Top Mistakes That Can Cost You a Role in Production Management (and How to Avoid Them)
- Mayhem Production Management
- Jun 13
- 2 min read
Good coordinators are essential, and studios are always looking for people who can keep projects on track, teams aligned, and chaos under control. If you’re curious about the coordinator role in VFX and animation, it’s worth knowing some of the early missteps that can hold people back from getting hired - or from standing out once they do.
Here are the top mistakes we see aspiring Production Coordinators make (and how you can avoid them)!
1. Thinking It's Just Admin
The mistake:
Many assume the role is about calendars, spreadsheets, and booking meetings. While those are part of the job, coordination is much more than that.
The fix:
Understand that the coordinator role is central to the production pipeline. You're not just organizing, you’re translating creative needs into timelines, solving problems before they happen, and supporting both artists and producers.
Start seeing yourself as the person who connects every part of the studio.
2. Avoiding the Tools
The mistake:
Some people wait to learn production tracking software (like Flow Production Tracking (ShotGrid) or ftrack) until they "need to." That’s often too late.
The fix:
Get comfortable with the tools early. Even just knowing how to update statuses, assign tasks, or pull a report can set you apart. You don’t have to be an expert right away, but you do need to show initiative.
Hands-on practice in a demo environment or course can make a big difference.
3. Not Asking Questions
The mistake:
Trying to figure everything out solo or being afraid to ask questions in meetings because you "should know by now.”
The fix:
Ask. Always ask. Studios move fast, and good communication beats guesswork every time. Senior staff would much rather clarify something early than fix a misunderstanding later.
You’re not expected to know everything - you’re expected to speak up.
4. Focusing Too Much on the Big Picture Too Soon
The mistake:
Getting overwhelmed by how massive a production is and trying to track everything at once.
The fix:
Start small. Focus on your department or sequence. Master how to track assets or shots within your responsibility, and build from there. Over time, your understanding of the big picture will come naturally.
Coordination is about keeping things moving one step at a time.
5. Forgetting It’s a People Role
The mistake:
Thinking it’s just about tools, schedules, and trackers.
The fix:
The best coordinators know how to talk to people. Artists, supervisors, producers, and sometimes clients. Knowing when to follow up, how to phrase things, and when to push (gently!) is a huge part of the job.
Coordination is equal parts logistics and relationships.
🎓 Ready to step into coordination the right way?
Our 7-week online course is designed for aspiring production coordinators or people already in production looking to upskill. No experience needed, just a passion for production. Want a taste test? Try our 2-hr Flow Production Tracking (ShotGrid) Workshop!
📅 October intake open now
Comments