Thread: Totally Burnt Out and Can you runa show by committee?

I just produced a show for its second year. The first year, I didn't know what I was doing, but I had - for some of it - a lot of help from two friends. This year, I knew exactly what I needed to do, but I had about 1/3 less help. I was able to delegate somewhat but it was still hard. I felt accountable for everything even though I hired a stage manager to help. Everyone enjoyed themselves who were in the show (as well as the audience) - but I didn't. I just felt exhausted and burnt out. During the two month build up to the show, my personal dance and exercise routine goes by the way side, work begins to suffer a little bit as my attention is divided, and I have less time to spend with my family - and they get all stressed out too.

So, now everyone wants to do it again next year. Same show. It's a story-based show, and doesn't change much from year to year, although we added two new pieces this year to the plot.

I wanted this to be the last year. I got promoted at work this year and the workload of work, plus a toddler who goes to bed later than he did the year before - I just can't keep it up. I kept saying it would all be worth it - but I didn't feel that way after the show. I just felt relief.

I am tempted to say - OK, if you want to do it next year, let's split up the responsibilities. I will stay in as an adviser and creative director, but I need help with advertising, putting together the flyers, managing people at rehearsals, etc. And yet I'd still want to retain some creative control because it is my show. I wonder if it would help or if I would still be stressed out because I'd still worry about being accountable for it all.

I'm a little Type A if you can't tell. It's supremely difficult for me to let other people take charge of things. I also have a hard time asking people to do things because I feel like there's no pay, no reward other than intrinsic rewards ...so I feel like I should do all the dirty work.

Offering up the chance to run it as a committee - that's the only way I can see maintaining it year after year. Would it really help though? And would it work?

not as a committee.

give people specific tasks, e.g. wardrobe manager, props, advertising.

tell them what you want and have them check in with you periodically.

you do *have* to let those pieces go, but checking in gives you the ability to ensure that things are going the way that you want them to.

the hard part is going to be letting people do their thing, while not freaking out because you don't know every tiny thing that is happening.

people are there, they are willing to do the work, without pay, because they enjoy it and want to be a part of it. you know our community, we love this stuff. give them a credit on the website and on the program, that's acknowledgement of the work and a reward.

The experience gained from taking on those tasks is valuable, too - most people have little idea what it takes to produce a show; the more you let them take on, the more knowledge they gain. That's helpful whether they want to produce their own shows in the future, or just continue to be involved in these kinds of productions.

You need a group of dedicated volunteers who are responsible and reliable, and you need to master the art of delegating, so that you don't end up burned out. Easier said than done, I know.

You will still probably work harder than anyone else because you are the director, but it should be a better experience for you, and the volunteers will feel a sense of accomplishment and investment in the event, too.

It's a magical combination of ability to recruit, persuade and inspire trustworthy helpers, and the ability to delegate effectively. I've seen successful event organizers who have both of those qualities, namely Saqra and Mezdulene. The Middle Eastern Dance Guild also does well because there are enough members on the Board of Directors to share in organizing the work, implementing the ideas and recruiting more volunteers when needed.

One person trying to do it all will end up stressed and burned out. I learned that the hard way myself from organizing events in the past.

A camel is a horse designed by a committee.

However, next year offers you an opportunity to develop a skill that you'll be able to use in many ways throughout your life, including potentially in your day job: that of being a "manager".

The difference between a committee and a manager with staff is this: On a committee, everyone thinks they have an equal vote, and they'll often thrash around, without getting results, because there's no clear leader. In contrast, a manager with staff provides the vision, the drive, and the instructions, and delegates tasks to the staff. Learning how to delegate, and then supervise the staff in getting their jobs done is a great skill to add to your portfolio of professional achievements. So, you want to aim for being a manager with staff. Think of yourself as "the fearless leader", or "the benevolent dictator", and the others as your willing assistants.

Start thinking now about which tasks you'll want to delegate, and which people you think possess the skills and willingness to do the tasks. If they loved doing the show, they'll be happy to help you do the work for next time because they'll want the opportunity to do the show again.

Originally Posted by *Shira*

A camel is a horse designed by a committee.

However, next year offers you an opportunity to develop a skill that you'll be able to use in many ways throughout your life, including potentially in your day job: that of being a "manager".

The difference between a committee and a manager with staff is this: On a committee, everyone thinks they have an equal vote, and they'll often thrash around, without getting results, because there's no clear leader. In contrast, a manager with staff provides the vision, the drive, and the instructions, and delegates tasks to the staff. Learning how to delegate, and then supervise the staff in getting their jobs done is a great skill to add to your portfolio of professional achievements. So, you want to aim for being a manager with staff. Think of yourself as "the fearless leader", or "the benevolent dictator", and the others as your willing assistants.

