Set Decorator’s Top Organization Tips: Stay Organized in Hollywood & Beyond
- Kim Wannop
- Sep 11
- 3 min read
How to Stay Organized as a Set Decorator (and Beyond!)
Welcome to another entry inspired by the Decorating Pages Podcast, hosted by the fabulous Kim Wannop! If you work in production design, set decoration, or honestly, just want to keep your creative life more organized, you’re in for a treat. Kim spills her best-kept secrets on staying organized—on set, in the office, or wherever work may take you. Let’s dive into Kim’s tried-and-true tools, templates, and apps that can save your sanity and precious time.
Why Organization Matters in Set Decoration
Working in the art department can get hectic, whether you’re doing TV, film, or commercial work. Details change in a flash—shooting schedules, scene requirements, even what set you’ll need to dress tomorrow. Kim Wannop, a seasoned set decorator with over 20 years’ experience, knows the only way to succeed is to stay organized and flexible. These tips aren’t just for Hollywood: anyone juggling creative details will benefit.
Try Out Free Templates and Checklists
Kim’s organizational journey started with a simple inventory checklist: don’t forget rugs, lamps, dishes, and so on. Every set and character is different, making it easy to overlook something. She’s created a free downloadable “Quick Reference Set Decorating Template” you can grab from the Decorating Pages Podcast website. While you may outgrow checklists as things become second nature, they’re a lifesaver when you’re starting out or juggling multiple sets at once.
Embrace Technology: Apps that Keep You Sane
Apps are a game-changer. Kim swears by Notability—she loads scripts onto her devices, makes notes, and syncs across phone, iPad, and computer. It even offers handy templates for calendars and checklists. Other popular choices among production designers include Scriptation, which carries your script notes over as new versions (with color-coded revisions) drop. Kim’s golden rule: try out different apps, but if something doesn’t feel natural, don’t force it!
Email Filters and Shared Calendars For the Win
Production life means a constant onslaught of emails and updates. To avoid email overload, Kim uses Gmail filters to organize production emails into custom folders. Need to find out what time that meeting was? Just check the folder. Shared Google Calendars are also a must when you can get your coordinator on board—they keep everyone clued in on scheduling changes and shooting days.
Collaborative Note Sharing & Visual Photo Albums
One of Kim’s best hacks is sharing Notes with her buyers and lead crew members. By keeping shared notes for each episode or set, updates and info flow quickly and nothing gets lost in the shuffle. But the crown jewel? Photo sharing albums. She sets up albums for each set (e.g., “Henry’s House” for sofas, chairs, artwork, etc.), and shares them. This way, the whole team can add, comment, and ensure the look is cohesive—no more frantic group texts or missed details. Location photos and last-minute picks? All in the album!
Don’t Underestimate Good Old Paper
Even in a digital world, Kim never goes anywhere without her trusty notebook—specifically Clairefontaine notebooks with grids (perfect for sketching floor plans) and tabs for each episode/set. Sometimes devices run out of juice or just don’t cut it. For quick checklists, Kim uses the Smart Tasks app, but often scribbles paper notes because, honestly, sometimes it’s just faster.
Evolve Your Organization Methods
Staying organized isn’t about having one set system forever. Kim encourages everyone to stay open to new apps, templates, and even old-school paper. Ask teammates how they like to work, and be willing to switch things up depending on the project (TV moves quickly, films have different rhythms). Every artist needs a workflow that evolves with them.
Your Next Steps to Set Decorator-Level Organization
Ready to up your organization game? Explore Kim’s favorite tools and physical products, all linked in the Decorating Pages Amazon store. Browse the website for free downloads and resources. And don’t be afraid to share your own tips—Kim loves learning from listeners and welcomes your feedback. Stay organized, keep experimenting, and remember: the more efficient your system, the more creative energy you’ll have for making magic!
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