Paper pushing and theatre productions seem to go hand in hand. There are myriads of things that go into a production, everything from audition forms and cast lists to sign-in sheets and line notes.  As a relative novice to theatre and a seasoned professional in the software industry I began a search to find a software tool that could help me handle some of the paper and communication.   Much to my surprise, my searches did not include a lot of choices.   One product that I did find is called Line Notes by a company in Austin Texas called Thank You 5.  (Interesting name – “Thank You 5” is the courteous response and acknowledgement to a stage managers announcement of “5 minutes to places”.)

This posting is the first in many of a review of my experience with this software while working as an Assistant Stage Manager on a local theatre production.

My first experience with the software… 

When you go to the website there is a free download.  Don’t get too excited though because the download is limited in that you must use their sample data.  Nothing you do will be saved and so “trying it out” really isn’t possible if you are working on a production.  You can certainly try out their sample data but I found it to be really difficult to evaluate since it dealt with things that I was not familiar with.   My resolution to this problem was to simply contact the company and ask them if there was a way to test with my data and they graciously offered me temporary license after explaining to me that their current licensing mechanism just doesn’t support a “timed” trial model.

To license the software you must be connected to the Internet.  It makes a connection to their servers to validate that the license key that you are using is not being used on some other machine.   The licensing model is such that Line Notes can be used on a single machine at a time.  You can release the license (again while being connected to the Internet) so you can license another machine but you need to be aware that you should perform the appropriate exports if you expect to want to use your data on this other machine.  Data files were not accessible that I could find, and I didn’t really ask.

Once I was licensed it walks you through a process of setting up your first production.  You can step through each of the steps to get the basics completed and you don’t need to worry if you can’t get it done because you can come back to any of these functions that the first time “wizard” performs at a later time.

The line notes main interface page is quite simple and revolves around a rehearsal for a specific production.  Multiple productions can be setup and maintained at the same time and when you first open the Line Notes application it presents you with the production window asking which production you would like to work on, or which production related activities you would like to perform.  Since I only have one production running I just double click on my production and I am presented with the main interface page.

After creating the production the next important piece of business and the real reason for an application like this is to create the “people” that you will be communicating with.  Since Line Notes integrates with a script (more on that in future postings) you also need to create a link between the person and the role that they play in the production.

Adding the Production Staff is quite simple… Just select Production on the main interface “ring” menu and then select Production Staff List. (You can also use the Line Notes menu item and Address Book – The difference is there is not “Position” in the address book. -  This is a great feature if your production team repeats from production to productions) This opens a new window that will show you all of your staff defined in the right pane and a data entry form on the left.  Fill in the form, click on Add and it will move the person from the form into the right pane.   If you need to edit you click on the person in the right pane, click on the edit button it will pull the information to the left, where you make modifications and when complete you press Update.   Very clean, easy to use interface.

There are a number of challenges that I ran into.  All would be future feature requests that in my opinion would make the product better and suited to more theatres.

1.  There is not a lot of information about each of the production team members.  I would have liked to see more phone number spaces, home address, perhaps some user defined fields where I could keep track of things like vocal range, dance training, prior productions, etc.

2.  The “Position” field is also hard coded and not customizable so you have to use those that are provided.  They have most of what you would need but I found I would have liked to add a category or two simply for how I want to send out notes.

3.  Your production team can not be assigned to two different positions so you have to duplicate the records in the production database.   If you have an Actor that is also a Stagehand for the production there will be two entries for that person’s name instead of 1 entry with multiple positions.

4.  There is no reporting.  With the limited data fields I’m sure it was thought that it was not important but I found I was having to export the data to find out who hadn’t provided me an email address so I could go back in and update.

Next came the cast.  This is where you define who the character is, the names associated with that character in the script, and which of the Actors from the Production Staff play the part.  The interface is the same as you had with the Production Staff.  Characters and their assignments on the right and the form to complete on the left.   From the Production menu in the Main Interface you simply select Cast List and you fill out the form.   A nice feature if you are going to interface to a script is the ability to put the character name(s) as they are found in the script.  This will allow Line Notes to then create a line note from the script and send it to the appropriate actor without forcing me to use a long name.  For example in casual conversation and in discussion of the script we may use a common reference to Grady but in the script it defines him as Daryl Grady.  Line notes can work in this situation without a problem.

