If you work in the AV & event or media sectors, you know that there are a few critical periods throughout the year where things can get…spicy, to say the least. Especially in summertime: From January to July 2024 alone, we've observed a 106% increase in invitations sent to crew members for productions!
So truly, the last thing you and your crew need in these moments, is miscommunication, delayed projects, and ultimately, frustration on the work floor.
That’s why, in this article, we’ll guide you into the essentials for maintaining smooth operations and ensuring team members are content and productive.
Imagine it’s peak summer, and you’re orchestrating a large outdoor music festival. The logistical requirements are complex and involve multiple stages and vendors. As the festival day gets closer, you find out that there have been some big mix-ups because vital information wasn’t shared properly: updates on equipment and locations were distributed through a mix of emails, text messages, and sticky notes.
As a result, not everyone received the information they needed, sound equipment was sent to the wrong stages and some important workers didn't even know about changes to the schedule. Now, you and your crew are left with chaos and a disrupted workflow that sours team morale and undermines the success of what should have been an amazing summer project.
The impact of inefficient communication
This all goes to show that when the stakes are high, the margin for error is low. Miscommunication and inefficient communication can lead to significant operational disruptions, which not only affect the immediate outcomes but also have long-term repercussions on group dynamics and trust.
Recognizing the common pitfalls in traditional communication methods is the first step toward rectifying them. These issues often stem from:
- Inconsistent information distribution: Relying on multiple, uncoordinated communication platforms leads to incomplete dissemination of information.
- Lack of real-time updates: Delays in communication can derail time-sensitive operations.
- Inadequate training: Without proper training in effective communication practices, misunderstandings and errors become more likely.
Here’s how to fix or avoid that:
5 Proactive ways to improve crew communication and happiness
Changing from chaos and frustration to clarity and fulfillment in your crew doesn’t have to be a science project. Here are some simple but effective ways to improve communication that you can start using today:
#1 Regular, structured meetings
Our first tip is to begin having regular, planned meetings. Start the season with at least pre-event meetings and daily briefings:
- Pre-event meetings: Before any event, hold meetings to set expectations, define roles, and align the team. For example, before a festival, gather all team leads to discuss stage setups, vendor placements, and emergency protocols. These meetings ensure everyone starts on the same page.
- Daily status meetings: During high-seasonal periods conduct daily 15-minute event status meetings. These meetings allow your team members to report on their previous day's work, outline their tasks for the day, and raise any immediate concerns.
#2 Visual and physical tools
Think of incorporating visual aids to enhance understanding and coordination:
- Use Gantt charts to track project timelines, flowcharts to delineate process steps, and Kanban boards for task management.
- Display these tools in common areas to keep everyone informed of current statuses and changes. For example, during TV productions, a Kanban board in the studio allows crew members to see scene progress in real time, which helps in managing set changes efficiently and minimizing downtime.
#3 Communication training
Preventing is better than curing. That’s why we advise to develop comprehensive communication capabilities ahead of time:
- Provide training sessions on effective communication, including listening skills, non-verbal cues, and concise speaking. Include conflict resolution and teamwork to enhance cooperation. For example, training a film crew on specific communication methods can help camera operators and editors work better together, reducing the need for reshoots and edits after filming.
- Implement a standardized communication protocol where each department has set forms and briefings to report status updates. For example, a theater's stage crew could use standard forms to relay lighting and sound needs, making sure the technical team is ready before each show.
#4 Clear hierarchical communication paths
Structure your information flow and align with the team to reduce confusion and errors:
Clearly define who reports to whom and how information should be passed up and down the chain.
Each team member should have access to a digital or physical handbook tailored to their role, containing contact lists, schedules, protocol reminders, and FAQs.
For example, at a big sports event, clear communication lets coordinators quickly update broadcasters about changes in player line-ups and schedules, ensuring viewers get smooth updates.
#5 Incorporate feedback loops
Establish continuous improvement through feedback:
- Set up regular feedback sessions and an anonymous suggestion box. These should be checked and addressed promptly to adapt and improve processes continually. For example, after a concert series, feedback from technicians can highlight the need for better coordination between lighting and sound departments. This in turn can lead to a revised protocol that significantly improves the quality of subsequent shows.
Everything in one hub, for one flow
So, there you have it, 5 ways to streamline crew communication for efficiency and increased crew happiness! But before you log off and enthusiastically get started, there’s one more thing:
After setting up these practices, you can easily transition to a comprehensive digital solution that amplifies these benefits.
Rentman, our cloud-based platform, allows account managers and planners to update teams and make changes from anywhere, ensuring access to live, reliable information.
Our platform:
- Keeps all schedules, timelines, and digital packing slips in one central location, automatically updating teams on any changes.
- Provides warehouse crew members with real-time updates on needed items, boosting efficiency.
- Gathers all crew information in one place, making it easier for planners to work together without constant back-and-forth messages.
In conclusion, efficient crew communication is crucial - particularly during peak seasons such as summer. Implementing regular meetings, employing visual aids, providing comprehensive training, clarifying communication hierarchies, and instituting feedback mechanisms are crucial steps. These preparations ensure that all your systems and protocols allow everyone involved to enjoy their jobs, making each project not only successful but also fulfilling!