You donāt need me to tell you all the reasons why you need a flashlight for production, but why was I willing to spend $65 on one? Sounds expensive, but once you have a good quality flashlight, itās hard to go back to any other kind. For the last year, I've been using this flashlight, and I love it!
Olight S1R Baton
This flashlight is the perfect lightweight, compact size to keep on my bag, in my pocket, or around my wrist during a show. Hereās a few of the features I love most about this flashlight:
Battery: Itās rechargeable, and it lasts a long time! I love that it can be charged with a USB magnetic charging port. You donāt even have to pull the battery out, just set the flashlight on top of the magnet and youāre good to go. Itās easy to leave the charging port on your desk and charge it up as needed.
Magnetic: The flat back of the flashlight is magnetic which means itāll magnetize to any metal surface as a hands-free option.
Brightness Modes: It has six lighting levels ranging from very dim like when youāre trying to be inconspicuous backstage to an impressively bright level of 900 lumens.
Accessories: Included with the purchase you receive an extra battery, lanyard, Skyben holster, the charging system, and a pouch to carry everything.
Today, while emptying my backpack I realized just how many pens were actually in my bag. I'll admit, I tend to hoard pens because I love using certain ones for specific reasons. Which had me thinking I should write a post about my favorite pen to use for production. It may sound trivial, but having a good pen makes a difference.
PaperMate Ink Joy Gel 0.7
This pen has definitely risen to the top as one of my overall favorites. On show days, Iām constantly in need of a pen to take notes, write out instructions, or even just to pass a quick note to someone. It writes consistently, feels smooth, and itās quick drying so it doesnāt smudge! The clip on the pen makes it easy to keep on my belt loop for easy access without having to dig around for it or be concerned about it falling out of my pocket. Since itās retractable, I never have to fuss with or worry about losing the cap.
I generally keep two colors with meāa black pen for anything professional I may need to write out, and a bright colored one so the notes I write to myself standout on the script. These pens come in a wide variety of colors, and if you like a more fine point pen, it also comes in 0.5.
A multitool is one of those must-haves in production. There are countless times that pliers, a knife, wire cutters, a simple screwdriver or even those tiny scissors are needed. What Iāve learned over the years is donāt go too cheap! Iām all about saving money, but if you go too cheap, youāll just end up annoyed with the tool and eventually purchasing another one because it breaks. Do yourself a favor and invest in a decent multitool up front. Itāll last for years, and youāll actually want to use it.
My go-to multitool has been the Leatherman Wave. With its compact size and lightweight design, itās perfect to carry in my backpack, pocket, or belt loop, and it has a good amount of tools without going overboard. Itās a great fit for my grip, and I know Iāll have it for years to come.
Other Great Options Iāve Used:
The Leatherman Rev. Itās a great starter multitool, and less expensive than the Wave, but still a great tool. Itās definitely on the smaller side with a few less tools, but it has all the great basics.
The Leatherman Surge. Itās the step up from the Wave, and unlike the Wave, thereās easier access to the scissors without needing to open the multitool all the way. I tried it for awhile, but the tool was just bit big for my grip.
In my opinion, you canāt go wrong with the Leatherman brand. There's so many to choose from, and it's really about deciding which one best fits your needs.
Whenever training new Backstage Managers for our production, I start with giving them this simple list to better understand the role. Even if the Backstage Manager isnāt new to production, I find it beneficial to communicate clear expectations of their role. Hereās a look at our basic role description to prepare all props and costumes for each show.
Before Rehearsal Begins
Use the Props List provided to double-check and familiarize yourself with all props and costumes
Set props and costumes
Layout the prop/costume in the location where itās first usedāstage left, stage right, somewhere in the house, etc. (See Props List for starting point location of each item.)
Preset any props/costumes on stage that should be in that location before the show begins. Not every prop comes out with an actor.
Prepare costumes, especially quick changes, so itās easy for the actor to put them on. (ex. unzipped, half-unbuttoned, etc.) Discuss the costume change with the actor to learn their preference about how to get into or out of the costume.
