Derek’s Production Assistant Playbook
Expectations, Standards, and How to Actually Be Valuable on Set.
Introduction: The Role of the PA
If you’re reading this, you’re either about to step onto set as a Production Assistant, or you’re looking to get better at it.
That’s a strong place to start.
Being a PA is one of the fastest and most honest ways to learn how production actually works. You’re not removed from the action—you’re inside of it. You see how decisions are made under pressure, how departments interact, and how small details either keep things moving or slow everything down.
This guide is here to shorten your learning curve.
Everything in here is based on real set experience—what consistently works, what causes problems, and what separates PAs who get called back from those who don’t. Most PAs are new, and that’s expected. You’re not supposed to know everything. But you are expected to pay attention, adapt quickly, and improve every day.
The goal is simple:
Be someone people trust, rely on, and want back.
1. The Reality of the Role
A Production Assistant is the foundation of a functioning set.
You are not just completing tasks—you are helping maintain the flow of the entire day. That means:
reducing friction
supporting communication
solving small problems before they escalate
making it easier for others to do their jobs
This is also a service role, and that matters.
You are there so that:
the director can stay focused on creative decisions
the producer can manage the bigger picture
department heads can execute without distraction
If people have to stop what they’re doing to deal with something you could have handled, that’s a breakdown in the system.
2. Silence Is a Skill
On set, talking less is a professional advantage.
That doesn’t mean being unhelpful—it means being intentional.
Don’t speak unless there’s a purpose
Don’t interrupt conversations
Don’t insert yourself into situations that don’t involve you
Your job is to:
observe what’s happening
listen carefully
anticipate what might be needed next
Clients
You do not initiate conversations with clients.
If a client speaks to you:
respond politely and respectfully
keep your answer short and clear
defer anything beyond that to the producer or AD
Your role is to support the environment—not become part of it.
3. Hustle Is the Baseline
This is not a passive job.
A strong PA:
moves quickly
stays alert
looks/asks for the next task
You should rarely be standing still.
If you’ve completed a task:
find something else that needs attention
check in quietly
clean, reset, or prepare
Optics Matter
Even if you’re caught up:
stay engaged
stay moving
look like you’re part of the flow
People notice energy before they notice detail.
4. Finish What You Start
Starting tasks is easy. Finishing them properly is what matters.
Common mistakes:
leaving tasks halfway done
assuming someone else will finish it
jumping to something new too quickly
Expectations:
complete tasks fully
double-check your work
make sure the result is actually usable
If you’re pulled in multiple directions:
prioritize what matters most
communicate clearly if needed
ask another PA for help early
Completion builds trust.
5. What To Do When You Don’t Know What To Do
This will happen often—especially early on.
The key is how you respond.
Do:
Pause
Stay calm
Identify the right person
Ask clearly and briefly
Don’t:
panic
guess
disappear
A calm PA who asks the right question is far more valuable than one who guesses wrong.
6. Chain of Command
Clear communication depends on clear structure.
You take direction from:
Producer
AD team
Key PA
And occasionally you are assisting:
Clients
Vendors
Department heads
If someone outside your chain asks for something:
acknowledge them
confirm if it’s appropriate
escalate if necessary
This prevents confusion and keeps the set organized.
7. Walkies & Communication
Walkies are essential to how a set operates.
Your communication should be:
clear
concise
intentional
Use standard language:
“Copy” (message received)
“Moving” (you are acting on it)
“Standing by” (waiting for next instruction)
Avoid:
long explanations
unnecessary chatter
talking over others
Walkie Management
One PA should be responsible for:
distribution
collection
charging batteries
tracking inventory
Nothing slows a set down faster than missing or dead radios.
8. Phones: Keep Them Invisible
Your phone should not be visible during active work.
This includes:
texting
scrolling
checking notifications
Even if you’re using it for something work-related, it often looks like you’re disengaged.
If you need to use your phone:
step away briefly
handle it quickly
return immediately
Perception matters.
9. Physical Awareness on Set
How you move matters as much as what you do.
