How involved are you guys when it comes to photo/video shoots? I’m still pretty junior and starting a new role where I will need to define roles & responsibilities very clearly as the team hasn’t worked with a PM before. I’m excited to be part of these and jump in, but want to be mindful of best practices.

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If you’re on a shoot, I hope they’re giving you a production credit, otherwise, your production team/producers should be managing the lion’s share of the work if you’ve sold in a concept/script.

Smaller shops might be more comfortable with PMs wearing multiple hats, so no wrong way to do it. :)

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Thank you! I think we have producers, but I am not sure. Will be sure to ask around!

I’ve never heard of a PM joining on a shoot. As soon as it gets to vendors, directors, locations, talent, that should all be handled by a Producer and you will only support by ensuring Creative is delivered by the timing they need, and that Creative resources are covered for the Production needs. It’s a pretty clear baton-pass, no matter how small the agency (unless it’s literally one human for both roles, which is rare).

In terms of defining roles, look up how to make a RACI, and apply it to each key juncture or phase of the project. You can take your best stab at a draft for each, but you’ll need to work with a representative from each department to get it fully right. RACIs need to be agreed upon by everyone so they’re clear and on board.

As far as working with a PM for the first time, focus on making sure they lean on you for timing first. Take full ownership of internal invites (creative and internal reviews, not admin-style 1:1 setups), get familiar with the scopes, find out what their staff plan and resourcing situation is. Resourcing is usually a big blind spot on non-PM teams and it can be a big win for you because managing Creative bandwidth is Efficiency 101.

Good luck! It’ll be fun carving out your lane :)

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Meet with ADs/CWs 1:1 once. Get a read on them, get a download on how they spend their time, good things and pain points. But I don’t recommend it weekly. It’ll just eat your time and pull you into the weeds. You have plenty on your plate!

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The company I worked for most recently had different areas of management within the photoshoot and retouching stages of each shoot code. The Production team scheduled the shoots and all that that entailed including determining final garment selections and the types of images/ mood of the shoots. After the orders and garments were determined at Style out the Art Director/Shoot Director went to the shoots and handled the actual process and made selections of final images to be used. While our company had my position listed as being a part of the Data Asset Management team, my duties were as a Project Manager. I created the shoot orders, processed incoming files to be added to our image database, set up milestones and milestone taskowners, verified that all expectations were set within each of the images, worked with the retouching department and outsourcing teams to have images processed, and was the center point between the photography team, sourcing team, retouchers and web team. My job was to manage the movement of the work through the processing from the point that an image existed as a request with an order all the way to the point that the image delivered to the web team. The job was very cross functional but it in no way involved me having to go to shoots. There's enough work that goes into turning ideas into deliverables. There's very little likelihood that there are enough hours in the day for you to me covering multiple roles that are only tangentially connected. If you're establishing this roll for the first time you'll need to be sure to know what can be realistically done as a single project manager and determine your best practices based on what can be accomplished on a realistically standard deadline from start to finish. I also can't emphasis enough that you should make sure that you know the expectations for your roll and ensure that it's represented in your compensation. If you go into a role that has not existed before and you set the corporate level job expectations vs compensation to be unfair or even exploitative to whoever is in that role, you're going to be unhappy when you discover that what you did in good faith and excitement when you took the role has become the set in stone standard for, not just you, but anyone that follows you. This is why a lot of good Project Managers end up leaving their jobs: eventually the juice just isn't worth the squeeze. Upper management is loyal to final results and the bottom line. What may wind up as shortchanging yourself is, to them, just a smart negotiation on their part. Set transparent expectations! I just can't express that enough!

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