Creating an animated explainer video is a powerful way to communicate your brand’s story, highlight key offerings, or engage your audience in a memorable way. But without a clear production timeline, it’s easy for the process to stretch out, leading to scope creep, delays, and strained budgets.

If you’re a marketing or design team working with an external production company, it can be challenging to stay in control of every detail, especially if you’re not familiar with the animation process. This post will guide you through a practical, realistic video production timeline template that ensures your project stays on track and within scope while meeting the quality and creative standards you’ve envisioned.

And don’t forget to grab a copy of our animated video production calendar template!

Why a production timeline is essential

Managing scope & expectations

When collaborating with an external production team or explainer video agency, a timeline helps you both agree on what’s achievable within budget and scope. Video production involves many stages, each with distinct tasks and deliverables. Without a timeline, these can easily expand, leading to “scope creep”—where additional tasks and revisions push the project beyond budget and deadline. A timeline sets clear milestones, making it easier for everyone involved to know what’s expected and avoid adding new elements mid-project.

Avoiding delays & overruns

Delays can derail even the best video concepts. A timeline clarifies the sequential nature of tasks, helping avoid bottlenecks and ensuring a smooth flow from one stage to the next. This prevents a last-minute rush to complete deliverables, which often impacts quality.

Setting realistic deadlines

Overly ambitious timelines lead to stress and lower-quality work. Each production stage requires time, and understanding this allows your team and your production partners to set achievable deadlines. Realistic deadlines keep quality high and ensure your team can meet project expectations without scrambling to make last-minute changes.

Stages of a animated video production timeline

Here’s a breakdown of essential production stages and how long they typically take. Tailoring this timeline to fit your project’s complexity and goals is key to success.

Pre-production (2-4 weeks)

• Concept development & planning: This stage involves brainstorming sessions, audience research, and defining key messages. Whether you’re working with the production team on the concept or providing one of your own, clear planning here sets the stage for the project. Allow 3-5 days for concept approval and feedback.
• Scripting: Scripting brings the concept to life with narrative structure and precise wording. Drafting, revising, and finalizing the script can take 1-2 weeks. It’s essential to allocate time for feedback from your team and stakeholders here to minimize revisions down the line.
• Storyboarding: Storyboarding provides a visual flow of the video and gives the production team a reference for animation. Budget 1-2 weeks for this phase to allow the external team to create the storyboard and to provide feedback on pacing, style, and overall flow.

Production (4-8 weeks)

• Design & illustration: The production company will develop characters, color schemes, and other visual elements. Feedback loops are critical, so aim for a 2-3 week turnaround, factoring in time for refining details or addressing feedback from stakeholders.
• Voiceover recording: Voiceover recording usually takes 3-5 days, including selecting the right talent, recording, and any necessary re-records. Plan to review samples and give feedback promptly to keep the production on schedule.
• Animation: Animation is the most time-intensive stage, especially for complex or character-driven scenes. Plan for 3-4 weeks to allow the production team to bring the story to life. Regular check-ins on milestone scenes can help catch any potential issues early.

Post-production (1-2 weeks)

• Editing & revisions: The editing stage involves refining the visuals, syncing audio, and ensuring each element flows smoothly. Allocate 3-5 days for this stage and allow time for feedback on final tweaks.
• Sound design: Sound effects, music, and ambiance are often what elevate the animation, adding depth and emotion to the story. Plan for 2-3 days for sound design and an additional day or two for feedback adjustments.
• Final review & adjustments: Plan for at least 2-3 days for a final review. This stage includes any last-minute tweaks, quality checks, and getting final sign-off from your team.

Common challenges & how to address them

Scope creep

It’s easy to get excited about adding new ideas, but every addition affects the timeline. Keep the timeline close by as a reference to set expectations early, defining what’s included—and not included—in the scope. Use project management tools to track changes and show their impact on the timeline, helping prevent unplanned revisions or added elements.

Feedback delays

Quick feedback is essential to keep a project moving forward, but sometimes internal feedback gets delayed. One solution is to set clear due dates for approvals on each stage in the timeline, allowing your external team to proceed on schedule. If feedback delays do happen, you may need to adjust later phases to accommodate.

Unforeseen changes

Changes in creative direction or external factors can throw off timelines. Build a buffer into each stage for potential adjustments. This flexibility can help avoid a ripple effect of delays throughout the production.