If the prop/costume is new, please make sure all tags are cut off of the items.
Review the Props List to understand when each item should be brought on or off stage
Safety is important. Always be on the lookout for loose cables or items that actors could trip over.
All cables, especially in a doorway or entrance, should be gaffed down.
If itās in a dark area, stairs or items that can be tripped over, should have spike tape marked on them so itās visible to anyone crossing.
Check in with the Show Director for any changes or additions.
Get your radio headset on, and do a radio test with the Producer and any other Backstage Managers.
Before Doors Opens
Reset props and costumes
Check in with the Show Director for any last minute needs
Throw away any trash on the stage or in the backstage area (scripts, coffee cups, water bottles, etc.)
Walk through the backstage area to make sure pathways and entrances are clear
After the Show
Throw away any trash on the stage or in the backstage area (scripts, coffee cups, water bottles, etc.)
Using the Props List, collect all props and costumes. Put props into the bin and costumes into costume bags
Click the picture to see an example of one of our Prop Lists:
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 thatās 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 weāve 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 todayās date through when the project is due. From there I begin filling the calendar with what I knowāincluding 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 donāt 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. Itās 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.
JOY was the theme for our show in May 2017, and we wanted to end the show with an interactive way of showcasing joy with the audience. Our creative team came up with the idea of building a life-size Lite Brite. Everyone in the audience would be given one of the āpegsā and told to write all over it with ideas, things, or people that bring them joy. They didnāt know why they were doing this until the very end of the show when we collected the pegs and made this masterpiece in front of them.
The Live Production Team was excited for the challenge and began brainstorming immediately. After LOADS of testing and days of R&D, we built Lite Brites that made a huge impact on the show.
Building the Lite Brites
Our challenge was to build three sets of giant Lite Brites (since there were three shows happening simultaneously), with pegs that were cheap, easily reproducible for the nine shows, and illuminated well.
The Pegs
Use water bottles with the labels removed, and color the water using a very small amount of neon food coloring (the liquid kind, not the gel)
The Lite Brite
Use 1x4ās and 2x4ās for the frames, legs, and supports
Attach a coroplast sheet to the back wall of the frame
Attach aluminum foil to the back coroplast using spray adhesive in order to better reflect the light
Use 1/8ā plywood for the front with a hole saw the same diameter as the bottles
Paint the front, frame, and legs black avoiding the aluminum foil
Purchase LED strip lights to attach to the inside of the frame (the more lights you use, the better the result)
Attach black butcher paper across the front of the frames in order to hide the holes until theyāre punctured
In our September show, we were challenged to take the classic song āHead, Shoulders, Knees, and Toesā and turn it into a dance/rave style with props, lights, and updated lyrics to more obscure words like āAbs, Earlobes, Liver, Brainā to make it funnier. The writers got to work on the lyrics and the song, and the production team started on the props and lighting.
We decided to purchase skeletonsālike the ones from a science classroomāand paint them neon colors so theyād glow under black light and really pop on stage. I know I may be biased, but they turned out awesome! Let me rewind, and explain our process.
Testing
Using a Pantone color swatch book and a variety of neon colored spray paints, we tested out what the colors looked like under black light. Technically, we didnāt use actual black lights, and instead used our R2 LED light fixtures and found a blue/purple UV-like light that still made neon colors pop.
Planning
Before we started painting, we worked on color combinations. I found an outline of skeleton online, printed out a few copies, and colored it with highlighters matching our spray paint colors. We all voted on the best color combinations, ordered more spray paint, and picked a work day to paint.
Painting
It was super hot and humid on painting day, but my team hung in there, never complaining like champions. Huge shoutout to Weston, Meaghan and Cade! (Side Note: We learned spray paint doesnāt love the humidity and tends to clog pretty easily. The trick is to shake the cans way more often than normal to keep the paint flowing.) After painting, we bought Polyacrylic satin finish spray sealant and put a few coats on top to prevent chipping and scratches in travel.
