360° digital agency
Nematis : 5 min instead of 45 to 60 per quote
project created automatically at signing
Film and video production
Film and video production: 100% of commercials and music videos managed from a single command center
Phantasm is a production company that makes commercials and music videos, with a film division, Vixens. Its partners brought me in to structure their production system in Notion, to manage all their productions in one place.
1 · Context
Phantasm produces commercials and music videos, alongside a film division, Vixens. A team of producers and support functions runs many productions in parallel, with a pool of directors and freelance collaborators.
In this business, control over the calendar, budgets and talent availability directly determines the ability to win bids and deliver on time.
2 · Challenge
The brief at a glance
- Centralize every production
- Link the schedule to talent availability
- Structure business development
- Open the system to freelancers without exposing everything
Management relied on a constellation of spreadsheets: one file for sales tracking, another for scheduling, with no link to directors’ availability, and still others for festivals, advertisers and talent scouting. Estimates were built in a complex Excel file.
Production files lived in a giant Dropbox whose folder structure had to be reorganized every time a project changed status, causing sync conflicts. No CRM structured business development.
3 · Roadmap
- 1
Productions database
Every production tracked from bid to delivery: project type, pre-production, shoot and post-production phases, key dates, budget, producer and crew by role.
- 2
Talent pool
A database of external collaborators, directors included, with their roles and unavailability.
- 3
Function spaces
Sales, Talent, Production and Post-production spaces, internal projects and a roadmap.
- 4
Access governance
Permanent staff administer the system, while freelancers only access standard documents and the page of their project.
- 5
Consolidated calendar
In a second phase, a single calendar brings together the dates of every production, with festival cost tracking.
4 · The transformation
Before
- Sales tracking and scheduling split across several spreadsheets.
- A schedule with no link to directors’ availability.
- Estimates built in a complex Excel file.
- A Dropbox to reorganize with every status change.
After
- 100% of productions centralized in a single command center, from bid to delivery.
- The production schedule linked to talent availability.
- Controlled access for freelancers.
- A consolidated calendar of every production.
Thank you for your work on the Notion workspace. We are developing it in parallel so that it fits our needs as closely as possible.
Let’s talk about your project.
Tell me a little about what you’re working on. I’ll get back to you personally to discuss the next steps.
More case studies
Creative agency
SPOA : 7 teams in a single system
from sales to bookkeeping prep, for 3 years
Nonprofit (B Corp movement)
B Lab France : 100% centralized management
sessions, learners, schedules, attendance