PDCA - So, how much have we done?

Remember our plan? Let's remind you. We had the problem with so much to do in so little time. Then we drew up the big plan.

 

First, let us remind you of the basic principles of planning: Plan, Do, Check, Action (PDCA). No plan (Plan) is worth anything if you do not do (Do) anything. After you have done something it is worth your while to check how you have done against the plan (Check), and then take corrective action (Action) if you are not achieving the plan.

 

We now got to the end of the month of March. So, what did we plan to do?

 

To summarize, we planned to have 3 songs written for Rock fable, of which we wanted 2 recorded with vocals. For The exile we planned to have 2 songs vocals recorded plus 2 songs back tracks recorded. For Wake not the dead we wanted 2 songs back tracks recorded. That is a total of 9 songs backtracks, of which wanted 4 vocals recorded.

 

What have we done?

 

For Rock fable we have 2 written, with backtracks recorded. no vocals.

 

For The exile we recorded 4 backtracks, no vocals.

 

For Wake not the dead we recorded 2 backtracks, no vocals.

 

Yup, that is a little bit behind schedule, is it not? Rock fable is behind with the writing of one song. For the rest, we achieved plan on the backtracks, but when it comes to vocals, we are sadly nowhere. That is 4 songs behind.

 

What is the problem? As we have discussed before, the problem is to find singers.

For Rock fable I have a singer, she is just not ready yet. I will see her tomorrow, maybe we can discuss it and work out some plan of action.

For The exile, I uploaded all the backtracks, with lyrics and scores to indaba, but no success yet. If we hired professional singers we probably would have been on schedule.

 

Now I will have to make some decisions. Throwing money at it might solve it, while, on the other hand, the problem may get solved if we work a little harder at it.

 

Fact is, let's admit, I have not worked hard enough at getting singers. Just uploading songs to indaba and hope for the best is just not going to cut it. My countermeasure must be to actively seek singers on indaba, network more, and invite more singers to my projects.

 

My strategy for April will be to invite at least one new singer to each project per week. Once I have built up some momentum, I can ask singers who participated in one song to contribute to the other projects too. This way I just might get at least something done.

If you are interested, or know somebody who would be, just contact me.

Hold thumbs and let's hope we make better progress next month.

And b.t.w. in the meanwhile I am spending much more time than what I planned for with Protea Stage Productions. That definitely contributed to my falling behind schedule, but the experience gained there is worth it, therefore I will continue spending time with them.

 

The big plan

Planning is an essential skill for anybody who wants to get something done. This can be anything from writing a song, or recording a whole album, or even putting up a live show. Every musician can benefit his or her carreer greatly by following this kind of process. It is simple and takes little extra time, but saves a lot of time later on.

If you have been following the previous posts on this blog, you will remember how I embarked on this exercise of planning. First I identified the problem. Then I deided on a mission, and then I broke the problem down into detail tasks. Today, I will show you how I visualized my plan on a simple spreadsheet.

Spreadsheets are handy for this kind of task, as most people have Excel already on their computers, or can download many alternatives for free.

To visualize the plan, I start by listing all the songs that I need to do more work on for each project. Then I added a column named YTD, meaning Year To Date. Here I make a note for everything that is already done on each song. For reference, my legend is shown at the bottom of the spreadsheet, i.e. W for words, M for melody, B for backtracks and V for vocals.

In the first column under YTD, I added a WM down for each song that the words and melody is written. A WMB means that the words, melody and backtrack is done. And an added V would mean the vocals are recorded as well. I changed the color of all the cells with work finished to green. Green means good.

Now, I add more columns; one extra column for each week. Next I start to plan time slots for every task. Let's look at an example.

First song listed under The exile is Singing comes cheap. Under the YTD column I have WM, meaning the words and melody is written, and I marked it green. Every song needs to have words, melody, backtracks and vocals, i.e. I still need to plan backtracks and vocals for this song. I added a B under the next column with a heading of 13/3/10. This means I have to finish the backtracks (B) before 2013, March, the 10th. Next I added the V under the next column, meaning then that I want to finish the vocals by March the 17th.

Then I moved on to the next song and plan a time slot for all the Bs and Vs, and so on. When I get to the songs where nothing is done yet, I added slots for the words and music in one week (WM). Preferably we should not put the B and V in the same week, to give the vocalists more time to record the tracks.

I estmate that each task will take about 5 hours to complete. In a normal week, where I work a normal 40 hour week for my day job, I can fit in another 20 hours at nights to work on this project. That means I must plan such that I do not have more than 4 tasks in the same week's column. When planning time slots, always start with projects where the time slots are dependant on other commitments. I started with this plan around the Rock fable project, as that also involve some collaborations with other people.

After finishing the whole grid, I ended up with the possibility of 20 songs that will be finished and recorded by June 16th. That will be pretty good going, and most likely a bit optimistic. That is more songs than most artists or bands record in two years, and they do it full-time. Ambitious, but let's give it a shot.