Rebuild Stands
The skeletons came with stands that wheeled, but they were so cheap the skeletons wouldnāt roll even on a smooth surface. I challenged our intern, who was going to school for engineering, to design a new base with better wheels. Hereās what he came up with:
Stage
The final step: Showtime! Here's a portion of the song so you can see how we used it.
No matter the show or the stage, there are a few staples to have on hand for every production:
Good Quality Shoes: Donāt underestimate the need for a good pair of shoes. Most likely youāll moving around a lot, and you donāt want sore feet on your mind.
Small Notebook: Generally I like to write on something small that can fit in my back pocket, and paper I donāt mind ripping off to give someone a note.
Pens: Carry around ones you donāt mind losing or lending out knowing you probably wonāt get it back.
Black and Silver Sharpies: There are numerous reasons/times you may need a sharpie; black ones are great for most everything, and silver ones are great for writing on black gaff tape.
Spike Tape: Used mostly for marking where a prop or person should be on stage. I always have at least two colors to signify different people/props. If youāre spiking a prop on stage, please spike the back legs, never the front! (Buy Spike Tape at B&H)
Gaff Tape: Ask anyone in production, gaff tape is their best friend. It fixes everything! Word to the wise, donāt go cheap on your gaff tape. Iāve learned my lesson. (Buy Gaff Tape at B&H)
Microphone Tape: We use medical tape to hold microphones in place on someoneās skin. It hurts a lot less than other kinds of tapes Iāve tried, and it seems to really hold up well with costume changes, sweat, and makeup. (Buy Microphone Tape on Amazon)
Multitool: For obvious reasons.
Lighting Key: Most lighting directors will already have one, but I like to keep one in my bag just in case.
Flashlight: Thereās always that moment when youāre backstage, itās dark, and you canāt find something.
Phone: You never know when someone on the crew or cast is going to call/text because theyāre running late or maybe they got lost. Always have your phone on you. Just be sure itās set to vibrate, and turn off any alarms!
Watch: Most people probably use their phone as their watch, but personally I love wearing a basic watch on show days. There's something about the simplicity of being able to just glance at my wrist rather than pulling out my phone every few minutes.
Water Bottle: Stay hydrate friends!
Personal Items: These items might be just a me thing, but I always have mints and chapstick in my pocket and roll-on deodorant in my bag. ProTip: Most deodarants will melt in your bag on a hot day, which is why I have a roll-on kind for traveling around.
To make life a little easier on the day of the show, I bought a smaller size roll of gaff, spike, and medical tape and put them on a safety cable which can easily clip to my bag or onto my belt loop. Itās come in handy quite often, and then I always have a safety clip with me too if itās needed for some reason.
Our shows run from September through May. At the start of every season, I handout a Producer Checklist for a refresher of whatās expected from the Producer at our shows. This is specific for our shows, but hopefully the idea of it can help you form your own checklist.
Pre-Rehearsal
Get caffeine! Youāre gonna need it!
Check in with the Show Director for any last minute changes.
Connect with Graphics/Video Operator, Lights, and Backstage Managers about any complex elements for the show
Before Doors Open
Screen Position: Check that the screens are in the correct position for that particular showāeither up, down, or half screen
Audio: Make sure Walk-In music is playing at an appropriate level
Side Screens: Check that Pre-Show Graphics Loop is scrolling on side screens
Lights: Check that walk-in lights are prepped and the room has been hazed
Stage: Check that the stage is clear of any props or trash from rehearsal
Start of the Show
When the Director calls for places, ensure that all of your key team players are in their place and on com.
Call for the Technical Director to start recording
Check with Backstage Manager to see if they have eyes on the cast backstage.
Reset for Second Show
This only applies if there's a second show in the same day.
Check in with the Show Director for any changes that need to be made to the next show. Take notes so that you can communicate any changes to the team.
