Prelude

Module 3. Production Planning

In this module, we will explore planning tools and production processes. Using this knowledge, you will be able to apply the techniques best suited for the show’s essential elements, especially the production team as a whole and your committee.

Learning Objectives

  • Understand the importance of planning
  • Infer project management techniques relevant to an event production
  • Translate theoretical concepts for planning to real-world experience and application

1. Why do we plan?

Occupational Preparedness

Planning and execution of a fashion show demonstrates your ability to leverage an understanding of teamwork, garment production, external partnerships, and project management. The process of orchestrating a show provides invaluable development and application of various skills crucial to the industry. Many of your experiences will apply directly to career responsibilities like product development timelines[1], and merchandising applications like coordinating with diverse stakeholders and adhering to industry standards[2]. Understanding how your activities in the show are tied to apparel industry principles will help you navigate insights into trend forecasting, market dynamics, and the relationships between product design and business promotion. In the video “The Responsibilities of a Fashion Event Planner: The Business of Fashion” below, Donnella Tilery gives some tangible examples of how planning this show prepares you for a multitude of team-based work environments.

vertical visual including 3 logo formats for a company called Lace and Lotus followed by 3 fonts options and 5 colors.Cohesion as a Skill & Support System

In addition to the tangible and easily communicated skills you develop through careful, organized planning, a plan will also simplify the overall production process and make it less overwhelming. A style guide is a prime example of how planning makes production easier without compromising creative and artistic expression. In the Appendix, there is a step-by-step to crafting a style guide. A style guide is a foundational document that encapsulates and quickly communicates visual identity and aesthetic elements, such as for a fashion show.

In the example to the right, you will see what a style guide looks like.

Below, you can compare the quality and appeal of a collection of graphics with and without that style guide.

2. Production Stages

We briefly visited stages of production from concept to execution in Module 2.3 before reviewing the responsibilities of each committee. Below, each stage and its purpose and goals are explained in more depth. Make note of bolded text if you plan to discuss your experience in the show on your resume or in job interviews.

Design

The design stage was covered in earlier modules, though it is iterative, meaning you can still change it as you go on. Design is where the artistic vision of the fashion show is articulated and refined. It sets the foundation for the subsequent stages of production, guiding decisions related to garments, decor, and overall cohesion. This stage offers experience in trend analysis and forecasting, creative collaboration, and brand representation and identity.

Plan

The planning stage is the present stage, or the stage discussed and supported in the current module. This stage involves a series of logistical activities that set the groundwork for upcoming tasks. It is instrumental in ensuring the event aligns with the essential elements within the constraints allowed (such as budget) so the show day is seamless. During this stage, you develop industry skills in organizational leadership, project management and fulfillment, and strategic planning.

Collaborate

The collaboration stage describes the remainder of the modules up until very close to show day. In this stage, committees and other partners come together to synergize their efforts toward the common goal of creating a cohesive and successful event. Some exciting efforts in this stage include Committee Collaborations, activities in Modules 4 and 5 that include working with 2 other committees to complete projects. Achieving this requires cross-functional collaboration, effective communication, maintaining cohesion and consistency, and coordination among highly diverse stakeholders.

Final Preparations

The final preparations stage is the last check that your planning and efforts are ready to come to fruition. It should involve revisiting the Design stage and Plan stage to ensure consistency and goal achievement. The timing of this stage depends on the overall team approach and needs, but should be at least a week prior to show day. The end of this stage happens once the first audience member takes their seat. Here, you will highlight your ability to execute technical rehearsal, emergency and contingency preparedness, adaptability, flexibility, and event coordination.

The Show

As it sounds, this stage is your show. It will be the culmination of months of planning and hard work. It is the moment when your collective creative vision becomes an experience for the audience. Although it is the shortest stage, one night, it can be the busiest. In this stage, you will complete day-of coverage, documentation, personnel operations, and quality assurance tasks throughout the show. Proper execution of this stage and the preceding will contribute to the post-show stage, covered in Module 7.

 

3. Project Management Tools and Techniques

Moving through the production stages above is much easier with a detailed plan. Project management helps create that plan by incorporating a variety of tools and techniques to ensure clear communication, organized task management, and effective coordination across committees. While there are many options and resources on the internet, below are some robust (and free) project management tools and techniques you might use for your show.