How to use the template effectively

Template overview

Our animated video production timeline template is designed for simplicity and adaptability. Each section is laid out chronologically. Your team can use it to input specific project details, add milestones, and track progress in real-time.

Tailoring the template to fit your project

Every project is unique. Adjust time allocations based on your production’s complexity and the level of animation detail. You might need to adjust timelines if your project includes additional elements like live-action footage or extra revisions, and it’s helpful to revisit the template weekly to make any necessary updates.

Tips for staying on track

Regular check-ins & milestone reviews

Weekly or bi-weekly check-ins with the production team help you monitor progress and address any potential issues before they impact the timeline. This also keeps your team aligned and allows you to make small course corrections when needed.

Clear communication with clients

If you’re producing this video on behalf of your clients, share the timeline with them at the beginning to set transparent expectations. Clients who understand the process are more likely to give timely feedback and be realistic about last-minute changes.

Tracking & adjusting along the way

Use tools like Asana, Trello, or Monday.com to monitor each phase and make necessary adjustments. Regular updates help ensure that everyone stays on the same page, and any potential roadblocks are identified early.

The bottom line

A well-defined production timeline is a roadmap for a successful video project, helping both your internal team and external production partners align on expectations and timelines. With this template, you can confidently guide your next video project from concept to completion, knowing each stage is accounted for.Creating an animated explainer video is a powerful way to communicate your brand’s story, highlight key offerings, or engage your audience in a memorable way. But without a clear production timeline, it’s easy for the process to stretch out, leading to scope creep, delays, and strained budgets. Utilizing free templates can streamline the communication of schedules and tasks for projects ranging from single videos to multi-episode series, ensuring that all stages of production—pre-production, filming, and editing—are organized effectively.

If you’re a marketing or design team working with an external production company, it can be challenging to stay in control of every detail, especially if you’re not familiar with the animation process. This post will guide you through a practical, realistic video production timeline template that ensures your project stays on track and within scope while meeting the quality and creative standards you’ve envisioned. Additionally, a gantt chart can be incredibly useful in visualizing the entire scope of a video production timeline, allowing you to monitor the impact of changes on the timeline and key delivery dates.

And don’t forget to grab a copy of our animated video production calendar template!

Why a production schedule is essential

Managing scope & expectations

When collaborating with an external production team or explainer video agency, effective production scheduling helps you both agree on what’s achievable within budget and scope. Video production involves many stages, each with distinct tasks and deliverables. Without a timeline, these can easily expand, leading to “scope creep”—where additional tasks and revisions push the project beyond budget and deadline. A timeline sets clear milestones, making it easier for everyone involved to know what’s expected and avoid adding new elements mid-project.

Avoiding delays & overruns

Delays can derail even the best video concepts. Gantt charts can help visualize tasks and dependencies, preventing delays. A timeline clarifies the sequential nature of tasks, helping avoid bottlenecks and ensuring a smooth flow from one stage to the next. This prevents a last-minute rush to complete deliverables, which often impacts quality.

Setting realistic deadlines

Overly ambitious timelines lead to stress and lower-quality work. Each production stage requires time, and understanding this allows your team and your production partners to set achievable deadlines. Realistic deadlines keep quality high and ensure your team can meet project expectations without scrambling to make last-minute changes.

Here's a breakdown of essential production stages and how long they typically take. Tailoring this timeline to fit your project's complexity and goals is key to success.

What is a production schedule?

A production schedule is the backbone of any successful video project. It’s a detailed plan that outlines every stage of production, from pre-production to post-production. Think of it as a roadmap that keeps your entire team synchronized in their creative endeavors. By having a well-defined production schedule, you ensure that all tasks are completed on time, within scope, and to the highest quality standards. This alignment is crucial for both internal teams and external production partners, helping everyone stay on the same page and track progress effectively throughout the production process.

Pre-production (2-4 weeks)

• Concept development & planning: This stage involves brainstorming sessions, audience research, defining key messages, and tracking production activities as a crucial part of concept development and planning. Whether you’re working with the production team on the concept or providing one of your own, clear planning here sets the stage for the project. Allow 3-5 days for concept approval and feedback.
• Scripting: Scripting brings the concept to life with narrative structure and precise wording. Drafting, revising, and finalizing the script can take 1-2 weeks. It’s essential to allocate time for feedback from your team and stakeholders here to minimize revisions down the line.
• Storyboarding: Storyboarding provides a visual flow of the video and gives the production team a reference for animation. Budget 1-2 weeks for this phase to allow the external team to create the storyboard and to provide feedback on pacing, style, and overall flow.