Clean up any trash in the booth
Check with Backstage Manager to ensure props are reset
Go through the āBefore Doors Openā list above
After Shows
Throw away all trash in the booth (scripts, coffee cups, water bottles, etc)
In KidStuf, our producers are calling the show. This means theyāre calling in cues for lighting, audio, backstage, graphics, and videos. Sometimes theyāre calling in cues to our Video Director as well. Itās a daunting job because KidStuf doesnāt move slow! Itās generally a 40 minute show with a 35-40 page script, and youāre on the whole time. We have tons of lighting and graphic/video cues, and thereās usually a few big moments for the backstage crew.
Iām always on the lookout for new producers who can handle staying calm in the chaos and communicating clearly. As Iāve trained producers over the years, I wrote out a one page Best Practices and Preparation sheet that I give to all our new producers.
Best Practices
Memorize Basic Stage Direction Terminology: (Stage Left, Stage Right, Upstage, Downstage, Left of Center, Right of Center, etc.) These need to be second nature to you so you donāt hesitate in your calls.
Stay Calm in the Face of Chaos: Chaos is bound to happen. No matter how well rehearsed you are, something will inevitably come up. Be prepared to stay calm. The rest of the crew will go off of your tone. If youāre anxious, theyāre most likely going to be anxious. Think of it like pilot. In the face of turbulence the pilot often talks over the intercom. In that moment, depending on the pilot's tone of voice, you can either feel at ease or panicked. The producer is the pilot of the crew!
Communicate Clearly: I canāt say this enough. You have to be extremely clear about the direction you want others to take. In the heat of a live show, theyāre not looking for you to get opinions, they want strong direction. Take a deep breath, quickly think it through, then communicate as clearly as you can.
Donāt Assume on Com: Have you ever used com and started talking to someone and then realized that person didnāt hear a thing you said? I learned the hard way to never assume everyone is setup to force listen to all of your calls. Every time I need to talk to a person I hold down their button on com. Make sure youāre always clear on com as to who youāre calling the cue for. I always start my call with saying the name of crew's position. Example: āLights, Stand by forā¦ā
Stay One Step Ahead on Cue Calls: This one is hard for people because sometimes you want to live in the moment of what just happened, especially if itās a funny moment in the show, but often you canāt! As soon as you call a cue, flip to the next one. I constantly have one hand on the com and one on my notebook to flip to the next cue.
Get Ready for Mistakes: Itās okay! Weāre all human! You and the crew are going to make mistakes at times. Donāt let them rattle you. How you recover from a mistake is what makes or breaks the moment. You have to shake it off, keep going, and stay calm for the team reminding them that weāre gonna make it through. They need to know you have faith in them. Thereās plenty of time after the show to evaluate.
Before the Show Day
Watch the Rehearsal Video We provide a video of the rehearsal to every producer. Even if you just get to watch it once, it will give you a better understanding of the whole show in one flow. My recommendation is to have the script with you as you watch the rehearsal, and take notes of parts that may be difficult or that will require a lot of cues from you.
Practice Calling Cues: I know this sounds weird, but if youāre new to producing, the best thing you can do is get used to the way it feels to call cues out loud. Find a place where you wonāt feel crazy to talk out loud. Take one of our old shows and scripts and literally practice calling the cues in real time out loud. This will help you feel more comfortable and familiar with the verbiage, and youāll learn your own flow for the show before youāre in the trenches of a real live show.
Prep Your Script: Every producer is a little different. Iāve seen some that like to highlight, underline, or add sticky notes to their cues. You have to find the method that works best for you. Personally, I like to fold down the pages that donāt have cues on them so that I can quickly flip passed those to the next page. I often write big notes in my script if I know itās a difficult moment. Then I always have a pen with me in rehearsal, and if I miss a cue, I mark it really big so I donāt miss it the next time. Donāt be afraid to write all over your script.
Why I Use GoogleDrive for Productions, Events, and Projects
GoogleDrive has lots of online applications, but the ones I find myself using most are GoogleSheets, GoogleDocs, and GoogleForms. The great thing about using GoogleDrive is that it keeps all different types of organization in one system thatās collaborative, shareable, and itās web based so you can access it on any device.
