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New Year’s Resolutions

Let’s face it, we live in a busy world where emails, text messages, phone calls and everything to be done for the next event create a very lengthy “to do” list.  By the time you get partway through the list, it seems to have doubled in size and many of the previous “high priority” items have fallen down the list past newer, more urgent items.  It’s the nature of our business, when one season rolls into another and the offseason workload can be just as hectic as when games are being played…not to mention that many organizations oversee multiple teams in different leagues.

With the arrival of the New Year, many of you have made personal resolutions with new goals.  So I decided to stick with the theme and wrote a list of resolutions specific to our workplace…with specific focus on those long-term items that often slide down the list.  Whether the right time for these projects is January or July, plan a time for each throughout the year that works best for your team.

Here are Walk & Talk’s Top 9 Game Ops Resolutions for ‘09…

1.  Organize your online files – While technology has allowed us to store an immense amount of information in electronic format, it also allows us to accrue information faster than we can organize it…especially when working off a central drive with access to multiple users.  Set aside some time to sort through the files, creating folders and subfolders as needed, until you have a place where everything belongs.  Delete duplicate files and share the new set up with your co-workers.  You’ll be amazed at how much space you might clear up (which the IT department will love you for) and how efficient the process will be moving forward.

2.  Organize your physical files – Much like your online files, we amass a lot of paperwork as well.  While much of it can be safely recycled each year, there are likely to be scripts or event day notes that you want to keep handy for future reference.  By sorting through the files, organizing the important stuff and getting rid of the rest, you’ll likely have cleared up enough space to allow for next season’s new wave of paperwork.  If you want to clear up even more space, you can convert the handwritten notes to electronic format, which will have a folder waiting after completing item #1.

3.   Write job descriptions – This is one that always slides down the “to do” list, but can become crucial in a moment’s notice.  Given that turnover never really comes at a good time, make the hiring process smoother by having job descriptions for all department positions (including interns and gameday positions).  The prospect of replacing a key staff member or adding a new position will feel a bit smoother if you have a job description ready to send over to HR right away.

4.  Clean out storage – It’s one of the most dreaded tasks known to the game ops world, but one of the most important.  It’s also a great way for new employees (see job description – Intern) to learn more about the various skits, contests and promotions that have been used in recent seasons.  It’s amazing how many “The rubber chickens? We used it for this crazy theme night promotion…” stories that will be told while deciding what to keep and what it’s time to let go of.

Gameops.com Editor's Note:  And if you needed more incentive, how about turning this into a promotion while you are at it:

5.  Inventory props – This task can take simultaneously during the big storage clean out.  While you identify the right place for each item, create a log of the key items you are keeping, especially if your storage unit is separate from your office.  This will save you a number of trips to storage over the course of the year, as well as avoiding purchases of items you already have.

6.  Music inventory review – Much like the organization of online files, music is another group of information that requires an efficient layout and annual updates.  It’s important to add the latest and greatest, while still including the classics.  There may be some hits from last year that are played out and should get the boot…or simply be reclassified for situational use.  Either way, spend some time getting your music library in order and ready for the next season.

7.  Build script templates in advance of the season – Many folks in the game ops industry will tell you that script writing can be very labor intensive, especially with all of the last minute changes that take place leading up to a game or over the course of a home stand.  Take some pressure off yourself and build script templates for the entire year before any games take place.  At the same time, build a format sheet with the various scripted items (contests, presentations, dance routines, etc) and as you go through the season, you can cut and paste items specific to each game’s template.  You’ll find that much of the busy work will be done in advance, leaving fewer items to adjust as you reach each game.

8.  Create three new elements – Gather your group for a brainstorm session and come up with three new elements, whether an on-court contest, mascot stunt or a humorous video skit.  By setting a realistic number of elements, you’re sure to complete this task in a relatively short period of time…and you’ll have a few new items in your scripting repertoire. 

9.  Create a deadline calendar – While listed as the final item on the list, this should be one of the first you complete.  Each team’s calendar should be customized to the timing of their events and offseason, but setting aside some time early in the year to formalize deadlines will hold everyone accountable and create a more efficient year for the whole department.

Pat Walker

Patrick Walker is the President of Pat Walker Productions, a Seattle-based event production group. Pat shares over a decade of expertise in Game Entertainment and Operations in a monthly column called Walk & Talk and blog posts on Gameops.com.

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