Communication

Utilizing advanced communication platforms is the crux of collaboration, facilitating instant messaging, announcements, file sharing, and progress tracking[3]. Microsoft Teams and Slack are two tools popular in the industry that are available to you.

Microsoft Teams

Microsoft Teams combines chat, video conferencing, file storage, and application add-ons and plugins. As part of Microsoft 365, it connects seamlessly with familiar apps like Word and Excel as well as more complex apps like Outlook (email and calendars) and Sharepoint. Interest in and familiarity with Microsoft products makes Teams a great option for quick messaging as well as organized threads, file sharing, and meetings.

“Microsoft Teams is easily accessible to any UARK student with a phone or laptop because all that is needed to create an account is the student’s unique UARK credentials. And due to this class being an upper-level elective, it is likely that students have already had to use Microsoft Teams for a previous class of theirs. However, the platform itself is intuitive for those who aren’t familiar with it yet.

The main thing that makes Microsoft Teams ideal for this class is that it allows for multiple channels to be in use under one “Team”, which helps organize and contain communication for each committee in one place. The only downside about this platform is that committee channels can get muddled when in use for different things at the same time.”

-Nicole Henry, Aesthetic Committee, Biology Major, ENCLOTHE 2024

 

Slack

Slack is an app designed to streamline communication by bringing together messaging, file sharing, and integration with other tools in one centralized platform. Channels organized by # and easy search and customization make it similar to more informal platforms, like Discord and GroupMe, but much more professional and capable. You will likely use Slack in your career since 4 out of 5 Fortune 100 companies use it[4], so this is a good option if you want to gain early experience.

Which Option is Right for Your Show?

Teams and Slack are two of the best options available. Feel free to download and explore them – Teams will be available through your university login and is available on all campus computers. Slack is not tied to a subscription through the university, so a free account with an active email is all you need. Using your university email will be helpful to keep track of files and messages. If you are not sure, take the quiz below to decide which platform works best for you, then we will decide as a group a single platform for everyone to use.

 

Task Managers

Task manager programs create and share workflows and track project progress. Asana and Jira provide comprehensive task management features, enabling teams to create, assign, and monitor tasks. These tools enhance transparency and accountability, and aid in delegating responsibilities across different committees.

Microsoft To-Do

Microsoft To-Do is designed to help organize activities and integrates well with other Microsoft applications such as Outlook and Teams. Users can easily create and manage tasks, set due dates, and prioritize to-do lists. You can further categorize tasks based on projects, priorities, or deadlines. Using this platform sets up a Microsoft-focused project management approach, so it would work best for projects using Teams.

Asana

Asana is an online tool that has many features but shines as a task manager. Users create, assign, and monitor individual tasks with interactive completion animations and tracking. You can easily add task details, set due dates, attach files, and assign responsibilities. More exciting features for Asansa include seamless integration with Slack and the availability of more complex project management through calendars and timeline views.

 

Jira

Jira is a project manager most often used by software developers, but can easily be translated to planning large-scale events like a wedding[5] or a fashion show. It can capture, organize, and monitor individual work items, often called “issues.”  The context of its software development roots is well-suited for event planning, as emergent issues can be created quickly and assigned to committee members with due dates and progress tracking. Jira is also appealing because it is used by large companies like Spotify and eBay[6], so familiarity gives you an industry leg-up. Finally, it integrates well with both Teams and Slack.

Collaboration & Coordination

Integrating communication tools and task managers is the key to successful collaboration, planning, and show execution. Many tools you find, including those listed above, either plug into or expand to robust project management suites. The difference between the usage-specific tools discussed and project management tools is that the latter will include options for visual collaboration, strategy planning, workflow management, resource tracking, and progress and outcome reporting.

Miro is a real-time whiteboarding tool for brainstorming and planning sessions. It is designed to connect well with Teams, Slack, and many other popular apps.

Basecamp focuses on simplicity and ease of use. This project manager integrates with many other apps but is not optimized to integrate with any specific third party.

Microsoft Project is connected seamlessly to Teams and To-Do (as well as all other Microsoft apps). This is a good option if many activities are completed using Word, PowerPoint, and Excel.

