In my previous article, I briefly touched on file-sharing platforms like Dropbox and Google Drive and how Stage Managers might use them to share information with their teams to collaborate. In this week’s article, I’ll take a deeper dive into the types of technologies that I’ve used to help make collaboration easier and seamless. Depending on the needs of the production, I might shift what I use; although, I tend to go with what works best for my working style.
File-Sharing Platforms – Which one is best?
Each file-sharing platform offers similar features, but they also offer their own specific advantage in situations. Ultimately, it comes down to preference and how you like to work. As with all file-sharing platforms I’ll discuss, it makes sharing information with your team easy for collaboration. I’m not going to get into the premium options of each of these platforms and what they have to offer. Here are some of my thoughts on these platforms.
1. Dropbox
One of the first popular file-sharing platforms to come onto the scene was Dropbox. It’s really all about sharing files with others here. They have tried to re-create a Google Drive style for working, but it’s not as popular in my experience.
Highlights of Dropbox:
- Desktop application that syncs your files on your computer. You can work offline and have the files sync later when you don’t have internet or are traveling.
- Only one person can work on a file at a time. This could be a drawback at times, especially when you want multiple team members to work on a rehearsal report for example.
2. Google Drive
Most people probably use Google Drive these days because it is connected to everything else Google. A majority of the people I work with use Gmail already and other Google products. It makes integrating those other tools a little easier, especially because of their suite of apps. You don’t really have to use anything else if you didn’t want to.
Highlights of Google Drive
- Live updating documents and multiple collaborators at once. Everything is auto-saved and is live so that all of your collaborators can see who is in the document working on what. Multiple people can also be working on the document at one time. This is great for creating efficiency and for collaborating in real-time on the same document.
- Shared Drives, Personal Folders, and Shortcuts. Google allows you to create different types of spaces for how you share information. You can share just one file, one folder, or an entire drive. It allows flexibility for what you share with your collaborators on a given project while keeping all of the content in one place for you, in the way you like. You can also add shortcuts from folders that have been shared with you into an organized system that works for you and is all in one place.
3. iCloud
While I haven’t seen any teams use iCloud for collaborating, it is becoming more and more of a contender, now more than ever, in being a reliable and secure file-sharing option for work in entertainment.
Highlights of iCloud:
- Security. Apple is all about security and making the end user their top priority with how they design products. Everything is encrypted end-to-end.
- I know not everyone uses Apple products, but a lot do, especially in the entertainment world. iCloud comes on your Mac right out of the box. There are upgrade options for more space, but storing and sharing files from iCloud is extremely easy for Mac users.
Creating Paperwork and Organizing Thoughts
Obviously, one of the biggest types of work we do as a Stage Manager is organizing information, and we have to use a variety of technology to be able to execute those pieces of paperwork. There is no right way to organize information, in fact, I try to improve how I organize information each time
1. Microsoft Office / Apple Suite
We are probably all familiar with the Microsoft Office Suite and the Apple Suite with word processors, spreadsheets, and presentation applications, among a few others.
Highlights of MS / Apple Suites:
- Working offline and not relying on the internet. When we need to work offline or when the internet isn’t the greatest, we can continue to work and be productive.
- More tools and better in-depth capabilities than other online tools, like Google Drive applications. Sometimes we need more tools that just aren’t offered or available in other internet-based apps. In my experience, especially when creating spreadsheets, there are more capabilities and features available in MS Excel versus Google Sheets.
2. Google Docs and Sheets
More and more people are collaborating with Google applications because they are a great way to collaborate remotely with instant feedback from your collaborators. There are some upsides for sure.
Highlights of Google Applications:
- Everything is live and multiple users can add content simultaneously. This is a great feature for teams that are working on the same document and can see what their team is working on. Also, a useful feature is seeing the version history, who changed what, and being able to track changes over time.
- You don’t need to download an application onto your computer and now the Microsoft Office applications require purchase or a subscription in order to utilize them. If you don’t own those applications, you are not able to use them. Google Apps are free.
3. AirTable
Not many people know about AirTable that I encounter. It’s a mixed bag in my experience, but this can be a very powerful tool for certain situations. It is a database-style application that is internet-based, like Google, where things are live and multiple users can edit at the same time. Imagine having a bunch of information you want to create different layouts or use in different ways. For example, the contacts in a production. You will want to schedule them for rehearsals, fittings, interviews, etc. Instead of having to type all of their information every time, you can create a table that has their information and use it across multiple layouts and in different ways. This barely scratches the surface of what this application can do. I recommend that you go check it out!
Highlights of AirTable:
- Powerful for using the same data across multiple tables and in different layouts. Save time entering data that you’ve already entered.
- Create and view the same data in multiple types of layouts with very little work. For example, forms, tables, Gantt charts, calendars, etc.
Some Extras
There are multiple ways to organize information and share files with people. Sometimes we have to think outside the box and get creative with how we collaborate, especially in a world with more and more remote styles of working. And sometimes we want to create something that works for us exactly the way we need it to, which causes for something custom from the ground up.
WeTransfer
WeTransfer is a great tool to use to send large files over the internet to people using a link. It’s usually only available for a limited time unless you have their premium plan, and depending on the size of your file there might be a limit on how much you can send at one time. Nonetheless, it’s a great tool to use when you really need it. You do not have to set up an account to receive the files, which makes it much easier to share files with a broad audience.
FileMaker
When you find that these other amazing tools for collaboration aren’t working the way you need them to, once you want to start bringing multiple tools into one place, or you want to create an interface that gives you the workflow you desire, FileMaker is a great way to create a custom workspace database.
The database style works great for using the same information in multiple layouts and formats. But mostly why I enjoy creating and using FileMaker is because I can decide how my workflow is designed and how it looks. Some shows create their own systems because they do not exist anywhere else in the world. Check it out and let me know what you think!
Conclusion:
While there are multiple ways to approach collaborating with our teams digitally, it ultimately comes down to your personal style, what works for the team, and what makes the production successful at operating. Let me know what systems you like to use, perhaps there is something that wasn’t mentioned here.