The Complete Guide to Outsourcing for Film & TV Freelancers

How to delegate like a department head — even when you’re a one-person team.

In film and TV, everyone talks about delegation… until it comes to their own life.

On set, delegation is essential. Off set, freelancers try to do everything themselves.

But here’s the uncomfortable truth: Most crew aren’t overwhelmed because the job is too much — they’re overwhelmed because they’re doing two jobs:

1. The production job they’re paid for

2. The invisible admin job required to run their life and career

   
   

Outsourcing isn’t a luxury.It’s a survival strategy — and one that smart freelancers use to stay ahead rather than constantly catching up.

Here’s the definitive guide to how outsourcing works in production life, and how My Set PA becomes the extra pair of hands you didn’t know you were allowed to have.

1. What you should outsource (but probably haven’t yet)

There are three categories of tasks crew should never be doing alone:Admin, logistics, and life maintenance.

Admin you should outsource:

• Inbox management

• Diary organisation

• Job applications

• CV updates

• Reference requests

• Chasing invoices

• Filing expenses

• Renewals & subscriptions

• Important reminders

These are the tasks that slip through the cracks on long shoot days — and quietly sabotage your future opportunities if ignored.

Logistics you should outsource:

• Travel (trains, flights, hotels)

• Production prep support

• Calendar coordination

• Availability checks

• Appointment scheduling

• Follow-ups you don’t have time to send

Crew spend HOURS of unpaid time booking travel and managing scheduling chaos. Outsourcing gives you those hours back.

Life maintenance you should outsource:

• GP, dentist, optician appointments

• Home repairs, quotes, deliveries

• Personal errands

• Gift buying

• Renewing documents (passport, insurance, memberships)

• Coordinating moves or storage

• Managing subscriptions, bills, and paperwork

These aren’t glamorous tasks — but they’re the reason many freelancers feel like their life is permanently falling apart between shoots.

2. How much time outsourcing actually saves

A single task like booking travel might seem small.But in production life, every task includes:

• remembering to do it

• finding the time

• researching options

• comparing prices

• entering details

• checking schedules

• confirming changes

• scanning for new conflicts

  
  

A “5-minute job” is never 5 minutes.

Here’s what My Set PA clients typically save each week:

• 2–3 hours of admin

• 1–2 hours of travel or logistics

• Countless hours of mental bandwidth

  
  

The value isn’t just time — it’s clarity.

3. How to brief a Virtual PA (production-style)

You do NOT need to write long emails or give corporate instructions.

In fact, crew are the best people to outsource to a VA because they’re used to concise communication.

Great briefs look like:

• “Book flights for these dates — flexible return.”

• “Can you update my CV with these new credits?”

• “Please check availability with X and Y.”

• “Find me a dentist appointment anytime next week.”

• “Renew my insurance — same details as last year.”

• “Apply to these jobs for me before Friday.”

Think like a 1st AD: give the headline, the objective, and any constraints.Your PA handles everything else.

4. How many hours to buy (realistic guidance from real crew)

Most freelancers fall into one of these categories:

📌 The Busy Department Member (5 hours/month)

You’re not drowning, but you’re behind.The basics pile up between shoots.

Typical tasks:CV updates, job applications, inbox tidying, travel booking.

📌 The Shooting Crew Member (10 hours/month)

You’re on long days. Your life admin stops entirely during production.

Typical tasks:Appointments, bills, renewals, planning, personal tasks, logistics, career admin.

📌 HODs + Constantly Working Crew (15+ hours/month)

You’re being pulled in every direction. You need dedicated support.

Typical tasks:All of the above + ongoing personal and professional management.

The point isn’t the number of hours — it’s the mental load removed.

5. Real examples of “quick win” outsourced tasks

These are tasks that take a crew member forever but a PA can complete in minutes:

• Tracking down missing payments

• Booking accommodation for changing shoot schedules

• Creating a clean, updated CV from messy notes

• Replying to important but forgotten emails

• Organising job applications before deadlines close

• Sorting a last-minute birthday gift

• Managing returns, refunds, or order issues

• Finding availability for appointments when your schedule shifts

Every quick win creates instant relief.

6. The biggest outsourcing myth (and why crew believe it)

“It’s easier if I just do it myself.”

Crew say this because:

• they’re used to solving problems

• they’re used to being self-sufficient

• they don’t want to “bother” anyone

• they underestimate how much time admin actually takes

But here’s the truth:If you’re overwhelmed, doing it yourself is costing you:

• time

• sleep

• opportunities

• emotional capacity

• professional clarity

Outsourcing isn’t laziness.It’s efficiency.

7. Outsourcing in production is not corporate — it’s survival

Your job is demanding.Your time is unpredictable.Your schedule changes constantly.Your downtime is limited.Your personal admin is relentless.

You were never meant to carry all of this alone.

Outsourcing gives you back the life production takes from you.

You handle the set. My Set PA handles everything else.

www.mysetpa.com