Trello is connected to Jira most strongly since they are both designed and supported by Atlassian, so it is a great choice for Slack, Jira, and Miro integrations. Trello has versatile boards and views that allow different members who process concepts, thoughts, and plans differently to communicate in multiple ways.

Other Techniques

Many of the tools described include basic techniques that project managers have used for centuries. If you find yourself overwhelmed, try the basic approaches below. Once you feel more comfortable, you can revisit the tools above and you will see some common layouts and concepts.

Concept Mapping

Concept mapping is a visual tool to show relationships between various concepts, ideas, and tasks. It can help you visualize thematic elements, design components, and logistical considerations, fostering a shared understanding of the overall vision. A mood board is a kind of concept map, but there are limitless approaches.

Timelines

Timelines outline key milestones, deadlines, and task titles, providing a roadmap for the entire production process. Teams use timelines to ensure that tasks are completed in a logical sequence, preventing bottlenecks and ensuring the project stays on schedule.

Gantt Charts

A Gantt chart is a visual representation of a project schedule that shows tasks, their start and end dates, and the relationships between them. It provides a comprehensive and easy-to-understand view of a project’s timeline in a more visual context. The chart is named after Henry L. Gantt, who introduced the concept in the early 20th century[7].

4. Corresponding and Connecting

Effective communication is critical for every production stage and task so everyone can exchange ideas, updates, and critical information. While the tool used for communication is important, how we communicate is even more so. There are many resources on clear communication, including those specifically for leaders[8], but a quick guide is included below.

Communicate Clearly

  1. What are you trying to say? Know the objective of your communication. Whether you are conveying information about a task, providing updates, or discussing creative concepts, knowing your key messages helps you say them more clearly.
  2. Who are you saying it to? Tailor your communication style to your audience. Consider their level of familiarity with the subject matter, their preferences, and their expectations.
  3. How are you saying it? Different messages may be better suited to different communication channels. Use email for detailed instructions, instant messaging for quick updates, and face-to-face meetings for complex discussions. Choose the one that aligns with the nature and urgency of your message.
  4. What is not being said? (Nonverbal Communication) Nonverbal cues, such as body language and facial expressions, play a crucial role in communication. Be aware of your own nonverbal signals, and pay attention to those of others. Ensure that your nonverbal cues align with your verbal message.
  5. Spit it out. Avoid unnecessary details and get straight to the point. Clear communication is often concise communication. Use simple language and structure your message logically to make it easy for the recipient to understand. Clearly communicate expectations regarding deadlines, deliverables, and responsibilities.
  6. Use pictures. Visual aids, charts, and examples can make your message clearer. Visual communication can be particularly effective in conveying complex ideas or design concepts.
  7. Actively Listen. Communication is a two-way street. Actively listen to others, and seek clarification if needed. Confirm your understanding by paraphrasing what you hear.
  8. Check with your listener. Encourage open communication by asking for feedback. This helps you gauge the other person’s understanding and allows them to seek clarification if needed.
  9. Be Nice. Foster a positive and inclusive atmosphere by using language that is respectful, supportive, and inclusive. This is particularly important in collaborative settings such as fashion show production.

Inclusive and accessible communication extends beyond the production team to your target audience as well. Following the Web Content Accessibility Guidelines (WCAG) set by the World Wide Web Consortium (W3C) is essential in creating digital content, such as event details and promotional materials, that is accessible to individuals with diverse abilities[9]. Adhering to WCAG standards involves considerations such as providing alternative text for images. 

We must consider how we communicate with each other, our partners, and our audience because cultivating a culture of kindness and inclusion is foundational to the overall success of the fashion show. Collaboration, respect, and appreciation for diverse talents and perspectives are part of our program’s and our university’s goals. Inclusion by definition is not limited to our production team but encompasses designers, models, sponsors, and our audience. Whatever experience you envision for your show, it should be positive and do no harm.

Activity 3. Production Plan

Production Plan Deliverable

Purpose

This activity will give your committee a map to production success. The goal of this activity is to create a plan with tangible, achievable objectives that contribute to your ENCLOTHE show. Apply the tools and techniques from this module to generate a list of objectives and milestones according to your committee’s responsibilities.

