What are some tools or techniques for managing your time and resources effectively as a stage manager?

1 Production Meeting

A production meeting is a regular meeting where the director and the design team update each other on the progress and challenges of their respective areas. As a stage manager, you should attend these meetings and take notes of any important decisions, changes, or issues that affect the schedule, the budget, or the technical aspects of the show. You should also prepare a list of questions or concerns that you have for the director or the designers, and clarify any unclear or conflicting information. After the meeting, you should distribute a summary of the meeting to all the participants and the relevant staff, and update your production book accordingly.

3 Time Management Tools

One of the most essential tools for managing your time as a stage manager is a calendar. A calendar can help you keep track of your deadlines, appointments, meetings, rehearsals, performances, and other events related to the production. You can use a physical or a digital calendar, or both, depending on your preference and convenience. You should also sync your calendar with the director's and the design team's calendars, and update it regularly. Some of the features that you can look for in a calendar app are reminders, alerts, color-coding, sharing, and integration with other apps.

4 Resource Management Tools

Another important tool for managing your resources as a stage manager is a budget. A budget can help you monitor and control the expenses and income of the production, and ensure that you stay within the allocated funds. You can use a spreadsheet or a software program to create and manage your budget, or you can use a template provided by your organization or institution. You should also consult with the director and the design team on their budget needs and expectations, and negotiate any changes or adjustments. Some of the features that you can look for in a budget app are categories, subcategories, reports, graphs, charts, and integration with other apps.

5 Time Management Techniques

Besides using tools, you can also apply some techniques to improve your time management skills as a stage manager. One of the most effective techniques is prioritization. Prioritization is the process of ranking your tasks according to their urgency and importance, and focusing on the ones that have the most impact on the production. You can use a matrix or a list to prioritize your tasks, and assign them deadlines and durations. You should also review your priorities regularly and adjust them as needed. Another useful technique is delegation. Delegation is the process of assigning some of your tasks to other people who have the skills and availability to do them. You can delegate some of your tasks to your assistant stage manager, your stage crew, your production assistant, or other staff members. You should also provide clear instructions, expectations, and feedback to the people you delegate to, and monitor their progress and performance.

6 Resource Management Techniques

Similarly, you can also use some techniques to enhance your resource management skills as a stage manager. One of the most helpful techniques is estimation. Estimation is the process of predicting the amount of resources that you will need for each task or phase of the production, based on your experience, research, or consultation. You can use formulas, calculators, or software programs to estimate your resources, and compare them with your actual resources. You should also update your estimates regularly and account for any contingencies or variations. Another beneficial technique is optimization. Optimization is the process of maximizing the use and value of your resources, and minimizing the waste and cost. You can optimize your resources by finding ways to reuse, recycle, or repurpose them, or by negotiating discounts, deals, or donations from your suppliers or sponsors. You should also evaluate your resource usage regularly and look for opportunities to improve it.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?