Starting the Project
Whenever starting a project, I first make a folder with the name of the project. Then I start creating whatever documents that are needed for that show, event, or project. Most often I need a GoogleSheet where I can add lots of tabs at the bottom for lists like budget, props, backstage setup, etc. Or Iāll use GoogleDocs to keep a running notes page. You can also create more folders within the root folder if needed.
Why Have a Root Folder?
Having a root folder not only keeps everything in one place, but you can also share that folder with the people on your team that need it. Whoever has access can see whatever additional folders, sheets, or docs you add into that root folder automatically. This way you donāt have to remember to share new files with everyone each time you create another.
However, you donāt have to share the root folder with everyone. You can still share individual folders, docs, and sheets within the root folder per person. Some crew members will need access to everything, while some will only need a few of the documents.
Sharing Rights
When sharing a root folder or individual file, Google allows you to choose the sharing options to make a person either a viewer or an editor. I try to only give editor rights to the people who really need it to avoid mistakes that could lead to miscommunication or confusion.
Version History
Another reason I love GoogleDrive is for their Version History feature. If someone, or even yourself, accidentally edits or deletes something important, you can go back in history and retrieve that information. Itās saved me many times!
āFor every minute spent organizing, an hour is earned.ā ā Benjamin Franklin
āGood order is the foundation of all things.ā ā Edmund Burke
Itās so true! Organization is the foundation to pulling off any great performance. How did we keep everything straight for FamJam? Let me show you some of the behind the scenes planning that was involved.
For FamJam, I created a spreadsheet in Google. I find when working with a team, itās best to keep the main organization in a collaborative tool like GoogleDrive. Why? It helps me not to be the only source of information. My team could find a lot of their answers without having to rely on me to respond 24/7. Second, I always say we should be so prepared for a show that if you wake up deathly ill, the show can still run...after all, the show must go on! With everyone on the team having access to the organization/plan for the show, if something happened to me at least they had all my thinking and prep work.
Okay, hereās a peek into my GoogleDrive. Each of these lists were on a different tab but all a part of the same GoogleSheet. This way you only had to go to one place to find all of the information needed.
Call Times/Schedule:
Each location had different show times and some had multiple shows. Making a master call times/schedule in a simplified, one page sheet helped me to see the big picture of all the shows at once.
I did not share this with the whole cast and crew because it would be so overwhelming for them to see everyones schedule. Instead, we use Planning Center with the schedule and call times. This way each person on the cast and tech crew gets an individual email with the information they need and their specific call times.
(Click on the image to see the whole GoogleSheet.)
Load In/Out List
We had a separate crew assigned to all the big items/equipment that needed to be loaded in and out at each location. This list gave Cade (the leader of that crew) his responsibilities so he knew what was expected of him and his team.
(Click on the image to see the whole GoogleSheet.)
Box Truck List
Our intern, Meaghan, was in charge of this list. We have it broken out by the person assigned to setting up or breaking down each item. Then Meaghan made sure each item was checked before Cadeās team loaded it back into the box truck. Since certain items (like the confetti shots) are not reusable, we have them marked as āload inā, but not āload outā. The last column was a list of extras that were in a bin on the box truck. If for any reason something went missing, ran out, or broke, everyone knew exactly what was on the box truck.
(Click on the image to see the whole GoogleSheet.)
Props List
This is the typical spreadsheet I make for each show. It was slightly altered since this was such a big show with way more props than normal. Overall, the props or costumes are listed in order of when it will appear on stage. Since we did a few science experiments that entailed a lot of small items, I broke out those props separately which is distinguished by the yellow headers.
(Click on the image to see the whole GoogleSheet.)
Hereās a quick explanation of each column:
Preset: This indicates whether or not the prop/costume should be preset; meaning it needs to be somewhere specific on stage or in the room before the show starts.
Per Show: This lets you know if the prop is consumable and that we wonāt need it back at the end of the show.
