The inner kitchen in an animation studio is often seen as some alchemical place, where miracles are prepared. In a way, as an animation studio, we are kind of delighted with such a view. However, any client should know the process in its details to understand what to expect at each stage, and where to get involved. So let’s unravel the enigma and shed some light on what you, as a client, need to know about the animation production schedule.
First things first, let’s demystify the term “production schedule. Think of it as the beating heart that keeps the entire animation process alive and kicking. It’s a meticulously crafted roadmap that outlines the various stages of production, from pre-production to post-production.
The schedule is the guiding force that ensures all the talented animators, voice actors, and visual effects wizards are synchronized in their creative endeavors. Now, here’s where the magic happens.
Pre-production is the phase where ideas start to take shape. This is when animators don their thinking caps, sketch out concepts, and give life to characters on paper. It’s a bit like watching a master chef gather ingredients and plan the perfect recipe. The duration of this phase can vary depending on the complexity of the animation, but it’s a vital step that sets the stage for the grand spectacle to come. 
The schedule is usually based on two things:
- Consider how complex each task is;
- Establish how much time is going to take every single step.
3 Types of Schedules
There are three main ways an animation studio usually builds a schedule, and it should be done more or less at the same time.
A rough schedule — measuring production milestones on a monthly and step-by-step basis. Its purpose is to align with the budget and provide a comprehensive outline of the major stages of production, enabling both the client and the studio to navigate effectively. This schedule operates on a broad level, encompassing all crucial aspects.
A detailed schedule — as the name suggests, it delves into the specifics and emphasizes accuracy. This comprehensive schedule captures every minute detail, leaving no room for ambiguity. It serves as a guide for meticulous planning and execution.
An exhaustive day-to-day calendar — an enhanced rendition of the preceding schedule, ensuring that everyone involved is well-informed about their tasks and their respective timings. This detailed calendar guarantees precision by providing a granular view of the workflow, enabling seamless coordination among team members.
Visual representation
There are several ways to create a visual representation of an animation production schedule, allowing for a clearer and more intuitive understanding of the project’s timeline and tasks. Here are some popular methods:
Gantt Charts — widely used in project management and provide a visual representation of tasks, durations, and dependencies. Each task is represented as a horizontal bar, and the length of the bar corresponds to its duration.
The bars are arranged along a timeline, allowing for easy identification of overlapping tasks and critical milestones. Gantt charts can be created using specialized software or even with spreadsheet programs like Microsoft Excel.
Timeline Diagrams — present the project timeline in a linear format, with tasks listed sequentially along the timeline. Each task is represented as a labeled block or segment, and the blocks are positioned relative to their start and end dates.
This format provides a clear overview of the project’s progression and allows for quick identification of task durations and overlaps.
Example Timeline Diagrams
Kanban Boards — visual task management tools that use columns and cards to represent different stages of the animation production process. Each task is written on a card and placed in the appropriate column, which could be staged like pre-production, production, and post-production.
The cards can also include additional information such as task owners, due dates, and task dependencies. Kanban boards are highly flexible and can be easily adjusted to accommodate changes in the production schedule.
Resource: Google
Regardless of the chosen method, visual representations of animation production schedules provide a tangible way to communicate and track progress, ensuring that an animation team and a client are on the same page and enabling effective project management.
Time margins
Time is the essence of the schedule. There will be many delays, so you should know how to incorporate the unknown.
Buffer Zones — allows for adding extra time between tasks, milestones, or phases of the production schedule. These additional periods act as cushions to accommodate any delays or complications that may occur. For example, if a particular task is estimated to take three days, you could allocate five days instead to allow for unexpected issues or revisions. Buffer zones provide flexibility and help mitigate the impact of unforeseen events on the overall schedule.
Contingency time — a specific portion of the production schedule dedicated to handling unforeseen circumstances. It involves setting aside a fixed amount of time that can be used to address unexpected delays or problems.
For instance, you might allocate a week or two at the end of the project as contingency time to deal with any last-minute issues or changes. Contingency time provides a safety net and allows for adjustments without jeopardizing the project’s overall timeline.
Conclusion
When venturing into your upcoming animated video project, placing your trust in the hired studio’s expertise regarding scheduling is certainly a wise choice. However, equipping yourself with knowledge of how production timelines are created will put you in an even stronger position for the success of your video.
In the second part of this article, we will consider what could postpone the schedule and how to handle it. Stay tuned!
