Here's how you can juggle multiple projects and deadlines in Theatrical Production.
In the whirlwind world of theatrical production, where the show must go on, managing multiple projects and deadlines can seem like a high-wire act. But fear not, with some strategic planning and savvy multitasking, you can keep all the balls in the air without missing a beat. Whether you're a director, stage manager, or designer, juggling the demands of back-to-back productions requires a blend of discipline, flexibility, and a dash of creative problem-solving. So, take a deep breath and prepare to master the art of managing your theatrical endeavors with finesse and flair.
When you're spinning multiple plates in theatrical production, knowing which ones are made of fine china and which are plastic is crucial. Prioritizing tasks means assessing the importance and urgency of each project's components. Begin by identifying the non-negotiable deadlines, like opening night, and work backward to allocate time effectively. Understanding the scope and scale of each task will allow you to dedicate the right amount of attention without overextending yourself. Remember, not all tasks are created equal, so tackle the critical ones first and delegate when possible.
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This is one of the biggest things I have learned. As a Stage Manager - I had a very clear view of the entire scope of the production. I understood the director's vision and how we could achieve it. With so many voices in the room, it was crucial to understand our priorities. On bigger shows, it was easy to explain these priorities to the rest of the team, because the stage managers were looking at the whole picture.
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Purely from an acting point of view, you generally need to prioritize the thing you're doing next; or currently on. If you have two plays upcoming (if possible) don't try and learn the second until you've opened the first (and have several nights under your belt). Film is different, priority is normally feature, then short. The feature has a wider scope (often is paying much more, so you should dedicate the time to nail every aspect).
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1. Learn your lines as fast as you can! It's the most challenging but it will give you the confidence to know you're on top. Do it in frequent short bursts. You can't do the performance if you don't know your lines. It's terrifying to imagine drying on stage. 2. Contact Vicki of London Voice Coaching and book some training with her. She will help you prepare in every aspect. Working on your voice, character, movement and motivation. 3. Practise your lines with movement, whether the director has blocked it or not (blocked meaning stage directions, i.e. how/where to move). So you can bring your ideas of into rehearsals and be more fluid. Break a leg!
The secret to managing multiple projects and deadlines in theatrical production lies in meticulous planning. Start by creating a comprehensive timeline for each project, noting down key milestones, rehearsals, and technical runs. Utilize calendars and scheduling tools to visualize overlapping deadlines and find ways to interweave tasks efficiently. Anticipating potential conflicts and preparing contingency plans will also safeguard against unforeseen hiccups. Regularly update your plans to reflect any changes and maintain a clear overview of your commitments.
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Before theatre, I flew by the seat of my pants. I was trying to be "chill," but I learned that the real way to do that was by being prepared. We made sure that we were covered no matter what happened during the run. People had understudy tracks, we kept time set aside for emergency put-in rehearsals, etc. Regular rehearsals can be planned, but if things change (which they will), we understand the priorities and can shift things around easily.
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One time I was assistant directing on a professional MT production in China and was able to shadow the Stage Manager. This experience, specifically working in an environment less structured/regulated that here in the US, reminded me of the importance of daily check-ins with the creative team. We had a detailed, well-thoughtout plan for the entire production from auditions to previews and a local tour; however, several minor details were brought to light during evening meetings with the creative team. Ultimately, I feel this comes down to thorough communication, even if it feel like overkill (especially when working cross-culturally with language barriers). I learned tons shadowing this master of multi-tasking stage manager!
Clear communication is the cornerstone of successful project management in theater. Keep open lines of communication with your cast, crew, and production team. Regular meetings and updates ensure everyone is on the same page and aware of their responsibilities. Utilize clear, concise language to convey expectations and deadlines, and encourage feedback to catch issues early on. Remember, a well-informed team is a well-prepared team, capable of handling the pressures that come with tight turnarounds and overlapping schedules.
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Communication is key; and actually the trick to be effective is LESS is more. If you chuck pages of stuff at people they won't read it. If you have seven different email threads, it becomes harder to find information. Clear, concise and SIMPLE. Key dates, location, time to arrive, time to end, and is there food. Don't overload any message with more than three questions, as stuff will get missed. And don't put a bunch of erroneous details. Trust they are adults, and experienced professionals and will ask if they need more info. Simple is easiest.
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I used to be afraid of talking. I thought that people would judge me for what I was saying. In this profession, I learned that if you have information that others need, say it. They just want the information. They're not going to waste time thinking about the way that you said it. This doesn't mean speak however you want, it just means that you have important things to say. If you don't communicate well, things go wrong. A well-informed team is a well-prepared team. The more clearly you can speak, the more you can help others succeed.
Delegation is not a sign of weakness but a strategic move in theatrical production. Assess your team's strengths and assign tasks accordingly. Trusting your crew's expertise not only lightens your load but also empowers them to take ownership of their work. Establish clear guidelines and expectations to avoid confusion and ensure accountability. Effective delegation can lead to a more cohesive production process and a stronger final product, as each member contributes their best work.
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Theatres, especially governmental ones, usually lack of staff. Bringing young and enthusiastic volunteers can help enormously not only to handle the uncountable amount of small tasks, but it will allow you to dedicate your precious time on the heavy tasks. It will finally improve the experience for all staff and spectators.
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This is directly related to communicating clearly. If you can do that, you will gain your crew's trust. If they're empowered, they will do well. They won't be afraid to ask questions and make sure they get it right, which in turn will help them earn your trust. You'll have a tight ship if you are not the only crew member doing the work and if everyone is on the same page.
In the dynamic environment of theater, adaptability is your best friend. Be prepared to pivot when things don't go as planned—because they often won't. Embrace creative solutions to unexpected challenges and be willing to reassess and adjust your approach as needed. Staying flexible allows you to navigate the complexities of simultaneous productions without compromising quality. Flexibility combined with a positive attitude can transform obstacles into opportunities for innovation.
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Evgenia Kuchuk
Production manager at the Suzanne Dellal Centre for Dance and Theatre, Tel Aviv
(edited)Rare are the times that a guest production goes on stage exactly the same way it does at its original venue. One of the most exciting parts of an international guest production is the technical adaptation part, which is also the most important one. The creativity and professionalism of your team together with your production skills will generate a great solution.
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Things will go wrong way more than they will go right. Embrace this. They always seem to make their way back to that balanced state. If you can remain calm and creative in times of stress, you will help everyone succeed and feel like a superhero. Obstacles are just opportunities for growth and seeing things from a new perspective.
Finally, amid the hustle and bustle of theatrical production, don't forget to take care of yourself. Managing multiple projects is demanding, and burnout is a real threat. Ensure you set aside time for rest and relaxation to recharge your creative batteries. A healthy work-life balance will not only improve your well-being but also enhance your productivity and decision-making abilities. Remember, a well-rested mind is more capable of juggling the demands of a challenging theatrical schedule.
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THIS! Please, please remember this is the best job in the world; but it is just a job. It's not life and death, it's not (ultimately) going to change the world. And in your world nothing is more important than YOU. You gotta put the oxygen mask on yourself before you helps others; so keeping you at tip-top mental happiness is very important. Everything can wait one more day, everything can be negotiated for one more day. So if you need to just STOP for one day and take care of you, do it. Period.