---
title: "Production management: 100% centralized | Phantasm case study"
url: https://warrenperez.com/en/case-studies/phantasm/
description: "100% of productions centralized in one command center: how Phantasm, a commercial and music video production company, replaced a constellation of spreadsheets."
language: en
---
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](https://warrenperez.com/en/notion-consultant/), to manage all their productions in one place.

- 20 people
- Commercials · music videos · film

## 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. 1 Productions databaseEvery production tracked from bid to delivery: project type, pre-production, shoot and post-production phases, key dates, budget, producer and crew by role.
2. 2 Talent poolA database of external collaborators, directors included, with their roles and unavailability.
3. 3 Function spacesSales, Talent, Production and Post-production spaces, internal projects and a roadmap.
4. 4 Access governancePermanent staff administer the system, while freelancers only access standard documents and the page of their project.
5. 5 Consolidated calendarIn 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.

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