Prop Item: Exactly how it sounds! Itās what weāre calling each prop or costume.
Description: This gives details of whatās included with that prop/costume or whoās itās for on stage, or any other details that may be important.
Location Start: Tells you which side of the stage or where in the room that prop will first be brought out. As the Backstage Managers are laying out props, they place them in spots according to whatās written here.
Strike: This shows you if and when to strike an item. Most of the āstrikesā are called by the producer during the show, but it helps the backstage crew know ahead so they can prep how many people and when theyāll need to be striking items.
Backstage Manager Checklist
Once the Backstage Managers laid out all of the props, we still had quite a few things to prep before the show, especially with the science experiments. This list helped them know where to get started in preparations before rehearsal.
(Click on the image to see the whole GoogleSheet.)
People/Payments
I didnāt include this list since it has some personal information, but if youād like to see an example, I can remake it with fake names. This spreadsheet included each tech position and cast member with their locations and payments agreed upon. We made this list for budget estimates and to make sure everyone was paid.
Creating lists can sometimes seem daunting, and I know a lot of people keep it all in their heads. Over the years, Iāve learned that I *could* try to keep it in my head, but itās not the best way to lead. Creating lists like these helps me think more clearly so my mind isnāt bogged down with all the details, and Iām not constantly worried that Iām forgetting something.
āYour mind is for having ideas, not holding them.ā ā David Allen, author of Getting Things Done
I donāt know about you, but before shows I have a hard time sleeping and details will spin in my mind and start to stress me out. Knowing I have plan and lists ready helps me sleep deeper, keeps my mind fresh, helps me communicate more clearly, and delegate better.
Have you ever been swamped with your to-do list? Ever felt like the list is a mile long and thereās no end in sight? At some point in every production or event the list gets overwhelming. Whoās going to setup? Or book actors and tech support? Or communicate all those little details? Make the schedule for the day? Build the props? Rent the tech equipment? The list goes on-and-on, and it can be hard to know where to start sometimes.
Itās easy for me to want to hold all the details and do everything myself so that it gets done the way I envision it. Though that can feel better in the moment, in reality that never helps anyone on the team in the long run, my life will be consumed by all the work, and I lose out on other peopleās perspectives that can really help. I know it often takes longer to stop and explain a project/task to someone, but I promise it pays dividends in the end. If I take the time now to share or explain it, then in the heat of the stress, I have someone else in my court who knows exactly how to help instead of it all being on my shoulders.
Where to Start
A mantra I try to live by throughout any show is ādo what ONLY YOU can doā. Thereās lots of ways to slice a cake, but when I take the never-ending task list and break it down by person thinking through āwhat ONLY they can do,ā clarity starts to set in for me.
Fam Jam (the latest production) was one of the biggest shows Iāve ever directed. There were TONS of details, communication, and technical support needed. Each time the list grew, I kept breaking it down to what only each person could do. For myself, I knew my best role throughout the event was communication, staying in the big picture for everyone as they went deep in their area, and to try to be a step ahead of everyone in planning to not hold anyone up.
Example
Our Fam Jam show traveled to five locations over two weekends, which meant staying really organized and knowing every prop, costume, and piece of technical equipment was on the box truck before leaving a location. I took some extra time with our intern, Meaghan, to explain exactly how everything was listed out and needed to be organized onto the box truck. I helped her understand how crucial it was to know everything was packed and not to assume it got on the truck. After the first show, I let her lead the tear down crew, standing nearby to help and guide her. By the second show I didnāt even have to think twice about the box truck getting loaded. This meant I was freed up to encourage the performers and tech crew, help with other problems that arose, or answer questions for other teams closing down that facility.
As I narrowed down what was most important for my role it brought clarity to what I should or shouldnāt be doing for the show. Just like in the example of Meaghan leading the Load Out Team, I knew I couldnāt be tied down to lead that team and be able to problem solve other challenges at the same time. Therefore, defining āwhat only I could doā helped me realize I needed to stay available for the big picture problem solving and delegate a big, important project to Meaghan.
