When does a 'meticulous' pre-production schedule become a liability on a doc set?

Hey everyone,

I'm grappling with something on a new documentary project, shooting a series on urban revitalization. Our pre-production was, for once, incredibly detailed, down to minute-by-minute breakdowns for interviews and b-roll, anticipated travel times, even weather contingency plans. We’re shooting on an FX3 with a couple of V-mount powered Aputure 60x lights, keeping it nimble.

The guide I’ve been referencing talks a lot about a 'reactive approach' for documentary, acknowledging that things will change. And boy, have they. We've had locations fall through last minute, interview subjects cancel, and 'quick' B-roll moments turn into hours-long waits. I developed what I thought was an iron-clad schedule, but now, when things inevitably shift, I find myself almost stuck to the original plan, trying to force it, which burns time and frustrates the crew.

It feels like my meticulous planning, usually a strong suit, is actually hindering our adaptability. At what point does a detailed pre-production schedule stop being a roadmap and start becoming a straightjacket on a constantly evolving doc set?