Picture this: the cameras are ready, the talent is on standby, and the crew is set to roll. Then, out of nowhere, something goes sideways. Maybe a thunderstorm floods the location, a critical crew member calls in sick, or a key piece of gear suddenly gives out. It’s a scene I know all too well from producing large-scale series like More than a Celebrity for ReachTV or Dual Pursuit: The Scarlet Dream following Rutgers' men's and women's basketball teams for Group Black and Peacock.

No matter how much planning you do, production delays happen. It's not about avoiding them — it's about how you respond.

In the fast-paced world of video production, staying adaptable and strategic separates the good from the great. Let’s walk through how I tackle unexpected production curveballs, and how you can too.

Step 1: Assess the Situation
First things first — don’t panic. The goal is to quickly and clearly understand what caused the delay.

When I was Executive Producing Oklahoma: The Champion Mindset (following the OU softball team's historic championship run), weather delays became almost a regular occurrence. Rather than scrambling, we would immediately huddle with the production team and ask the right questions:

What exactly caused the delay?
Can it be prevented moving forward?
What does this mean for today’s shoot and tomorrow’s?

Communication is everything here. A quick team meeting — whether in person or over Zoom — opens up the conversation and brings in perspectives that might offer solutions.

Equally important: document it. Every hiccup we faced on those major series became a valuable note for the next project. Think of it like building a personal playbook — with lessons learned at every turn.

Here’s a quick framework I use:
Identify the root cause.
Open up the conversation with the crew.
Document the disruption and resolution for future reference.

Step 2: Reevaluate the Timeline
Once you know what you’re dealing with, it's time to reshuffle the timeline — smartly.

On Sustainable GOAT for ReachTV, we often had to work around the busy schedules of entrepreneurs, athletes, and creators. Losing even a few hours could impact the full shooting calendar. The trick was to prioritize ruthlessly:

Focus on the tasks that must happen first.
Defer what can wait without causing a chain reaction.
Identify dependencies and knock out the standalone tasks.
Sometimes that meant shifting post-production ahead while we waited for reshoots. Other times it meant flipping location days.

Think of it like chess: staying three moves ahead helps you see new paths that keep the project advancing.

Step 3: Communicate with Clients and Stakeholders
When things change, transparency matters. Fast, clear communication builds trust — and trust buys you the space you need to adjust.

When weather disrupted a major outdoor shoot for Dual Pursuit, I immediately sent an update to our network partners at Group Black and Peacock. Not just reporting the problem, but presenting solutions: indoor alternatives, flexible dates, and how these changes would affect post-production delivery (or not).

Here’s my go-to approach:

Share a brief but clear update.
Present options, not just problems.
Focus on solutions and maintaining quality.
Most clients and partners understand that production is a living thing. What matters is showing them you’re in control of the situation.

Step 4: Bring in Backup if Needed
Sometimes the best move is recognizing you need reinforcements.

When we hit a bottleneck during the final days of The Champion Mindset — juggling interviews, live games, and studio shoots across multiple cities — we brought in additional field producers and editors. It wasn’t a luxury; it was a strategic investment to stay on deadline and maintain quality.

Outside help can:

Bring specialized gear or skill sets.
Solve immediate staffing gaps.
Accelerate parallel tasks without burning out the main team.
Knowing when to expand the team isn’t a weakness — it’s leadership.

Final Thoughts: Challenges Make You Stronger
The best productions don’t succeed because nothing went wrong — they succeed because the team stayed nimble, smart, and positive when things did go wrong.

Every challenge, whether on More than a Celebrity or any of the NIL-themed series I've produced, has only sharpened my ability to pivot, plan, and lead stronger teams. If you keep your cool, adapt your strategy, and maintain open lines of communication, you’ll not only save your current project — you’ll lay the groundwork for smoother ones ahead.

Remember: the obstacle is the opportunity.
Embrace the unexpected. That’s where the real magic — and growth — happens.

Need Help Managing a Video Project?
Whether you’re facing a tight timeline, a complex production, or just want to ensure your vision gets executed flawlessly, I bring decades of experience Executive Producing content at the highest levels of streaming, broadcast, and branded storytelling.

If you're ready to move your project from chaos to championship level — let’s connect.