Again, I had challenges (I want it ALL in a software package)

1.  I would have liked additional fields… For example I can assign two actors to the same role which I may need to do because one is the understudy.   This functionality is allowed but there is no way to identify the reason there are two assignments.

2.  When making a duplicated assignment you are forced to type a character name even if the character is already defined.   Having a pull down list of character names already defined in the production would be nice.   I’m lazy I don’t want to have to type “Male Ensemble” or “Female Ensemble” over and over and over again for each of the ensemble members.

3.  Allow me to turn off the are you sure dialog after the first couple of warnings.  “Yes I know I already have someone assigned to Female Ensemble and Yes I do want to make this assignment again.”

In my next posting I will describe how I have started using the application even though we are still in music and dance rehearsals and I’m not doing true “line notes”.   We are definitely using it for production notes and find it is quite efficient.

I have also included some screen shots below.

Line Notes Production Window

Line Notes Main Interface Window

Line Notes Production Staff Window

Line Notes Cast Window

Image by Geodog via Flickr

As many of you are aware, I am currently a project manager for a software company.  My job specifically has me managing implementation and migration projects.  I have been doing this for a number of years, enough in fact that I have another of the requirements to taking the PMP (Project Management Professional) exam under my belt. 

The PMI (Project Management Institute) is a non-profit organization started in 1969 by project management professionals with a goal of “advancing the practice, science, and profession of project management throughout the world in a conscientious and proactive manner…”  Through the years the PMI has created a set of project quality standards that are published in their definitive guide – the PMBOK (Project Management Body of Knowledge). The PMBOK guide is now widely regarded by organizations throughout the world as the “industry standard” in project management.  The PMP certification, which is administered by the PMI, assures that project management professionals understand the project quality standards, adhere to a code of ethics, and embark on a continuing journey of learning and participation in the project management community.

To qualify to take the PMP exam you have to have demonstrated project management experience.  For those holding a Bachelor’s Degree this is 3 years (4500 hours) of project management experience.  For those with a high school diploma it is 5 years (7500 hours) .    You must also complete 35 contact hours of PMP instruction from a company, institution or facility that is registered with the PMI.

Since I have my Bachelor’s degree, and I have more than 3 years of project management experience I decided it was time for me to get those initials after my name.  To do that I needed 35 contact hours of training.

I had researched this a couple times in the past and let me tell you there are myriads of opportunities available.  Just do a Google search for PMP Education and be overwhelmed by the over 3 million results.  As I began reviewing the options I became very cognizant of the costs and since this is a non-company funded activity it became a primary concern.  (The exam itself is not an inexpensive endeavor.)  Costs ranged from thousands down to hundreds.  I had almost settled into a local university offering which would have been about $1800.00 when I decided I would Twitter and ask if anyone knew of anything that was available online.  

It wasn’t long and I got a reply from Cornelius Fichtner pointing me to his PM-PrepCast.  This was an interesting approach that I hadn’t even considered.  A podcast that provides me with the supplementary instruction material required by the PMI.  I read through the content of the site and decided that for $49.99 it was probably worth investigating.   I was even happier to learn that if I wasn’t satisfied he would provide me with a refund. 

I listened to the couple of examples he had on the website because I was a bit concerned about being able to keep my interest.  (I know in reading the PMBOK that if you are having trouble sleeping all you really need to do is open up the guide and you will be sound asleep in a matter of minutes.)  I was pleasantly surprised to learn that Cornelius has a very pleasant accent and the podcast was actually not too bad.  I signed up yesterday.   Certainly the price is right.  I don’t know of another way to get 35 contact hours for 50 bucks. 

(Shameless plug:  If you are reading this and you are interested click on the PM-PrepCast link or the image above.  His company pays referrals/commission if you sign up using my link. – You can also get 1 of your own.)