Ask Yourself
When I live out this mantra of ādoing what only I can doā, I often start with questions like āWhat tasks on this list are what ONLY I can do? What needs a specific expertise or skillset? What could be owned by an intern, volunteer, or contractor if I showed them?ā
Donāt be afraid to ask people to own something! Iāve learned most people will rise to the occasion and would rather own a piece of the project over feeling like a grunt worker thatās constantly asking āWhatās next?ā Besides, have you ever had 20 people consistently asking you āWhat can I do now?ā because thatās a whole other type of stress I want to avoid!
In the End
All in all, the name of the game is to refine down the tasks that only you can do for yourself and your team, and hopefully it will bring clarity to what could or should be given to someone else. This doesnāt mean dump all the tasks you hate on the next person, but it does help you to replace yourself, grow your team, and group together tasks to better suit everyone involved.
Even though you may be capable of a lot, always striving to do what only you can do is how to assure youāre getting your best self, and your team is getting the best of you. Do you know what projects only you can do in your role? Are there tasks that you may even enjoy doing, but maybe itās not your greatest contribution and time to delegate them?
Organization is one of the top skill sets needed to run a smooth production. There are too many details that can easily be forgotten, people to communicate with, and delegation that takes place to not have a good system for organizing. Over the years, Iāve adjusted and made tweaks to continue making the system better and better. This post is dedicate my top favorite apps that I use on a daily basis.
1. Alfred
Just like Batmanās assistant, Alfred has been assisting me for over seven years now. By pressing a hotkey on the keyboard, Alfred appears and is ready to help in lots of ways.
App Features Include:
Launch Applications - I know that sounds like a simple use, but it saves me time to launch the application with Alfred instead of opening up applications, finding it, then opening.
Find Files - Itās great to locate files for those times you canāt remember what folder itās in on your computer.
Reveal Files in Finder - This will locate your file and pull it up in Finder instead of just opening. I use this a lot when Iām trying to find a few files that I know are stored together.
Calculate - You may think this one is funny, but being able to do quick math calculations or even complex ones without having to open a calculator app is so helpful. And once you do the math, you can copy the result to your clipboard and paste it.
Spell and Define - I use the ādefine featureā a lot instead of opening the dictionary app when I need a quick reminder of a definition.
Clipboard History - You know when youāve copied something to your clipboard, and then had to copy something else, and you wish you could have both, well with Alfred you can. It keeps a history of what youāve copied to your clipboard for easy access to paste again.
View Contacts - Search the people you have in your contacts app to copy/paste their email, phone number, address, etc.
Other App Integration - There are lots of apps you can setup to control from Alfred instead of opening the app. Example: In Alfred, I can type āemail Colin Harmanā and it will open up my mail client, start a new email, and have it addressed to Colin ready for me to type.
And thereās A LOT more that I havenāt tapped into like using AppleScripts, snippet expansion, hotkeys, and more.
I highly recommend you check Alfredās site out to see their extensive list of features. There is a free version, but Iām telling you, itās worth it to just go ahead and purchase the powerpack.
2. 1Password
This one is a lifesaver for me! In a world where you need a password for everything, you need this app. The first step is to make up ONE password to launch the app. Then basically, this app securely stores all of your other passwords, and all you have to do is remember that ONE password you created at the beginning.
For instance, say you sign up for a new account with Amazon. You go through the normal process of setting up that account, then 1Password will help you create a unique password and store the username and password. Then the next time you need to login to Amazon, you hit a keyboard shortcut which pulls up the 1Password vault, you type in that original ONE password you created, and then 1Password fills in the username/password for that Amazon account.
App Features Include:
Helps you create secure/unique passwords for all accounts
Stores all your usernames and unique passwords
Store secure notes (ex. Driverās License number, Passport number, Bank Account, Credit Cards, etc.)
Includes a plugin that integrates with your Internet browser to fill in username/passwords for websites, credit card numbers when youāre purchasing something, or even just your normal identity information like your home address.
