Production: File Organization

This blog contains all of the platforms that me and my teammates used to ease our communication and file organization. This blogpost is written by me (Kalista). 

1. WhatsApp

My team mates and I used several apps to communicate, combine our work, and to make everything organized and easy to find which  really helped us on the process of not only exporting clips but also makes everything structured and convenience especially if there are any unpredicted changes. Our primary mode of communication was WhatsApp, which we used to coordinate with our cast and crew. This platform allowed us to quickly spread information, schedule shoots, and resolve any last-minute changes, making our process more efficient. To further enhance accessibility, we created a WhatsApp community group, ensuring all key updates and discussions were centralized in one place.

Since we had different side cast members scheduled on different days, this system was particularly beneficial in managing availability. Due to our crews and casts were quite a lot for this Component 3 project we created WhatsApp community so that all information are not only being distributed in one group that everyone could see. This further enhances efficiency and convenience as members are not missing on important messages that they should read. 

1. Group 1 (media gals): is our main or core group consisting of four of us (Kalista, Chelsea, Rara, & Audrey). In this group we planned everything from the pre-production to post-production. We share regular discussions with each other, divides the roles and job of each person / allocating tasks, ask feedbacks amongst team members and mostly working together to achieve the product that we are aiming to get. 

2. A group still containing only the core members (Kalista, Chelsea, Rara, & Audrey) but this is specifically an editing group where the editor of the group (Chelsea) send the editing progress and Me (Kalista), Audrey, and Rara gives any input or suggestion for her to make. 

3. A group consisting of our core members + main star (Cinta): Since Cinta is the main cast she will be the one who needs most shooting and it will be easier to be able to communicate through group where we share her schedule as well as the dress code that she will be wearing on the day. 

4. To avoid any messages pilling up in our main group we decided to make a separate group for links & sources and this group definitely makes everything easier and saves time especially when we were going to embed links to our blog.

5. The other groups consists of side casts for day 1, 3, and 4 this eases communication and us to share the rundown of the schedule amongst casts and crews. 

Additionally, we also maintained our professionalism and consistency through not forgetting to update the crew if there is any shoot on the next following day, encouraging everyone to give their best, and announcing the place, clothes, as well as time. 

→ Us showing gratitude towards the main Star.

2. Google Drive

File Management & Storage

Beyond communication, we utilized Google Drive as our primary storage solution. We systematically organized our footage into dedicated folders, including:

• Screen tests – To review performances before final shoots.
• Raw footage – To keep unedited clips accessible for editing.
• Behind-the-scenes (BTS) content – To document our production process.

By consolidating everything into a single drive with well-labeled folders, we significantly improved accessibility and changes speed. This structure allowed us to locate and manage our files efficiently, reducing delays during post-production. Overall, this organized approach played a crucial role in ensuring our smooth collaboration, minimizing confusion, and increasing our production workflow.

3. Google Docs

Google docs is a really great tool when working together in group because multiple people could work and edit the document at the same time. This prevent us to waste time which makes teamworking super efficient. Additionally, we could also adds some comments on suggestions without changing the original text this helps reviewing work easily. 

 → This is an example when me and my teammates work together to edit our Statement of Intent collaboratively. 

 

4. Pinterest

This platform was mainly beneficial for clothes inspirations for our casts to give them an image or idea on how we would prefer them to dress. We also separate these inspirations to different folders to make everything structured and organized. We then send these folders to our casts a day before our shooting so that they are aware and prepared. Below is how our Pinterest board look like: 

 → 

With Pinterest, it allows all member to collectively be able to save any pictures as well as the  platform itself has lots of inspirations that we could take from them which really helps us on deciding what style we wanted our casts to wear for different shooting days as we mentioned the different dates on each folders too. 

Self-reflection: Looking back on how me and my teammates organized our files, I am very proud on how we could stay organized and collaborative. This blogs not only represents how we wanted everything to be structured and well-planned however it also eases the process of working from start to finish. The most important platform that I personally think is WhatsApp community as it is our main source of communication with different casts, where me and my teammates work together and discuss ideas, etc. Creating specific groups really helped us to avoid cluttering of information which is super impactful to ensure that the right information being received by the right people. I also realized how positive encouragements can be very important to keep the team motivated, but most importantly, be on track. All things considered, this project has improved my organizing and communication abilities. It showed me the effectiveness of teamwork when everyone is on the same page and when tools are used wisely. I am thankful of everything that I obtained from this experience and glad of the contributions I have made, particularly in the areas of communications management and planning.