Initial Planning & Research

Initial planning and research are the foundation of a successful video project. During this phase, your production team dives deep into market research, defines the target audience, and develops a compelling concept for the video. Utilizing a production schedule template can be incredibly beneficial here. It guides you through each necessary step, ensuring nothing is overlooked and that the project stays on track. This careful planning sets the stage for a smooth production process, helping you avoid potential pitfalls down the line.

Scriptwriting & Storyboarding

Scriptwriting and storyboarding are critical components of the pre-production phase. A well-crafted script and a detailed storyboard provide the blueprint for your video project. They ensure that everyone involved understands the narrative structure and visual flow. Using a production schedule template during this phase helps your production team stay organized and focused. It ensures that the script and storyboard are completed on time and within budget, laying a solid foundation for the subsequent stages of production.

Production (4-8 weeks)

• Design & illustration: The production company will develop characters, color schemes, and other visual elements. Feedback loops are critical, so aim for a 2-3 week turnaround, factoring in time for refining details or addressing feedback from stakeholders. A well-planned shooting schedule is essential for managing the logistics of filming, including scheduling days automatically based on script details and collaborating using online tools like Google Drive and StudioBinder.
• Voiceover recording: Voiceover recording usually takes 3-5 days, including selecting the right talent, recording, and any necessary re-records. Plan to review samples and give feedback promptly to keep the production on schedule.
• Animation: Animation is the most time-intensive stage, especially for complex or character-driven scenes. Plan for 3-4 weeks to allow the production team to bring the story to life. Regular check-ins on milestone scenes can help catch any potential issues early.

Post-production (1-2 weeks)

• Editing & revisions: The editing stage involves refining the visuals, syncing audio, and ensuring each element flows smoothly. Allocate 3-5 days for this stage and allow time for feedback on final tweaks.
• Sound design: Sound effects, music, and ambiance are often what elevate the animation, adding depth and emotion to the story. Plan for 2-3 days for sound design and an additional day or two for feedback adjustments.
• Final review & adjustments: Plan for at least 2-3 days for a final review. This stage includes any last-minute tweaks, quality checks, and getting final sign-off from your team.

Common challenges & how to address them

Scope creep

It's easy to get excited about adding new ideas, but every addition affects the timeline. Keep the timeline close by as a reference to set expectations early, defining what's included—and not included—in the scope. Use project management tools to track changes and show their impact on the timeline, helping prevent unplanned revisions or added elements.

Feedback delays

Quick feedback is essential to keep a project moving forward, but sometimes internal feedback gets delayed. One solution is to set clear due dates for approvals on each stage in the timeline, allowing your external team to proceed on schedule. If feedback delays do happen, you may need to adjust later phases to accommodate.

Unforeseen changes

Changes in creative direction or external factors can throw off timelines. Build a buffer into each stage for potential adjustments. This flexibility can help avoid a ripple effect of delays throughout the production.

How to use the template effectively

Template overview

Our animated video production timeline template is designed for simplicity and adaptability, serving as a free production schedule template that enhances coordination and collaboration within your team. Each section is laid out chronologically. Your team can use it to input specific project details, add milestones, and track progress in real-time.

Tailoring the template to fit your project

Every project is unique. Adjust time allocations based on your production's complexity and the level of animation detail. You might need to adjust timelines if your project includes additional elements like live-action footage or extra revisions, and it's helpful to revisit the template weekly to make any necessary updates.

Tips for staying on track

Regular check-ins & milestone reviews

Weekly or bi-weekly check-ins with the production team help you monitor progress and address any potential issues before they impact the timeline. This also keeps your team aligned and allows you to make small course corrections when needed.

Clear communication with clients

If you're producing this video on behalf of your clients, share the timeline with them at the beginning to set transparent expectations. Clients who understand the process are more likely to give timely feedback and be realistic about last-minute changes.

Track progress & adjust along the way

Use tools like Asana, Trello, or Monday.com to monitor each phase and make necessary adjustments. Regular updates help ensure that everyone stays on the same page, and any potential roadblocks are identified early.

The bottom line

A well-defined production timeline is a roadmap for a successful video project, helping both your internal team and external production partners align on expectations and timelines. With this template, you can confidently guide your next video project from concept to completion, knowing each stage is accounted for.

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