Keeping moral high: a producer's guide to budgeting effectively and keeping your crew happy

We all know that indie films need money, but what do you do to keep everyone happy when funds are scarce?

Image sourced from Karolina Grabowska on Pexels.

Every indie film needs money-- it's what makes the production move. The tough part is that you have to source this money, every last nickel and dime, and find out how to utilize it to your advantage.

Filmmaking is a costly art form, and we don't always hit our fundraising goals. Not everyone can put the money out to fund their films, and not everyone has a rich aunt or uncle who can dump a fat wad of cash in your lap to help you out (though if anyone does, hook a sister up please and thank you).

So, when this does happen, you compile your resources as best you can to pay for what you need-- equipment, locations, basic food, the absolute necessities. This can put a stressor on the filmmaking process that can make or break a "good" or "fun" set-- morale.

Morale can be difficult to keep up for both young and old filmmakers alike. I see it being more difficult as you get older, though. When you're young (or young in your filmmaking career), the morale usually comes from the physicality of just making art. You are with your friends, or with colleagues who also enjoy filmmaking, and you are crafting something that is solely your own. It's fun, it's exciting, and it's true art.

As you get older, that natural morale fades as you get into bigger budgets, bigger decisions, odd curveball situations, physical stressors, and mental stressors. That sparkle in your eye can be vacuumed back inside your soul as you get caught up in new things. It doesn't happen to everyone, but it can happen to the best of us, and it's not necessarily a bad thing. It's just the way life can be sometimes: you get a little beat up, and your natural instincts tell you, "oh man... I really don't know if I want to (or can) do that again".

Can you do this again? Photo sourced from Nikolaos Dimou on Pexels.

As a producer working in the field, the main thing I must say to other producers, or those who want to become producers, is that you will quickly realize you are probably the main person who can keep a crew happy or unhappy, and or change people's minds from the above statement to something more positive.

It is usually a combination between the producer and the director-- the organized planner and the artistic executioner. You are the two main leaders on set, alongside your department heads, but you differ in the fact that you can sway a department head's mood, happiness, and wellbeing. Additionally, in the eyes of a producer, you have an advantage here since you know any and all information about your budget.

Below are some of my best tips for keeping morale high while on a tight budget (coming from someone who has worked with six-figure budgets to budgets of about $1,000.). While it doesn't always feel like it at first, there are always solutions.

1. Be Kind to Your Crew

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This is the most basic of basic, the easiest and cheapest thing you can do to keep morale high. Be kind to everyone on set as much as possible. You will get into stressful times during production, but just keep it light, and professional. There's always a nice way to respond to people, especially in a day and age where we are mainly communicating over text and email and our words can accidentally be mistaken for being slightly crude or malicious.

When you are kind to your crew, they are kind to you back. You help set the expectation of how folks should be acting towards one another on set and keeping their happiness high. It's the gift that keeps on giving, and it's the morally right thing to do.

Simple kindness can go along way and get you your next amazing network connection, unexpected money donation, free catering service, or help in time of need.

2. Don't Be Afraid to Be Transparent

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There will be instances in your producing career where things aren't going right with the budget and you're not exactly sure what to do. It's during times like these I urge you to be transparent with your cast and crew.

It's important to mention, especially on the indie level, that being truthful and down-to-earth with your colleagues is one of the best policies you can follow. Whether you're telling someone you can't afford their full normal rate or breaking the news that there will be overnight shoots, it's best to lay all of that information out before them and have a genuine conversation about it. Beating around the bush will only put pressure on the situation.

Transparency is highly valuable when communicating with your team, and many times, your teammates will be understanding of where you are coming from. Be genuine and don't shy away from those difficult conversations. Take them slow, step by step, and actively listen to what your cast or crew member has to say in response.

Remember, producing is a social coordination job-- you will always be having these conversations and finding ways to be genuine, yet firm with what needs to be done for the goodness of your production and the wellness of your team.

3. Find the Little Things

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When I think of the little things in life, I think of the things that are silly and unexpected. I think of jokes. I think of the simple pleasantries of life. These can all be incorporated into your set. Not always easy to do, but can turn thing around quickly in your favor if you play your cards right.

As a leader on your team, point out and remind your crew the little things about production that are a plus, a bonus, or in your favor. While things may be going south, remind them they you were able to book something really delicious for lunch the next day, or remind them of that amazing miracle shot your camera team captured because all departments were working together to make it happen.

This tip may seem a bit lackluster or even cheesy for some producers, but it will make a difference with set morale.

4. Try to Keep Money Aside for a Treat or Two

Image sourced from StudioBinder.

Treats always keep people happy, especially when they are food.

Here are some of my favorite treats to do on set:

• Is someone celebrating a birthday while working? Have yourself or a PA pick up cupcakes for everyone

• One of the most common treats I see on set is a mid-day coffee run. People will thank you for the pick me up. Make it even more special and get personalized drinks if you can-- add their name on there too.

• While pizza is my no-go when it comes to main food, mid-day or end of the day celebratory pizza can go along decently with your normally scheduled meals.

• Does one of your department heads enjoy a specific canned or bottled drink you can get at most any gas station? Make their day and have someone bring them that drink.

• Are you on a travel gig or set with a local joint famous for something specific, like doughnuts or pastries? Bring some of those babies onto set.

Remember to keep tabs on dietary needs when coordinating treats. Also remember to not overdo it with the treats-- they become less special over time and can mess up people's diets on set (which are already a mess, especially on an indie set, due to constantly eating on-the-go foods and prepackaged snacks).

While this tip costs money, it doesn't have to break your bank. And all it may take from you is a quick errand before set or planning beforehand.

5. Find a Way to Say Thank You After the Fact

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Whether it's a hand-written thank you card or a small gift you purchased out of pocket (or both), saying thank you after set makes a huge difference. This reminds your crew that you are thinking about each of them and all the hard work they have done.

While it can be tedious, it can be cost effective and sentimental to write things by hand and make things personal for each crew/cast member. I'm not telling you to go out and get personalized keychains that say "Bob" and "Jenny" and "David"; I'm saying that a letter written to Bob telling him he was the best DP you could ever have, telling Jenny she did amazing work with the lighting setups, and telling David that you couldn't have done it without his knowledge on costuming and wardrobe will make a big difference. Those letters not only are kind, but also boost morale, strengthen your relationships, and make people want to work with you again on future sets.

Don't forget to thank you outside people as well, such as restaurants that catered your set, friends and family who donated money, and other small businesses that may have helped you out. I know during my junior year of college film I wrote a thank you letter to the manager of the bank we opened a checking account with and he remembered me a year later when I walked in to the building to sort some financials out for my senior year film.

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Keeping morale high on set is decently easy to do and won't break the bank-- I highly encourage you producers and leaders out there to keep these tips and tricks at the top of your list of "to-do's" and learn more about your crews to see what solutions work best for your team.