Unit 4.2 Continued... Budgets, Projects, Contingency Plans and Storing Work

"How to specify and agree timescales, budgets and resources"
In your working life as an apprentice there will be times you will be asked to do a task that you were not expecting, thus is life. Things happen and you must be prepared for this.

A good way to get a grasp of the task laid out before you is always to ask, how long? How much and what do I have to do it? This will get you started. Walking into any task without being forarmed with this knowlegde will undoubtably be the downfall of many an apprentice.

For example, sending post ( a common intern/apprentice task ) You are asked (this is specifying) to send a package to a client or another company, They tell you when (say its by Friday) thats your timeframe (its Monday in this example), You are then given 10 pounds for, thats it you've guessed it, your budget. Now when it comes to the resources for this task, you would think for this particular case, "What have I got to send a package?....AHA the post office", well I cant see any better resource for letter sending than that. Then armed with this knowledge you would have a basic outline of how, when, and where to send your package. If for some reason you needed more time, or more money thats when you would write, email or ask them verbally usually for more time or budget to complete the task, and this would be you agreeing the terms of the task.

"Explain how to construct a simple project plan"
Using my earlier post on Unit 4.2, the uses of handy tools for managing your workload I will now explain the making of a simple project plan. For the ease if this example I will say you are tasked with creating a DVD filing system on your works local server.


Step 1: Arrange your timeframe and set out clear goals and checkpoints for your project (by this date, have this finished etc.), this will allow the planning to actually take place and give yourself dates for reviews with your team, or even explain to a superior how your project is moving along. As well as setting up simple easy to manage naming conventions for your project if you are working within a team to avoid confusion and any passwords you will be using if the project requires that security.

Step 2: Acquire your budget (if applicable) and begin to access what resources or methods you can use to undertake and eventually complete the project, combining them with your budget, or acquiring them through your budget (say you needed to buy the database software). For this example you would want Excel or something similar, your resources would also be the DVD's the company wants you to place into your finished library.

Step 3: With budget, resources and timeframe achieved you can now move onto the actual creation of the "project", You would start to create the folders, ensuring naming conventions on the Excel database and the files on the local server were all matched and easily decipherable by anyone who would use it.

Step 4: With the basic foundations of your project (your empty spread sheet, stacks of DVDs to be input, the right software, and you being within your timeframe), it is time for the hardest part, the inputting of the data into the project. You could have weekly meetings to discuss with your team or line manager the progress to keep them resassured that the task will be completed on time (this can be done by email or Skype if you would so wish it).

Step 5: With your database being created you would need to make sure that it is saved and backed up regularly, as this is the downfall of many a long term project in the office sector. You could either use a back-up hard disk and secure it somewhere safe or move the files regularly into a back-up folder if there is a back-up server provided. If not there is always blank disks to save the files or USB drives to store them on for safe keeping.

Step 6:  With your now finished project if required it would usually be time to implement it or if relevant present it to those who set the task out to you. Implementing it would be uploading it to its final resting place within the local server and testing it to ensure that it is live and accessible. Usually you would email around the office or have a meeting with those who would be using it and explain how to access/use it. If it required a training session you would work to arrange it that they had sufficient knowledge of how to maintain the finished project properly. Or alternatively often a finished project requires a presentation, this would be you showing off the finished database, outlaying its uses and operation to those who had set you the task.


And I shall now add in another step, one that is often the saviour of a project and the personification of foresight.

Step 7: Have a Contingency plan, I have already spoken about this in a few steps already but in my opinion this is the step to take note of the most.
Often in this world you are thrown a curveball something that knocks even the best laid plans, straight to the ground. This is why in the media sector having a contingency plan is key. In our example it would have been having the files stored correctly, but also having plans for say the DVDs you're having inputted go missing or any number of tragedies that could occur, ie your team deserting you halfway through completion knocking back your deadline. Your line manager spontaneously combusting leaving you without someone with sufficient knowledge of who to turn to when you need help to ascertain if you are on the right track.

The benefits of planning for the worst thing imagineable can only help you to hit your goals and ensure you are entrusted with future projects. It is the little things that will save you, if you're a cameraman, bring a spare lens - we don't want that cracking now do we? Have all your tapes of your latest feature in the boot of your car and your car is towed? Sorry you should have put copies of your work in more than one place. Contingency!

For example the case of Oliver Reed in the Ridley Scott film Gladiator, unfortunately this talented actor died halfway through filming so the extra footage they had luckily had shot (I believe for an extended edition they had planned) was used in conjunction with a bit of CGI to give Oliver Reed's character in the movie a final resolution. If they had not filmed the extra footage they would have had to recast this part throwing them way behind schedule or cut him from the movie entirely ruining the narrative.

