Project Planning: Start with the End in Mind
One of my favorite parts of being a Production Director is the pre-planning. I know that sounds crazy, but I love making sure my team has adequate time to think through and work on big projects. I may not be able to bring all the technical knowledge that they have, but I can bring balance to their workflow, and I know that’s one of my greatest contributions to them. Whether the project is building a giant life-size Lite Brite or testing a new piece of technology, the project planning begins the same way for me.
Begin the Planning
I always start with the end in mind. Figure out the due date for the final product and back up the schedule from there. If the project is something we’ve never done before, then I know to build in more time for brainstorming, R&D, ordering products, failed attempts, and making blueprints if necessary.
Even though I love technology, I often begin the planning phase with pen and paper. It helps me to visually see the project with no other distractions so I usually print out a blank month overview calendar from today’s date through when the project is due. From there I begin filling the calendar with what I know—including events like non-negotiable meetings, office closings, vacation days, and in our case the prep and rehearsals for the all shows in between now and the project.
Once everything is written out on the calendar, I can easily see what I have left to work with in the remaining days. From there, depending on the project, I allot a certain amount of days for initial brainstorming and ordering products to test, then days for actual testing, and lastly days for building or showcasing the project. This method also shows me when or where we don’t have enough time for the project. In this case, I start breaking down the project to figure out where I can help the team. Sometimes this means hiring more contractors at a certain phase or deciding what other projects can be put on hold or removed in order to allow more time. It’s a big puzzle, and I love pulling all the pieces together.
Implement the Plan
I generally run the timeline by a few people in case I missed something, and then begin implementing the plan. This generally includes:
Booking meetings for brainstorm sessions
Ordering supplies
Delegating portions of the project to individuals on the team
Creating blueprints, if needed
Reserving the workshop for the testing and building phases
Reserving the stage space
Booking contractors, if needed
Reserving a box truck for transportation of the project
Of course, every project varies and has its different elements, but I find this basic beginning has been a good consistent start.