Production meeting minutes are a vital tool for stage managers to communicate with the rest of the production team, document the progress and decisions made, and keep track of the tasks and deadlines.
However, writing and distributing them can be a daunting and time-consuming task, especially if you don’t have a clear and consistent format. In this article, we will share some tips and best practices on how to format and distribute your production meeting minutes effectively and efficiently.
The final step is to distribute your minutes to the relevant parties, such as the director, the designer, the producer, the cast, and the crew. It is important to do this within 24 hours of the meeting, or sooner if possible, as this will ensure that everyone is on the same page and can act on their tasks promptly.
To ensure successful delivery of your minutes, use a clear and descriptive subject line such as “Production Meeting Minutes for [Show Title] on [Date]”, a professional and courteous tone thanking attendees for their participation and inviting feedback or corrections, a suitable format like PDF, Word or Google Docs depending on recipient preferences and accessibility, and a reliable and secure platform such as email, cloud storage or a dedicated website.
A sixth challenge that stage managers face when writing running notes is managing their personal and professional emotions and expectations. Writing running notes can be a stressful and demanding task that requires a lot of time, energy, and attention. Stage managers may feel frustrated, overwhelmed, or exhausted by the amount and the complexity of the information that they have to process and communicate.
They may also feel anxious, insecure, or defensive about their performance and their authority. They may also feel isolated, unsupported, or unappreciated by the production team and the cast. To cope with this, stage managers should practice self-care and stress management techniques, such as taking breaks, breathing exercises, meditation, or hobbies. They should also seek support and feedback from their colleagues, mentors, or peers. They should also celebrate their achievements and contributions to the show.