Start thinking now about which tasks you'll want to delegate, and which people you think possess the skills and willingness to do the tasks. If they loved doing the show, they'll be happy to help you do the work for next time because they'll want the opportunity to do the show again.

Exactly this.

Ditto Kina and Shira - don't create a committee, but do delegate, delegate, delegate.

Also, it WILL get easier the more you do it. I'm approaching my 7th annual show, and the show has gotten bigger and bigger every year, but I also get less stressed every year. Not less busy, just less stressed - because I know what *needs* to get done to make it work. I'm not stressed about misssing something, or doing something wrong. I'm still as busy as ever before, but it's a controlled busy, if that makes any sense.

And this will be my second year running it with a child (now a toddler as well) and so i totally understand how that adds a whole 'nother level of stress to the situation! Working full time, teaching part-time, directing a show, and being a mom, means exhaustion the likes of which no one can understand unless they've been there. So, I understand your pain!

Originally Posted by *Shira*

A camel is a horse designed by a committee.

.

*LOL* Why? In the first show, my co-collaborator and I built a horse for the show.

...

People thought it was a camel.


Good point on the management stuff - I am a project manager IRL but I am more of a consensus builder than a dictator, so I need to learn to take on the leadership role once in a while.

Originally Posted by Nepenthe

Good point on the management stuff - I am a project manager IRL but I am more of a consensus builder than a dictator, so I need to learn to take on the leadership role once in a while.

As a project manager, you have to coax cooperation out of people whom you don't have any real control over. They report to other people, and you do have to build consensus, as you say.

But as the founder / artistic director / visionary of your show, you get to be the boss. You get to make decisions, delegate tasks, and hold people accountable for getting them done. People will willingly accept this delegation because they really like being in the show and want to help you make it happen. Since you herd cats for a living in your day job, you probably already have good instincts for motivating people to cooperate with what you need done, so you probably have the skills to be a benevolent dictator. It's just a matter of letting yourself feel empowered to take on that dictator mantle.

Look for volunteers who have experience in the different areas that you need first. They would be the "Captains" of whatever they are in charge of and then the rest of the volunteers would work under them. You could meet with the "Captains" monthly, weekly or whatever to make sure everything is on track. The Helping Hips do this. I am a Graphic Designer by day and use those skills to create all the marketing for our Gala event. I built a template that I could use every year made my life easier. I review it with two people and then it gets printed. We meet monthly and then biweekly the month prior to the event with A LOT of emails in between. I think it has made all of our lives easier.

Originally Posted by KDizzle

Look for volunteers who have experience in the different areas that you need first. They would be the "Captains" of whatever they are in charge of and then the rest of the volunteers would work under them. You could meet with the "Captains" monthly, weekly or whatever to make sure everything is on track. The Helping Hips do this. I am a Graphic Designer by day and use those skills to create all the marketing for our Gala event. I built a template that I could use every year made my life easier. I review it with two people and then it gets printed. We meet monthly and then biweekly the month prior to the event with A LOT of emails in between. I think it has made all of our lives easier.

This is pretty much how I run the entire Vegas Intensive. I call the people I work with Directors instead of Captains, but it's the same concept. I have a bunch of people on my team.

• IT Director (website)
• Entertainment Director (pro-shows and festival)
• Volunteer Director
• Registration Director
• Technical Director (equipment)
• Contest Director
• Director of Vending
• Director of Marketing

Like danielabellydance, I've been doing this awhile. And while it gets bigger every year, it also get easier because I develop my own sense of rhythm and flow. But I won't deny that the 2 months leading up to the event I'm super busy. But my family has gotten accustomed to this. When I have a good year, I reward my kids with a family bonus after it's all over. This year we got a trampoline.

Doing it with kids is tough. I was a single-mom of two young kids for 5 years, smack in the middle of building my event. Being single really forced me to reach beyond my comfort zone, swallow my pride, and ask for help. And I paid everyone who worked for me because I was too afraid to ask them to give me so much time for free. I don't pay them as much as I'd like, or as much as they deserve, but I'm quite proud I've worked that into the budget.

(continued...)

The first year I worked with a team was not easy for me. Learning to work through other people is hard. But it has gotten easier. And my team has gotten better. It evolves all the time, but I have people that have been with me through thick and thin, and that has helped a lot. I find that I'm always in the middle of grooming people to become a part of the team in the future, so that when openings happen, I can find them a place.

I'm glad I stuck with this. In truth, the only reason there was a second year was because I put "1st Annual" on the flyers the first year, and I felt obligated to have a "2nd Annual." And that was when I finally caught the organizing bug.

It's hard, but when it's all said and done, I feel a tremendous amount of satisfaction creating the space where all the magic happens. Dancing was my first love, but organizing dance events has become my passion. It may not be that way for you. And that's ok too. We all find our niche eventually. Performing, vending, teaching, promoting...they are all a part of the belly world. It's ok to not do it all. (I couldn't be a vendor to save my life).