I look forward to this journey and I will keep you updated with periodic posts of my progress.  I have until the end of June to complete the exam using the 3rd edition of the PMBOK.  The 4th edition was released in December and the test will be modified for this edition after June 30th.  So with PMBOK in hand I am off to listen to a couple of podcasts.

You know there are a lot of things you can do to make a blog post more interesting for the readers. While none of these are rocket science it is important to review them every once in awhile to make sure that we’re doing a good job.

So in no particular order, here are some things that I consider when I build a post:

1. Structure of the post. By structure I mean the layout. Paragraphs are utilized, bold and italics where necessary, lists, etc. A post that consists of one long paragraph is probably not going to get much attention from readers.

2. Include a relevant picture on the post.  This adds a level of visual interest and in some cases could even be pertinent to the topic at hand.  Please keep in mind when using photos that you should respect the copyright of the owner.  

There are a number of services out there like Acobox where you can get hosted blog photos.  You can also use Flickr, or Google, etc…

3.  Spelling and Grammar should be checked on all posts.  No one expect all blogs to have professional copywriters with exceptional grammar and spelling skills but in this day an age obvious mistakes should be corrected.

4.  Link to other content.  If you make reference to something that is available on the Internet it is always nice if you can link to that content to make it easier for your readers to get there.  In the above paragraph I liked to all of the image providers that I mentioned… this is just an example.

5. Write to your target audience.  Blogs are not one size fits all.  You have a group of people that read what you write.  Try to keep your posts/articles on topic for that targeted group.  Don’t write about rocket science if you primary reader is the backyard gardener. (Unless of course there was some breakthrough in rocket science that is important for backyard gardeners to understand.)

Again, these 5 items may seem to be basic but it is absolutely amazing to me how often none of them are done.

The article that I link to below includes the top 50 which was derived from more than 11,000 companies based on approximately 75,000 employees responses to a survey.

What I really like about this survey is that in order to even be eligible for the list a company had to have a certain number of respondents, they had to have an overall satisfied rating, and the CEO of the company had to have at least a 50% approval rating.    Unlike other surveys I have seen this one also focused on employee attitude about the workplace, work/life balance, fair and equitable treatment, respect, recognition, compensation, etc…   In the 20 questions they really tried to discover a “true” understanding of all aspects of a job.

Granted, you can make a survey’s results say anything you want them to say, and there are probably many companies not included on this list because they were too small, their employees didn’t know about it, etc…

So who are the top companies?  I’ll give you the top 10 and let you go take a look at the rest for yourself…

1. General Mills
2. Bain and Company
3. Netflix
4. Adobe
5. Northwestern Mutual
6. Whole Foods
7. Google
8. SAP
9. Continental Airlines
10. NetApp

The entire article and list (complete with linked reviews) is available at this link… Best Places to Work | Glassdoor.com.

Effective project managers know how to get the job done, and get it done right. Success comes not only from wise selection of the team members and utilization of the best project management software tools; effective managers know how to lead, and how to encourage project team members to do their best. This includes clearly setting and communicating project goals, providing proper training and/or equipment, as well as other necessary items and expertise. Effective project management also requires constant re-evaluation of your performance as the project leader. The most effective form of leadership is by example. If your team members see that you strive to live up to the high standards you require from the project team, they will inevitably be more productive.

Set Attainable goals. Project managers should clearly define the objectives of the assignment and then see that each stage of the project plan has reasonable milestones that mark the accomplishment of the included tasks. All project team members should be aware of the project goals, and understand what his or her part is in accomplishing these goals. Break the project down into sections that allow members to see real progress being made at each stage.

Provide Training & Equipment. Project Team members should be chosen for roles according to their areas of exper

Read the rest: Informative Articles » Project Management, A Forgotten Perspective.

Creating basic highlight reports which clients and management can comprehend.

