If you have ever worked with me, you might know my famous Google Sheets.
They are colorful documents that keep almost everything I need to know about any production I am working on in one place.
They are not perfect, but they are my way of centralizing information and getting familiar with all the details around a show. They are my way of preparing for what will come.
An example is here.
These documents have a story.
In some of my previous jobs, we did not have the budget for fancy tools. No portals. No custom software. No single place to share info and see what was happening across a production.
At first, I was frustrated. I asked for budget approval. It was not approved. I had two options.
Sit and watch things slip because we had nowhere to share information.
Or build something small with what we had.
I told myself a story that stopped me. I did not know how to code. I could not build a website. Then I realized I did not need either. I needed one source of truth that everyone could open, update, and trust.
So I started with a simple Google Sheet.
(I picked Google Sheets over Excel because anyone with a free Gmail account can access Sheets without paying a penny.)
At first, it was only a calendar of matches and key dates. Basic. Then I added a few columns. Contacts. Truck call. Venue notes. Transmission windows. Little by little it became useful. People started asking for it.
I started sharing them with some of my colleagues. The sheets were not perfect, but they were better than nothing.
Feedback made them better. Someone asked to reorder columns. Someone else asked for a notes field for last-minute changes. I kept tweaking. The last version before I changed jobs was solid. Not a ten out of ten, but exactly what we needed to work.
Slowly, they became a crucial part of the productions I was working on.
Why?
Because they were better than nothing. Because an imperfect tool is better than no tool at all.
A small playbook you can copy
Many of you may not lack tools. However, I have learned that even the fanciest software in our industry can fall short when it comes to helping with productions that are small or not mainstream.
If you find yourself waiting on additional budget for a tool that could solve a problem, try to find your own solution.
For instance:
Make one sheet the source of truth
Tabs that usually help: Calendar, Contacts, Logistics, Engineering, Graphics, Transmission, Notes.
Columns that rarely fail: Date, Task, Owner, Status, Deadline, Link, Last updated by.
Name things clearly
For WhatsApp or any group chat, use a clean name: Show, City, Date. Add [LIVE] on event day only.
Write three simple rules
Respect on and off comms. One voice for changes. Notes in person, not on the open channel.
Assign one owner
One person keeps the sheet clean every day. Others can edit, but the owner checks structure and keeps it tidy.
Publish the update rhythm
For example, update the sheet at 9, 13, and 18 local. Post a short summary to the group after each pass.
Capture decisions, not only tasks
Add a Decisions tab with date, summary, who decided, and where it lives if there is a file.
Archive as you go
Make a copy named Final with the show code and date when you wrap. Future you will thank you.
The power of something
If you are in a position where all your needs are covered and you have everything you require, this might not be for you.
However, the message here is not about the tools you can create. The idea is about what you can achieve with something simple.
It is the power of avoiding a zero on your scorecard.
A bad tool is better than none.
A little extra effort is better than none.
Five minutes a day will do more for learning a new skill than zero minutes.
Your 30-day challenge
Pick one area in your career where a little something is better than nothing.
Examples:
Create a one-page Google Sheet for your next show with the core tabs above.
Start a WhatsApp group with a clear name and three rules.
Start writing down one step you take each day to deliver successfully in your job.
Begin using sunblock daily before every outdoor gig.
Run it for 30 days. Keep it simple. Improve it once per week. Then reply and tell me what you built and what changed. I would love to share the best examples with everyone here.
Why this matters
Perfect tools are nice. Working tools are better.
One is better than zero.
Even if your effort is small, it will put you ahead of thousands in our industry.
A simple tool brings clarity. Clarity saves time, protects the team, and makes the work better. You do not need permission to start. You only need one useful step.
If you have a story like this, hit reply. What is your version of one that beat zero?
Oscar
P.S. See you in IBC Amsterdam next weekend. Looking forward to chatting with some of you in person.
Nothing more satisfying than a good spreadsheet...;-)
Great read...
YES to proper documentation and using a platform where everyone has access to it.
The most important consideration? Is everyone reviewing the documents?
I'll create a G-Drive for shows and find not everyone reviews documents.
With multi-tab documents- KISS. Have a user review to make sure they are readable