Behind the Scenes of VFX Production Planning and AI with Shana-May Palmer

At Cause and FX, we are using AI across many areas of the company but are finding a real impact in the quieter side of the company. The analysis layer. The pattern recognition. The systems that surface insight from complexity – so that our production teams can make smarter decisions about forecasting, scheduling and resource planning before the pressure has a chance to build.

For our team, this intelligence is giving us a richer, more detailed view of how each project is moving – allowing us to deliver predictably at scale.

Shana-May Palmer, VFX Production Supervisor, plays a key role in leading that effort. From the mapping of projects, through to resourcing, reviewing, and refining across the studio.

“I love seeing a schedule take shape, freshly mapped out so we can visualise how a project will run, from turnover right up until final delivery,” she says.

“We map it out, knowing it’s going to change, but with a clear view, if needed, we can adjust course early. The nature of our industry sees deadlines moving, briefs evolving and sometimes shots required expanding overnight. Having that level of visibility is crucial for our VFX team.”

Building Visibility Across Every Project

Over the past three and a half years, Shana has helped shape production planning into a disciplined, studio-wide rhythm.

Every week follows a structured cadence:

• Thursdays: producers build schedules.
• Fridays: workload is reviewed – who’s heavy, who’s light, what’s shifting.
• Mondays: the view zooms out to the global picture, looking at forecasting, hiring, reallocating, future pipeline.

“Our eyes are on it every week,” Shana says. “We’ve got a really clear process for reviewing everybody’s workload and communicating what’s coming.”

This isn’t a solo function. It’s a collective effort, with producers, department leads and production teams contributing to maintaining clarity.

The result is fewer surprises and more informed conversations, both internally and with clients.

AI in VFX Production Planning: Insight, Not Autopilot

Over time, consistent reporting has created something powerful: reliable data.

For years, the production team has gathered live task reporting across projects. It has involved tracking what runs over bid, what comes in under, and where patterns repeat.

Now, AI tools are being used to analyse both historic and current production data. Not to make decisions, but to surface insight faster.

“We are using AI to analyse our historic and current data, allowing us to gain understanding, spot trends and review common industry challenges,” Shana explains. “This helps us have stronger predictability around project scheduling and delivery, ensures we are informed to make smarter decisions and can continually review and update our processes as the industry evolves.”

AI accelerates pattern recognition. It highlights pressure points earlier. It prompts better questions. But Shana is very clear that it doesn’t replace judgement.

“It’s not gospel,” she says. “We verify the data, and decide what actually makes action.”

AI functions as an insight accelerator – strengthening production intelligence while keeping leadership firmly human-led.

This approach aligns with our broader AI governance framework, ensuring that any tool introduced into the pipeline supports delivery without compromising security or accountability.

Protecting Creative Teams Through Smarter Forecasting

Visual effects is a fast-moving industry. Deadlines shift. Scope evolves. Client priorities change.

Sustainable delivery requires skilled, capable artists. Plus, it requires strong forecasting.

“A bit of overtime can be needed,” Shana says candidly. “But there’s not much value in constant overtime. We don’t want to burn out our team”

Forward planning allows adjustments to happen earlier and in smaller increments. If a team member has carried additional weight one week, the following week can be recalibrated. If a sequence is trending heavier than expected, conversations can happen before pressure compounds.

This is senior production leadership in practice – balancing creative ambition with sustainable workload management.

AI-supported forecasting strengthens predictability, protecting both the project and the team behind it.

Leadership Through Visibility

Behind every delivered shot is a web of planning, allocation, communication, and adjustment. A coordinated effort to meet delivery expectations with clarity and confidence.

While production intelligence doesn’t typically attract headlines, it does underpin project success. It is the door opener for honest communications with clients and staff.

“If you can foresee how the whole project will run, you can catch major issues early,” she says. “We can connect with our client early on, explain that we need a bit more time, and if they don’t have the wiggle room in their schedule, then we can adjust priorities, bring on additional crew, or move to a short burst of overtime. But the important thing is that we have given ourselves enough time to do so”

In an industry defined by complexity, Shana leads the visibility that allows Cause and FX to respond early, protect its teams, and deliver with confidence. This is being aided by AI, as we build infrastructure that strengthens resource planning, supports teams, and enables predictable delivery.

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