Avoid:
crossing through shots
blocking camera or crew
wandering without purpose
Always:
move with intention
stay aware of your surroundings
position yourself where you’re useful but not in the way
This is one of the fastest ways to signal professionalism.
10. Craft Services & Hydration
Keeping the crew fueled is part of keeping the set productive.
Responsibilities:
maintain a clean, organized craft area
keep items stocked and accessible
monitor usage throughout the day
Active Service
At least once an hour:
walk the set - pick up trash
offer water, snacks, or drinks
Do this quietly and efficiently.
Water System
Carry a Sharpie at all times.
When handing out water:
write initials on each bottle
do this for everyone
This:
prevents confusion
reduces waste
adds consistency
11. Catering Responsibilities
Food coordination requires attention to detail.
Before the Shoot
confirm dietary restrictions
verify order details
communicate with caterers in advance
During Pickup
Check everything:
meals
utensils
plates, cups, napkins
label clearly - make sure you know what is what.
Do not leave without confirming.
Delivery
organize distribution
communicate delays immediately
Food delays impact morale, budget and schedule.
12. Cleanliness & Set Maintenance
A clean set is an efficient set.
Your role includes:
picking up trash continuously
resetting messy areas
maintaining craft services
Bathrooms
This is part of the job.
Ensure they are:
clean
stocked
usable at all times
Especially in client-facing areas.
13. Safety & Awareness
You are an extra set of eyes.
Watch for:
unfamiliar people
unsafe conditions
blocked exits or pathways
equipment hazards
If something looks off:
don’t ignore it
inform the appropriate person
Safety is everyone’s responsibility.
14. Do Not Touch Gear
Unless you are explicitly told:
do not move equipment
do not adjust setups
do not lean on gear
If something looks placed, it is.
Respect each department’s work.
15. Task Prioritization Under Pressure
You will often be pulled in multiple directions.
When that happens:
quickly assess what matters most
complete that task fully
communicate if something else will be delayed
If needed:
ask another PA for help
escalate appropriately
Handling pressure well is a defining skill.
16. Working With Other PAs
You are part of a team.
Do:
communicate clearly
support each other
share workload when needed
Do not:
stand around talking
cluster unnecessarily
lose track of responsibilities
If multiple PAs are idle, something is being missed.
17. Anticipation & Learning People
Great PAs don’t wait—they anticipate.
Pay attention to:
individual preferences
timing patterns
department routines
Examples:
who needs coffee and when
who prefers minimal interaction
who needs frequent check-ins
Use that information to act before being asked.
18. Emotional Control
Set days can be long and stressful.
Expect:
pressure
fatigue
frustration
Your job is to manage it.
Avoid:
complaining
visible frustration
negative energy
Maintain:
calm
professionalism
consistency
People remember how you carry yourself.
19. Dress & Self-Care
Dress appropriately for the environment.
Wear:
neutral colors
practical clothing
comfortable footwear
Avoid:
flashy or distracting items
Also:
stay hydrated
eat when possible
manage your energy
You need to be physically capable of keeping up.
20. Mistakes: Own Them
Mistakes will happen.
When they do:
acknowledge them immediately
take responsibility
explain how you’re fixing it
Do not:
hide mistakes
shift blame
ignore the issue
Owning mistakes builds credibility.
21. End-of-Day Behavior
The job isn’t over until everything is wrapped.
At the end of the day:
assist with breakdown
collect and organize walkies
clean work areas
check for lost items
Strong PAs finish as well as they start.
22. Feedback & Growth
Improvement is your responsibility.
At the end of a production:
ask for feedback
identify areas to improve
Also reflect personally:
what did you do well?
where did you struggle?
what will you do differently next time?
Consistent self-awareness leads to rapid growth.
Final Standard
If you remember nothing else:
Be early
Stay quiet
Move with urgency
Finish every task
Don’t be a distraction
Help others do their job better
Do this consistently, and you will stand out.
And more importantly—you will keep getting hired.
