Breaching the Fourth Wall

Google Calendar has many useful applications in production management and technical theatre.  On the most basic of levels, Google Calendar helps to streamline one’s use of time by creating a visual representation of where one will be and when.  Even those of us with the best memory forget an appointment periodically, and having a single place to record appointments means not only with they not be forgotten, but they are less likely to be double booked as well.

The ability to share one’s calendar is the most useful aspect of the application with regards to production.  As a production manager, my time is allocated between regular office hours, off-site meetings, events scheduled in the venue, gigs in other venues, and walkthroughs of the venue with clients.

Keeping track of everyone’s schedule and location is incredibly helpful in a larger production office that controls several venues.  For instance, the I work in a scheduling office with production managers for a performance cafe, proscenium style theatre, conference center, and parks.  In addition to production managers, the office contains technical and front of house personnel for each of these spaces, as well as someone who handles personnel issues and finances for the division.  Having everyone in a centralized location is convenient for clients and allows us to use resources more efficiently, but it also means there must be an accurate way to track when staff will be available and when they will be busy elsewhere since a visitor may arrive at the office to see any one of a number of people.  Here is where Google Calendar steps in.

Take for example, the lost soul who enters the scheduling office, looking for the auditorium’s production manager so that they can discuss an event still in preproduction.  The receptionist at the front desk is not sure if the PM is available to meet and pops into the calendar that has been shared with her to check.  Seeing an event titled “Meeting w/ Client at Venue,” the receptionist would know the PM was unavailable for meeting at that time, but would be able to offer possible alternatives.

In addition to helping streamline the scheduling information for a single person, Google Calendar can also be used to store scheduling information for a single job or position.  For instance, our front desk receptionist schedule is published to a calendar.  Since who is working and when changes from week to week, I can simply check my Google Account online to find out who is working and at what time.  Pretty snazzy, huh?

I don’t have too many complaints about the program, since Google is pretty good about  getting feedback and incorporating new features into the application as technology advances.  For instance, the recent upgrade which allows for complete syncing to and from MS Outlook means users who may have been on outlook for five years can still use the same program but can update their Outlook account through Google Calendar when they are not at their desks.  Additionally, the introduction of a mobile-ready version of the application takes one of the strongest aspects of the program, its accessibility, one step further.

Google offers all of the benefits of this easy to learn, useful application at no cost.

Amazing.