"See ya real soon kids!"

And finally, a little piece on naming conventions, If you are using an office server or even just arranging emails for yourself its best to stick to some kind of formula you can search for easily. Whether its for storing pictures or sending emails to clients, you want to be able to bring up this information in a flash should the situation call for it. There is nothing worse than frantically trying to find an emailed receipt from a clients credit card in your inbox of 10,000 emails with your accountant waiting to do the expenses behind you. Its embarassing stuff. Ensuring you stick to simple, search friendly naming conventions will make sure your work is easily traceable and available for those important moments.

Example of naming conventions: I name all emails at work in a simple formula of CLIENT/PRODUCTION/REASON. So when I am asked about where their correspondance is for "Steve in Shoot your Face 2's, medical insurance", I am only a quick email search away. (easy, no?).

Know how to plan and Manage workload...Unit 4.2

"Know how to plan and manage workload", This is a knowledge based section in my course where I shall now present some handy tips and ways to plan and manage a theoretical workload in a theoretical workplace so we are not theoretically running around like a headless chicken getting into theoretical trouble by not fufilling our theoretical tasks (did you get all that?).

Managing a workload is simply time management, and as one great now most likely over-quoted person once said "time is money", so with this in mind managing your workload effectively means managing your time (to help make you the money!), effective time management now-a-days can be done relatively easily as most operating systems on computers (a common office tool!) come equipped with many handy ways to manage your time at work to ensure that you are hitting your goals as efficiently as possible.

Handy Programmes for Effective Time Management + Planning of workload:


1) Sticky Notes: Usually comes innate with any MAC product but there is also a version for theWindows OS as well, it is basically updatable, coloured sticky notes that are omni-present on your desktop to remind you of tasks as and when you get them, its a small program that takes very little hardware to run so is great for all those little reminders and side tasks you are given that otherwise end up stuck all over your office. You can reshape them, change the colours, add in links and hyperlinks to the internet and a few other handy little features. A program like this is a must for anyone with a job with a lot to remember (like me!).

I understand this is hard to read but check out THIS post which explains the broader use of using Stickies at work.

 2) ICAL: Another essential program for organising your worklife is the ICAL, again from the MAC OSX this program is effectively a digital calender. Whereas a physical calender sits in a dusty corner somewhere being unused this one (when utilized correctly) serves as an invaluable tool for organising ones day. From having scheduled meetings pop up with a personalized alarm to remind you, or putting in important dates of premieres, or even just to remind you to pick up the post in the morning the ICAL program has features that the physical incarnation could never offer. This is also avaible on your I-phone (if you have one as I, unlike the adverts understand that some people do not.)  You can also utilize the Apple Cloud Software, effectively allowing you to update your calender on the move from any log in-able spot you can find.

This is not reflective of how I actually use this program..

3) Excel: Where would we be without this program? In a sad world without the ease of access to effective, quick to use spreadsheets, thats where (a hell on earth I can assure you). Excel is the office workers most powerful tool in the fight against administration and the failings of the human memory. Excel is a program I'm sure everyone reading this will have had some small interaction with at some point in the last couple of years and either hated it or praised its arrival in the IT world. Offered as part of the ever useful MICROSOFT OFFICE (caps used for dramatic effect) Excel is a spreadsheet platform that allows for the creation of quick and effective databases, lists or itineraries that many a successful office runs on. It has many useful functions but can be essential in the planning and measuring of ones tasks and workload, whether it's creating stock reports, making a database for tasks you have been given, remembering birthdays, making printable itineraries for clients or just a way for you to keep a log of what youve been paid over the year, Excel will improve any workers output when used effectively.

A Gant Chart created on Excel (I didn't make this, please thank Google Images)

Using some or possibly all these programs is a sure fire way to ensure that you are keeping on top of the tasks you have been given and along with the basics of planning and managing your workload (in my opinon) of clear,consise labelling of files, creating folders within folders ("we have to go deeper!!")  to ensure work is easily found and storing work on a backup server, harddrive or CD's will make you a well planned tour-de-force within your chosen job sector and will ensure that you are performing to the top of your game using your computer to augment your puny human capabilities!!! Hurray for Androids!

Unit 4.1

In Unit 4.1 the learning outcome is to understand the appropriate conduct for a particular Creative Media Workplace.

The Creative media industries are a lot more diverse than the outside observer might conclude, lets for the sake of this blogpost talk about the difference in culture in that of a film set and a talent agency.

           
       VERSUS!