Letting people know how a project is coming along is obviously a key responsibility of any project manager. With so many methodologies to choose from these days, it becomes hard to determine which key pieces of information will be useful to those involved in the project. These methodologies often come with a tangled mass of cryptic terminology, often only recognizable to practitioners of the system (e.g. burn down chart, sprint backlog, concession, story points, etc).

Let’s say for instance your client is in the food transport business and is getting your company to build them an ERP application. Chances are they wont understand concepts from Agile or PRINCE2, and why should they, they are in a totally different industry.

The issue then becomes; what information do you present when creating a status report that will be useful to the broadest audience (e.g. client, senior management, non-technical user advocates, etc). The project information maintained internally for planning and day-to-day management is one thing, but what gets shown to non-technical stake-holders is something entirely different.

via Project Management for the Web: Project Status Reports Everyone Can Understand.

Auctiva eCommerce, slated to launch in January is tagged as the eCommerce that works for everyone. 

Features are quite extensive and after years of experience with online shopping we can only hope that they would get it right the first time.   Some of the extensive features list includes:
    Store Setup Wizards
    Product and Image Import
    Real-time Inventory Display
    Automated Emails to Customer and Store Owner
    Flexible Shipping Options Including Weight, and Number of Items
    SSL Enabled
    Flexible Payment Options including Real-time Credit Card Processing
    Promotion Management With Start and End Dates
    Quantity Break Pricing
    Comprehensive Order Management Module
    Automatic Store Manager Notification of Low Inventory Levels
    Complete Reporting Module

The feature list is quite extensive and goes well beyond what I have included above.

My only concern from what I have seen in all of their marketing materials is the pricing model.  At the time of this writing they were promoting a price of $9.95 which is reduced from their normal monthly price of $14.95.  These seemed quite reasonable but then in reading the additional details on the pricing page I was a little disappointed to see that they are also going to take a percentage of all of the sales from your site.  5% to start gradually reducing to .5% if you sell over $100,000 in a month.  

Since I have stopped selling on eBay, my use of Auctiva at this point is zero.   I may decide to look at their eCommerce option in January.  If you have a business online I would encourage you to check it out.  Let us know your thoughts.   Does this type of offering fit into your business plans?

As you all know I use ClearContext’s Outlook Addon to help me manage my email… and below you will find a snippet of an article and a link to help with the management of vacation email.  If you don’t use ClearContext I would encourage you to take a look while you are there… they have a free version that you can download to give it a try.  Once you’ve gone ClearContext you won’t go back… at least I never did!

“Here are some tips to help you cope with an avalanche of email after a vacation:

Use ClearContext’s AutoAssign rules to quickly categorize and file messages. We all receive informational messages from the usual suspects; email that we like to review such as newsletters and company updates, but is not time sensitive. Upon your return, create some rules to quickly file newsletters, bulk mail, non-critical corporate updates, etc.. Put them out of the way and review at your leisure after you’ve had the chance to catch up on your important email.

Delete or file unimportant messages. After you’ve cleared out the informational emails, use ClearContext’s Prioritized view to see your email listed in priority order. Utilizing CC’s default scoring parameters, the gray messages at the bottom of your Inbox can almost certainly be deleted with little or no review – all of these emails are from unknown senders, are not addressed directly to you, and are likely spam. If you’re worried about bulk deleting, move them to a review file for consumption after you’ve had the chance to…”

ClearContext Corporate Blog: Vacation Email Triage.

Use the email traffic reduction tips below to combat spam and carbon copy bloat and secure the sanctity of the inbox.

1. Maintain multiple email addresses.

Set up personal and public email account(s) in addition to work email. Use the personal account for friends and family and the public account for online shopping, newsletters, etc.. Never give out the work address for non-work related reasons.

2. Don’t post an email address in public places.

Marketing companies harvest email from public places on the net. Refrain from posting an address on websites, in newsletters, or in email groups to avoid identification by these companies. When posting is inevitable, use the public email address.

Read more via ClearContext Corporate Blog: Top 5 Ways to Reduce Email Traffic.

Job satisfaction: It’s highly overrated | IT Leadership | TechRepublic.com.