Sync it all together with an app on your computer and phone
If itās not making sense yet, check out this video from 1Password that explains how it works.
I think 1Password has a free trial you can start with, but if youāre like me and canāt keep up with all the passwords, I think youāll love it.
3. OmniFocus
If you havenāt read the book Getting Things Done by David Allen, go check it out. OmniFocus and Getting Things Done (GTD) go hand in hand. In fact, I believe OmniFocus was created out of GTDās concept of how to work.
OmniFocus has lots of features that I havenāt tapped into, but I canāt imagine what Iād forget without this app. Iāll be honest, at first itās a bit overwhelming because itās so powerful, but give yourself time to adjust and youāll see the benefits.
App Features Include:
Repeatable Tasks - I use this for reminders like taking out the trash every Thursday, someoneās birthday, or monthly reminders to check on my work budgets.
Inbox for Brain Dumping - Learn more about brain dumping from Getting Things Done. It frees up your brain!
Location Reminders - shows tasks based on your location
Cloud Syncing - Sync your phone and computer app so you always have it with you.
Quick Entry - allows you to add tasks while youāre in another app
Customizable - change the way the app looks and how you see information
Forecast - I use this every day. It helps me know what I have to get done today, while seeing what my week looks like.
Project Review - set reminders to review a project as frequently as you want
Organize with Projects and Contexts - see below for more understanding
OmniFocus organizes information in multiple ways. You can label each tasks with a project, context, and due date. A project is pretty self explanatory, and context is someone or something (computer or grocery store) you need in order to get the task done.
Example: Letās say I need to get a budget proposal for the Fam Jam production approved. I would have the task listed as āGet budget proposal approvedā, and that task would be under the project āFam Jamā with the context of āBossā because I need her to approve it. Now when Iām working on the Fam Jam project, I see the task listed, but also if Iām with my boss for a meeting or she stops by my cube, I can pull up the context āBossā and see everything related to her no matter what project a task is under. I use this method a lot with meetings. When Iām in a Directors meeting, I open my context called āDirectorsā to see all tasks (or questions) related to that meeting even if itās from multiple projects.
I could go on and on about all the benefits of using OmniFocus, but Iāll keep this surface level for now. If youāre interested, Iāll take some screenshots of how my workflow is organized in OmniFocus for another post.
If you want to have a more in-depth overview of how OmniFocus and GTD work together, watch the video below. Itās about seven minutes long, but gives you an deeper understanding.
4. TextExpander
This app is more about efficency than organization. TextExpander helps you save time typing out frequent words or emails by shortening them. You choose the keystrokes you want to represent a word, and TextExpander automatically expands that word.
Examples - I type the word KidStuf a lot. So instead of typing it out every time, I chose the keystrokes ;ks to represent KidStuf. Which means thatās all I type and it expands to the full word automatically. Hereās a few more that I use a lot ;? which expands to āLet me know if you have any questions!ā Or ;enp which expands to my work email address. Or ;adnp expands to my workās address.
You can also use TextExpander for boilerplate emails where you can choose what fill-ins you want customized per email. Example: When I have to order lunch for a meeting, I type ;lunch and this message (see below) pops up with custom fill-ins for me to quickly type and send the email.
App Features Include:
Time Saver! I donāt even realize how often or secondhand itās become to use this app until Iām typing on someone elseās computer.
Typos - Automatically fixes common typos/misspelled words.
Boilerplate Emails - Speeds up the process of sending those frequent emails with customization.
Todayās Date - There are snippets to type out the current date so no mistakes are made.
It may seem like a small list of features compared to some of the other apps above, but donāt let that fool you. Thereās a 30-day free trial on TextExpanderās website.
Thereās a few other apps I use, but these four apps I use every single day, and at this point couldnāt work without them. What apps do you love? What other tools do you use to organzie or save time?
Let me know if you have any questions about these apps, or if you want to know more in detail of how I use them.
