NOTE: Monday’s blog post was about writing efficiently, saying more with less. As an example of my approach, I've re-written that blog to demonstrate how I implement this concept to make it work for me when advancing a show via email.

Most things in life are better with balance, as a touring production manager, I've recently learned to implement this belief with great success when advancing a show.
If your advance email and supporting documents are an information overload there is a fair chance it will get pushed aside. Eventually, the recipient will have to circle back and reply because the show does need to be advanced. But if you intend on staying ahead its best to work on a more efficient way to distribute your information.
On the other side of this unbalanced spectrum are advance emails with little information. Avoid unnecessary follow-up emails and phone calls by offering up all the necessary information from the start.
This idea of balance can be applied to many aspects of a production advance:

·      Email

·      Stage plots

·      Input lists

·      Production riders

·      Venue tech packs

  It’s also important to consider the format in which you present the information. Should you use paragraphs or an outline with bullet points? Each situation is different, but I believe that saying less with more is always the best approach.
Perfect examples of sharing information efficiently are airport flight status displays. They’re so simple and efficient that you can often get the necessary information without even stopping.
As a production manager, I struggle with information sharing. I spend a fair amount of time on the tour advance, but all the gathered information does no one any good if I don’t share it. In my attempt to avoid questions later I prefer to share information in advance. Balance has proven crucial in this situation because I have lots of information for the band and crew, but our short attention spans and busy schedules don’t allow us to sift through a bunch of information. The fewer words used the better chance of everyone showing up prepared.
One practice I’ve implemented with great success is writing and re-reading multiple times, making edits and cuts with each pass before sending emails and documents:

·      First pass: just get all details down on paper

·      Second pass: look for areas where I can say the same thing using fewer words

·      Third pass: Make more cuts

  Also, consider the order in which you're presenting the information, does it flow or will people finish confused?
If you can find a healthy balance between what the recipient needs to know and what’s overkill you’ll have better luck getting the message out, getting your show advanced, and fielding fewer questions on show day.