or a full-scale production, we’ll guide you through every stage, from planning to post. Let’s create something that connects, converts, and drives results.
Get in touch with our video production team today and start your project the right way.
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