Task

Complete with the indicated level or team (Individual/Committee/Class).

  1. (Class) Decide as a class the format you would prefer to communicate through. All future correspondence should be through this channel so that important information is not lost!
  2. (Committee) Review your given plan deliverable. Be sure to review upcoming assignments and collaborations to optimize your time and resources.
    • Program: Create a timeline for the day of ENCLOTHE including various versions for all personnel outlining all activities, tasks, and responsibilities, ensuring a smooth and efficient event.
    • Venue: Create a décor budget and procurement plan outlining the venue contract stipulations, the types of décor elements, suppliers, and pricing considerations.
    • Outreach: Create a social media schedule to promote ENCLOTHE including content creation, posting frequency, and engagement strategies.
    • Archive: Create a plan to document the event including photography, videography, and written documentation procedures.
    • Collaborator: Create a designer and model cataloging plan including intended storage (Microsoft Forms, Excel, etc.) and communication strategies.
    • Aesthetic: Create a vision plan and schedule that covers when and how important visual, auditory, and atmospheric elements of ENCLOTHE will be chosen and implemented.
    • Production: Select (either randomly or by volunteer) 2-3 members from your assigned committees to help you complete the following tasks:
      • Creative: Design a style sheet for graphics, décor, and other aesthetics for ENCLOTHE.
      • Engagement: Develop a model casting call and garment submission call and procedure for designers to use.
      • Logistics: Develop an event safety and emergency plan.
  3. (Individual) Brainstorm key milestones, objectives, or outcomes related to your committee’s plan deliverable. Come up with at least 5 to share. You must have at least 1 that is unique from someone else’s idea and are included in the plan.
    1. Example: If I’m on the Outreach Committee, I would suggest that (1) there should be a post every Monday, and (2) there should be a post every day the week before the show.
    2. These should be different from the following items, but include the items below as part of your plan depending on your committee:

Committee Collaborations

      • Vision Proposals
      • Collaboration Proposals
      • Run of Show order
      • Awards list and judging system
      • Program design & template
      • Personnel list and volunteer needs & mapping
      • Run of Show (garment order)
      • Safety and event protocol
      • Final reflection product (ex. digital magazine)
  1. (Committee) Select at least 1 idea from each member. Assemble the ideas into a cohesive and easy-to-understand format. Include committee collaboration products that your committee will contribute to – see above items and modules 4, 5, and 7 for reference.
    1. Example: The Venue committee would likely have a slide presentation that has information on the contract, proposed décor items, a timeline for when items need to be purchased, and a budget.
  2. (Committee) Submit your plan deliverable and indicate your preference to present as a group, nominate an individual, or have the instructor communicate it to the class. Also, indicate your consent to include the deliverable in the open-access textbook. If one or more group members do not consent, please indicate “No” on the submission.

Criteria

Proficient (25 points) Competent (12 points) Novice (1 point)
Plan Feasibility and Practicality Develops a highly feasible and practical plan that considers all relevant factors and constraints. Presents a plan with some feasibility and practicality but may overlook certain factors or constraints. Develops a plan with substantial feasibility and practicality flaws.
Alignment with Event Objectives Effectively aligns the plan with the overall objectives of the event, contributing to its success. Demonstrates some alignment with the event’s objectives but may not fully support its goals. Fails to align with the event’s objectives and may hinder its achievement.

Plan Execution (Excluding Production Committee)

Purpose

This activity will give you control over the work you complete. The goal of this activity is to encourage you to implement your plan by completing the tangible, achievable objectives you set for your committee.

Task

You will receive 100 points for implementing your plan.

  1. Submit how the points will be assigned and when the assignments will be completed. Review Module 3.4 for more guidance on your approach. You might use the following format from Transparency in Learning and Teaching –
    1. Purpose: Identify why this activity matters.
    2. Task: Describe the steps required to complete the activity.
    3. Criteria: Clearly outline how the assignment will be assessed.
  2. Decide and include the activity due date.
  3. Submit your plan execution proposal.

Criteria

Your proposal will either be approved or sent back for adjustments.

