Project Management

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PM in Entertainment?

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Carrie Mazoff PM II| McGill University Health Center Westmount, Quebec, Canada
Hello!
At first glance, I don't see any threads re: PM in film, events, theatre, concerts, etc. Does anyone have any experience with this? What are the key PM tools and techniques used in the creative world?
Thanks!
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Sergio Luis Conte Helping to create solutions for everyone| Worldwide based Organizations Buenos Aires, Argentina
I have. I worked long time in projects in cable operators which have multiple entertainment business like TV, radio, theatre, films, etc. In my personal experience what applies was the use of agile based approach and we use two methods: DSDM (while it was created for software we use it for non-software products) and our own method. But at the end is the same than any other type of projects. As you know, people "define" the success or failure then if you understand how those people work then there is no problem to work with projects in that domain. Just to comment that was between 1998 and 2002. I say that because today you can read about agile in everything but in that time few know about that, no matter agile was well stablished and well knonw in that time
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1 reply by Carrie Mazoff
Dec 23, 2020 11:41 AM
Carrie Mazoff
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Thanks! very helpful.
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Kiron Bondale Retired | Mentor| Retired Welland, Ontario, Canada
Carrie -

The nomenclature and lingo will be different in the creative world just as it is when dealing with projects in the marketing industry but the basic rules remain the same.

As Sergio has indicated, given the high degree of uncertainty in entertainment (e.g. the creative process, impact from external factors), an adaptive approach to delivery is likely more suitable than a purely predictive one.

As such, the tools used might be those used for such project including - story maps, work boards and so on.

Kiron
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1 reply by Carrie Mazoff
Dec 23, 2020 11:44 AM
Carrie Mazoff
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Thanks - makes a lot of sense! I am a pretty structured person, with most of my career in healthcare - and thinking of making the switch into a Creative sector. However, I am always aware that working with artists is VERY different. At the end of the day, most everything can be defined as a "project" and I'm sure my PM skills can be applied in arts and entertainment. But an agile approach is most definitely necessary!
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Keith Novak Tukwila, Wa, United States
I worked in the theater many years ago and there is certainly a need for project management. How formal it is will depend on whether you are considering a local theater group or a large production company.

A predictive plan is required if you expect the lights, sound, sets, costumes, and actors all to be ready on opening night. Venues must be booked, materials procured, performers cast, rehearsals planned etc.

On the other hand, you are working with artists in a highly unpredictable environment, so the agility to react to constant change is also necessary. When the choreography changes, so do the lights and possibly the sets. If the show moves from venue to venue, the performance must adapt.

At the amateur level where I worked, you would recognize less project management, and more semi-organized chaos. If you look at the olympics opening ceremony or a large half-time show of a major sporting event, there may be thousands of people involved and only one chance to get it right, which requires a high degree of planning and coordination.
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1 reply by Carrie Mazoff
Dec 23, 2020 11:52 AM
Carrie Mazoff
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Thanks, Keith! Great response. That is very much in line with my experience in community theatre "semi-organized chaos"!! I can see a great opportunity in these small venues and community organizations to add PM structure, but usually the creatives just want to run with it. A very different mentality. As I ponder a possible career shift from healthcare to arts/entertainment, I am keenly aware that this could be a challenge at the level I might be able to enter the industry (i.e. smaller, local orgs.).
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Carrie Mazoff PM II| McGill University Health Center Westmount, Quebec, Canada
Dec 23, 2020 7:54 AM
Replying to Sergio Luis Conte
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I have. I worked long time in projects in cable operators which have multiple entertainment business like TV, radio, theatre, films, etc. In my personal experience what applies was the use of agile based approach and we use two methods: DSDM (while it was created for software we use it for non-software products) and our own method. But at the end is the same than any other type of projects. As you know, people "define" the success or failure then if you understand how those people work then there is no problem to work with projects in that domain. Just to comment that was between 1998 and 2002. I say that because today you can read about agile in everything but in that time few know about that, no matter agile was well stablished and well knonw in that time
Thanks! very helpful.
avatar
Carrie Mazoff PM II| McGill University Health Center Westmount, Quebec, Canada
Dec 23, 2020 8:55 AM
Replying to Kiron Bondale
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Carrie -

The nomenclature and lingo will be different in the creative world just as it is when dealing with projects in the marketing industry but the basic rules remain the same.

As Sergio has indicated, given the high degree of uncertainty in entertainment (e.g. the creative process, impact from external factors), an adaptive approach to delivery is likely more suitable than a purely predictive one.

As such, the tools used might be those used for such project including - story maps, work boards and so on.

Kiron
Thanks - makes a lot of sense! I am a pretty structured person, with most of my career in healthcare - and thinking of making the switch into a Creative sector. However, I am always aware that working with artists is VERY different. At the end of the day, most everything can be defined as a "project" and I'm sure my PM skills can be applied in arts and entertainment. But an agile approach is most definitely necessary!
avatar
Carrie Mazoff PM II| McGill University Health Center Westmount, Quebec, Canada
Dec 23, 2020 10:13 AM
Replying to Keith Novak
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I worked in the theater many years ago and there is certainly a need for project management. How formal it is will depend on whether you are considering a local theater group or a large production company.

A predictive plan is required if you expect the lights, sound, sets, costumes, and actors all to be ready on opening night. Venues must be booked, materials procured, performers cast, rehearsals planned etc.

On the other hand, you are working with artists in a highly unpredictable environment, so the agility to react to constant change is also necessary. When the choreography changes, so do the lights and possibly the sets. If the show moves from venue to venue, the performance must adapt.

At the amateur level where I worked, you would recognize less project management, and more semi-organized chaos. If you look at the olympics opening ceremony or a large half-time show of a major sporting event, there may be thousands of people involved and only one chance to get it right, which requires a high degree of planning and coordination.
Thanks, Keith! Great response. That is very much in line with my experience in community theatre "semi-organized chaos"!! I can see a great opportunity in these small venues and community organizations to add PM structure, but usually the creatives just want to run with it. A very different mentality. As I ponder a possible career shift from healthcare to arts/entertainment, I am keenly aware that this could be a challenge at the level I might be able to enter the industry (i.e. smaller, local orgs.).
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Thomas Walenta Global Project Economy Expert Hackenheim, Germany
Did not work myself in this industry but had some conversations with people in charge over the years.

Thought they were pretty professional and I understood some principles similar to other industries and agnostic PM like

- all what counts is 'make it happen' for the audience
- therefor there is a priority on the deadline of the performance
- and a tendency to have trials and backups (good risk mgmt)
- the overall team is composed of many specialities beyond performers (e.g. lighting, sound, ticketing, ..), so very diverse and communication/alignment is of high importance
- many teams experience coercive leadership

The overall approach is widely 'waterfall', you really need to understand the sequence of things. You also have to be flexible to adapt to changes (see risk mgmt).
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Carrie Mazoff PM II| McGill University Health Center Westmount, Quebec, Canada
Thank you, Thomas - very helpful. Interesting that it's more waterfall, given the parallel sequencing of key tasks... and yet the absolute need to stay agile. Must be quite a challenge to balance!

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