So, we can summarize by saying our objective is to record 20 songs by the middle of this year.

As we go along, we may sometimes fall behind in our plan, or at other times, we may get ahead. We will keep on updating our schedule every week by marking things in red when we fall behind, or in green as we finish things off.

Keep on watching this blog to see how I progress.

 

Building sets for Bottom up

This week was a very busy week all round.

To kick start the execution of the plan we started to work on last week, I spend my Monday and Tuesday evenings recording back tracks for a song, Singing comes cheap, from The exile. The tracks was uploaded to Indaba, but I have not yet started searching for singers.

Then there was the meeting with Anne on Wednesday. She loved the song I wrote so much that she promoted me from songwriter to producer X 3. I have to decide if I take the job(s) of producer, but it does sound exiting. That is producing the demo CD, which will be used to get sponsorships exited, then produce the album and then the show. We've spend most of the evening talking about stories for songs to write and the overall vision of the show and album. We might have been a bit over exited for a first production meeting, but we discussed target listeners markets, venue sizes and stage designs. A rough date for the first recording has been decided as well.

There is no way that I can produce a show while I'm holding down a full time job, so I will have to do some serious planning, including planning my leave around the show.

Next we went to Cape Town for the dealers awards. This is suppose to be the annual celebrations day, but whenever a dealer sees me, they read "complaints department" written on my forehead.

The dealers at my table did not disappoint. At least, the whole evening was not a drag. The entertainment from Elvis Blue and his team was as good as it can get.

Back home on Saturday. I had some time Saturday night to work on my song writing, by slowing the song for Ann down from 160 bpm to 140 bpm, and transpose it down from soprano range to alto range. As any songwriter knows, you can not simply transpose a song few semitones and forget about it, so I still have a few notes to work around.

Sunday morning was spend at the Protea Stage Productions warehouse, putting a set together for the show, Bottom up.

It may not look much like the final stage set yet, but after a few adjustments and paint brushes, it will look great.. I have been honored to observe professionals in action. These guys have dome it before, and know what to do as efficient and cost effective as possible.

 

Planning to get more done

Today we will start to do some serious planning. If you remember, we started this all when I realized that I have a problem. My problem is that I have too much to do and not getting anything done. Having too much to do and not finishng anything is just another form of procrastination. This is a very typical problem that millions of people all over the world suffer from. Lucky for me, there is a solution. It is called planning.

Before I draw up my plan of action, I have to establish the extend of what I have to plan for. Let's call this my scope. I start to define the scope first by giving it a mission statement. This is simply putting into words what I want to accomplish; into a single generic sentence.

So, what is my mission? I want to write songs and I want to record them. To be more specific, I want to write and record songs for the musical shows I am working on. Now, that sounds like a mission to me. Let me refine that into some generic words that I can put up on a signboard.

My mission is to write songs and make recordings of the songs from the musical shows I write.

Let's read that again. Not bad. Now we can start to get creative.

Now that I know what I am doing, I can start to break that down further into more detail. I am talking about musical shows I write. I have a long list of those, in various states of completion. Let's look at that list again:

1) The exile

One concept album with 16 songs dne. Nine more songs written (words and melody) to be recorded.

2) Wake not the dead

One song recorded. Three sng, words and melodies written and needs to be recorded. Nineteen more needs words, melodies, and recordings.

3) The nightingale

One song recorded. Five more, words and melodies are written and needs recordings. Twenty six more needs words, melodies, and recordings.

4) Ghost town

One song recorded. One more with words and melody. Total extend unknown.

5) Christification (bet you did not know about that one?)

Book and story in progress, but no songs yet.

6) Denise (this is just single songs)

Two songs submitted.

7) Rock fable

One song with words and melodies written. Backtracks recorded. Needs vocals. Many more to go.

 

I will leave the other activities like Protea Stage Productions off this list for now. Rock fable includes full production responsibilities (album and stage show). Butbfor the purposemof this excercize, I will listbonly the initial songs required for the promo.

Next, let's see what work needs to be done for each song. Every song needs lyrcs (or words) and a melody. Then we need to record backing tracks (guitars, drums, piano, etc.) and then we will submit it for a vocalist to do his or her job. Often it needs second lead vocals and backing vocals as well. After vocals are recorded, we spend some time on mixing it together and then upload it for general public consumption.

So many works in progress, and so much work that needs to be done on each song. We will have to prioritize. After reviewng the list, I decided to prioritized Rock fable, The exile and Wake not the dead at the top of the list. We can get quickest results with them. If we see how much we can get done on these few, and then tackle the others.

The next step is to list all the work that needs to be done. For this I will use a simple spreadsheet like the one shown here. A spreadsheet is easy to use and a very effective tool. In the next blog post I will explain my spreadsheet in detail.