What do you do if the various departments involved in theatrical production are not coordinating effectively?

1 Identify the root causes

The first step to solve any problem is to understand its causes. Why are the departments not coordinating effectively? Is it due to a lack of clear leadership, roles, and responsibilities? Is it due to a mismatch of expectations, goals, and styles? Is it due to a poor communication system, tools, or channels? Is it due to a lack of trust, respect, or feedback? Is it due to external factors, such as budget, time, or resources? By asking these questions, you can pinpoint the sources of the issue and address them accordingly.

2 Establish a common vision

One of the main reasons why the departments may not coordinate effectively is that they do not share a common vision for the show. Each department may have its own interpretation, preferences, and ideas, but they may not align with the overall concept and direction of the show. To avoid this, you need to establish a common vision from the start, and make sure that everyone is on the same page. You can do this by having a meeting with all the key stakeholders, such as the director, the designers, the stage manager, and the actors, and discuss the theme, tone, style, and message of the show. You can also create a mood board, a script analysis, or a storyboard to illustrate and communicate your vision. By doing this, you can create a sense of unity, clarity, and coherence among the departments.

3 Create a detailed plan

Another reason why the departments may not coordinate effectively is that they do not have a detailed plan that outlines the tasks, deadlines, and deliverables of each department. Without a plan, the departments may work at different paces, miss important steps, or overlap their work. To avoid this, you need to create a detailed plan that covers the entire production process, from pre-production to post-production. You can use a software tool, such as a Gantt chart, a spreadsheet, or a project management app, to create and track your plan. You can also assign a stage manager or a production manager to oversee and coordinate the plan. By doing this, you can create a sense of order, accountability, and efficiency among the departments.

4 Communicate regularly and effectively

A third reason why the departments may not coordinate effectively is that they do not communicate regularly and effectively with each other. Without communication, the departments may not know what each other is doing, what problems they are facing, or what changes they are making. This can lead to misunderstandings, errors, or conflicts. To avoid this, you need to communicate regularly and effectively with each other. You can do this by having regular meetings, such as production meetings, design meetings, or rehearsal reports, to update, inform, and consult each other. You can also use a communication tool, such as email, phone, or instant messaging, to share, confirm, and clarify information. By doing this, you can create a sense of transparency, collaboration, and feedback among the departments.

5 Resolve conflicts constructively

A fourth reason why the departments may not coordinate effectively is that they do not resolve conflicts constructively. Conflicts are inevitable in any creative and collaborative process, but they can also be productive and beneficial if handled properly. However, if the conflicts are ignored, avoided, or escalated, they can damage the relationships, morale, and quality of the show. To avoid this, you need to resolve conflicts constructively. You can do this by following some steps, such as listening to each other's perspectives, acknowledging each other's feelings, identifying the core issues, generating possible solutions, and agreeing on a mutually acceptable outcome. By doing this, you can create a sense of respect, trust, and compromise among the departments.

6 Celebrate successes and learn from failures

A fifth and final reason why the departments may not coordinate effectively is that they do not celebrate successes and learn from failures. Successes and failures are both part of the theatrical production process, and they can both provide valuable lessons and insights for improvement. However, if the successes are not celebrated, the departments may not feel appreciated, motivated, or recognized. If the failures are not learned from, the departments may not feel responsible, accountable, or empowered. To avoid this, you need to celebrate successes and learn from failures. You can do this by having a debriefing session after each show or each phase of the production, where you can praise each other's achievements, acknowledge each other's challenges, and share each other's feedback. By doing this, you can create a sense of recognition, learning, and growth among the departments.

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?