Film Set: A film set is a very hectic (but fun) place to be, it is all about the budget, its your life force for creating a feature and is the thing at the forefront of the filmmakers mind in terms of planning how to execute their movie, especially as your usually on borrowed (and heavily paid for) time, you are constantly changing locations to get your coverage, in some instances say your shooting a city scene you are trying to keep a main road closed for shooting and running to a very specific timeline, another example; rented a warehouse and haven't finished getting all your shots on time? Enjoy finding another warehouse to rent out and shell out more of your budget on, your working with rented equipment and preparing scenes by building sets for the tight shooting times. Your constantly battling with accommodating actors and as like the equipment their time is also money. The pre-planning and execution has to be seamless otherwise you risk your whole production falling behind which will inevitably eat your budget even more leaving your running back to your non too pleased financiers.




Talent Agency: Taking place at an entirely different time in the production of a film, around the concept stage a talent agency works to arrange the deals and terms of the actors who will star in a feature, as well as representing the actor for securing their work and planning the days and times of when and how they will get to work on the feature. They liase closely with the actors reading materials with them and seeing how they can work together to drive an actors career forward. They send footage of the actors to casting agents and breakdown scripts and roles for discussion with the actors to see if they are up for the role. It is a much more office based experience (unless you are meeting a client).

CONTINUED PROFESSIONAL DEVELOPMENT

UNIT 4.3

ITS LIKE EVOLUTION!!! 

CONTINUED PROFESSIONAL DEVELOPMENT (CDP) - Partaking in different, activities either within the workplace or outside of your occupation to increase your skills and character to up the ante of your employability in your chosen professional endeavours.

Ways and examples of this could be taking a Fire marshall course to fufill health and safety requirements in the workplace or having time in different departments. Such as being a Junior office assistant (LIKE ME :D) and spending time with the accountant to learn how the accounting systems works to garner knowledge for the evolution of your role.


 But CPD (it sounds like a disease) is not restricted to spending all your evenings doing courses on safety and the like. Almost any positive or negative experience (no not going out and getting smashed) can be linked to CDP, whether it could be something simpler like taking part in a football team on weekends or being part of an online gaming community such as a "clan"(explained in my Unit 8 post)  to improve your confidence and teamwork ethics bringing lessons from all aspects of your life to the professional.

To give more context, which is incredibly important and something to which I have been given feedback upon to give readers of my blog more of.  (see, here I am contributing to my own CDP right now) Is the director Uwe Boll.

This is basically what this man is trying to say with all his movies...

 Attempting to learn from his first directional bombs Bloodrayne (4%) and Alone in the Dark (1%) to create now not-so-bad- but incredibly boring averagely shot piece Ala his "epic" Dungeon Siege.

He has continued his CDP by learning from his past mistakes to (only slightly) improve his directorial abilities,  going from a laughably bad cult director whose films were the butt of the critical world to that of a man whose can just about pass as a filmmaker, If a very boring one. (CDP development can sometimes sap your target market if your career is based on being terrible).

Reviews of Unit 8's

Joy Harrison

Joy chose the two subjects of Advertising and Film, No menial task I am sure you will agree as these are two of arguably the biggest media industries around and often the first to pop into the mind when those words of "Media" and "Industry" are spoken.

1.1: Advertising - She set about this quite informatively making sure there were plenty of examples for the reader to draw from experience to help them understand the context of what she was saying. Something my own work could use more of I am sure. The one that sticks in particular is that of footballers being yellow carded for taking off thier shirts during goal celebrations due to the advertising not being present, It speaks volumes and fills the reader with the ridiculous reach but serious impact that the advertising industry has over others. There is also a very informative diagram showing the effects of all the different outlets of the media industry breaking it down easily for the reader to disgest with the rest of the article.

1.1 Film - The film section of her blog post was strong and followed in the run of using interesting facts and examples to keep the reader interested. My pick of this was to find out the original surviving film was that of plates (I found this humbling for some reason). Again there was a flowchart that one could follow while reading this document to better punctuate her point. I feel there could have maybe been slightly more with the origins of the film industry where it spoke about the beggining then quite suddenly mid sentance we swithced to how we are today. ( but this is somewhat hypocritcal I feel).

1.2 This was on the subject of cross media ownership where she gave an example and an insight into advertising company Omnicomm which I have found out (due to mainly this article) is a massive megacorp of different advertising companies spewwing there marketing disguised as friendly advertsing which is probably in leagues with another micreant, particuarly one Rupert Murdoch and his Newscorp Empire, which is a good example for the everyman due to the news frenzy he has just endured. (another example of her great...examples and keeping her writing to a formulaic style) As well as mentioning his frightening impact on the politcal systems of different countries.

Overall it was a great look into the effects and structures of these two important empires and I even learnt some handy trivia to throw at people the next time I fall into myself and use interesting facts to convince people I have a soul.

More to come folks but my evening has slipped away from me for the time being. TOODLES!!