Production Plan Evaluation (Producers)

Purpose

This activity is an opportunity to critically evaluate the output of your assigned committees. The goals of this activity are to optimize your committees’ plans and to develop your feedback and leadership skills. Apply the communication strategies discussed in this module as well as the essential elements for ENCLOTHE.

Task

  1. Thoroughly review the production plan, including timelines, task assignments, budget allocations, and logistical arrangements. Consider factors such as resource utilization, time management, and risk mitigation.
  2. Identify at least 2 areas to give positive feedback on.
  3. For those 2 areas, summarize what you agree with or see as done well.
  4. Identify at least 2 areas of potential risk, inefficiencies, or inconsistencies within the plan.
  5. For those 2 areas, propose reasonable and helpful solutions and recommendations to enhance the effectiveness and efficiency of each committee’s plan.
  6. Create a feedback document for each of your committees and share it with them.
  7. Record their thoughts and comments. This should be a discussion, however, it can be over the chosen messaging application.
  8. Submit your feedback document and your committees’ responses. Include a brief 1-2 sentence reflection at the end.

Criteria

Proficient (25 points) Competent (12 points) Novice (5 points)
Comprehensiveness and Thoroughness The evaluation thoroughly addresses all key aspects of the production plan, considering various factors and potential risks. The evaluation covers some essential elements of the production plan but may overlook important details or potential challenges. The evaluation is incomplete and fails to adequately address significant aspects of the production plan.
Depth of Analysis and Insight The evaluation demonstrates a strong understanding of the production process, identifying underlying issues and providing insightful analysis. The evaluation demonstrates a basic understanding of the production process but may lack in-depth analysis or critical thinking. The evaluation lacks a clear understanding of the production process and fails to provide insightful analysis.
Creativity and Innovation of Recommendations The proposed solutions are original, innovative, and offer fresh perspectives on improving the production plan. The proposed solutions are somewhat creative and offer some helpful recommendations for the production plan. The proposed solutions lack creativity and originality, relying primarily on conventional approaches.
Feasibility and Practicality of Recommendations The proposed solutions are realistic, achievable, and can be implemented within the given constraints, considering resource availability and time limitations. The proposed solutions may have some feasibility challenges or require significant modifications to be practical. The proposed solutions are not feasible or practical and cannot be implemented successfully due to resource limitations or time constraints.

 

Media Attributions

  1. Browzwear. (2023). Pillars of Apparel: Plan. https://browzwear.com/use-cases/plan ↵
  2. Sam, J. (2007, February). Merchandise Planning in the Fashion industry. http://www.fibre2fashion.com/industry-article/1647/merchandise-planning-in-the-fashion-industry ↵
  3. Ardill, L. (2021, May 31). 13 Communication Tools Every Business Needs in 2023. Workvivo. https://www.workvivo.com/blog/communication-tools/ ↵
  4. Johnson, L. (2022, April 5). Why nearly 80% of Fortune 100 companies rely on Slack Connect to build their digital HQ. Slack. https://slack.com/blog/transformation/fortune-100-rely-slack-connect-build-digital-hq ↵
  5. Stewart, J. (2021, February 12). Planning my wedding with Jira—Valentines Day Edition! Atlassian Community. https://community.atlassian.com/t5/Jira-Software-articles/Planning-my-wedding-with-Jira-Valentines-Day-Edition/ba-p/1611262 ↵
  6. Simplilearn. (2022, May 2). What is JIRA?: How to Use Jira Testing Software Tool. Simplilearn.com. https://www.simplilearn.com/tutorials/jira/what-is-jira-and-how-to-use-jira-testing-software ↵
  7. McDowell, C. (2014). Henry Laurence Gantt. Change Management Review - Actionable Insights For Change. https://www.changemanagementreview.com/henry-gantt/ ↵
  8. Emerson, M. (2021, August 30). 8 Ways You Can Improve Your Communication Skills. Professional Development | Harvard DCE. https://professional.dce.harvard.edu/blog/8-ways-you-can-improve-your-communication-skills/ ↵
  9. Henry, S. (2023, July). WCAG 3 Introduction. Web Accessibility Initiative (WAI). https://www.w3.org/WAI/standards-guidelines/wcag/wcag3-intro/ ↵
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