my image Image: Sandi Gisbert presents at the VANAS Conference

Managing Curveballs in Animation Production

In the animation production, meticulous planning, clear objectives, and synchronized teamwork often serve as the bedrock for a project's success. However, the dynamic nature of this industry means that even the most well-organized projects can face unexpected challenges. These disruptions, commonly referred to as "curveballs," can range from sudden client demands to unforeseen technical difficulties. How a team responds to these curveballs can make the difference between a project's success and its downfall.

This article draws on insights from Sandy Gisbert's presentation at the VANAS Conference, where she shared strategies for managing unexpected challenges as the Director of Production at Wind Sun Sky.

Sandi Gilbert is a collaborative leader who encourages creative thinking and innovation on my teams, while keeping them focused and organised on projects. No two projects are the same, which is great because she loves variety! As Director of Production at WSS, she leads cross-platform projects with a focus on project planning, people management and pipeline development. Sandi works with bold creatives across diverse platforms and pipelines including live-action scripted and documentary and hand-drawn 2D, CG and motion capture animation. She is also an instructor and curriculum developer for the VCC Award of Achievement in Production for Animation and VFX.

Understanding the Project Management Triangle

Before diving into how to handle curveballs, it's essential to understand the foundational concept of the Project Management Triangle. This triangle consists of three key elements: Scope, Time, and Cost. In an ideal world, these three elements are perfectly balanced, ensuring a smooth production process. However, when a curveball hits, this balance is disrupted, forcing project managers to make difficult decisions that often involve compromising on one or more of these elements.

Scope: The scope refers to the project's objectives, deliverables, and the work required to complete it. When curveballs hit, changes to the scope might be necessary, such as redesigning characters or altering scenes.
Time: Time is the schedule set for the project's completion. An unexpected challenge may require adjustments to the timeline, potentially extending deadlines or requiring work to be completed faster.
Cost: Cost involves the budget allocated for the project. Curveballs might demand additional resources, such as overtime for existing team members or hiring additional staff, which can impact the budget.

Managing curveballs effectively means understanding how changes to one element of the triangle will affect the others and being prepared to make strategic decisions to maintain project balance.

Types of Curveballs in Animation Production

In her presentation, Sandy Gisbert outlined several common types of curveballs that can disrupt an animation production:

Client-Induced Changes: Clients might suddenly change their minds about key aspects of the project, such as character designs or narrative elements, requiring significant alterations to the work already completed.
Technical Challenges: Unforeseen technical issues, such as software bugs or hardware failures, can halt production and require immediate attention.
Team-Related Issues: Whether it's a key team member taking an unplanned vacation or interpersonal conflicts within the team, human factors can introduce unexpected delays.
External Factors: Events beyond anyone's control, such as a nationwide internet outage or natural disasters, can bring production to a standstill.

Responding to Curveballs

When faced with a curveball, the first step is to remain calm and assess the situation. Sandy Gisbert emphasized the importance of gathering accurate information before taking action. This involves distinguishing between real issues and mere rumors, as acting on inaccurate information can lead to unnecessary stress and poor decision-making.

Meet with Your Supervisor: The first step is to have a clear and honest discussion with your supervisor to understand the scope of the problem.
Get the Details: It's crucial to collect all relevant information to accurately assess the situation. This means understanding the full impact of the curveball on the project's scope, timeline, and budget.
Real vs. Gossip: Ensure that the information you're acting on is accurate and not based on rumors or incomplete data.
Keep the Response Team Small: In times of crisis, it's important to involve only those who need to be part of the decision-making process. A smaller team can respond more quickly and effectively.
Develop a Plan: Once the situation is understood, the next step is to create a plan of action. This plan should be realistic, achievable, and clearly communicated to all stakeholders.
RACI: Responsible, Accountable, Consulted, Informed: Use the RACI framework to define roles within your team. This framework helps clarify who is responsible for each task, who is accountable for outcomes, who needs to be consulted, and who should be informed about the decisions made.

Communicating Curveballs Effectively

Effective communication is key when dealing with unexpected challenges. How you convey the situation to both your team and your supervisors can significantly impact the outcome.

Communicating Upward: When communicating with higher-ups, it's important to present them with options rather than just problems. This shows that you have considered possible solutions and are prepared to take action. For example, if the project timeline is threatened, you might suggest options such as authorizing overtime, hiring additional staff, extending the deadline, or lowering the level of detail (LOD) in certain aspects of the project.
Communicating Downward: When communicating with your team, clarity is crucial. Present the plan that has been agreed upon, explain why certain decisions have been made, and be transparent about the challenges ahead. This helps maintain team morale and ensures everyone is on the same page.

Communicating Options: Four Key Strategies

When faced with a curveball, you generally have four options for adjusting the project schedule:

Authorize Overtime: If time is of the essence, authorizing overtime can help meet deadlines without sacrificing quality. However, this can increase costs and may lead to burnout if overused.
Hire Additional Artists/Crew: Bringing in extra hands can speed up production and alleviate pressure on the existing team. This option, however, also increases costs and may require time to onboard new members.
Extend the Deadline: If the curveball significantly disrupts the project, extending the deadline might be the most practical solution. This allows for maintaining the project's scope and quality, but may not always be acceptable to the client.
Lower the LOD (Level of Detail): Reducing the complexity of certain elements can help meet deadlines and stay within budget. This option, however, may affect the overall quality of the final product.

When presenting these options to your supervisor, it's important to highlight the pros and cons of each, allowing them to make an informed decision.

Delivering the Plan to the Team

Once a decision has been made, it’s crucial to communicate the plan effectively to the team. Sandy Gisbert recommends the following steps:

Preparation: Before delivering the news, ensure that you have all the facts straight and that you're ready to answer any questions that may arise.
Transparency and Honesty: Be upfront about the challenges and the rationale behind the decisions. Hiding information or sugar-coating the situation can lead to mistrust and confusion.
Sandwiching Bad News: If you have to deliver bad news, try to sandwich it between positive updates. This approach helps maintain morale and ensures that the team remains motivated.
In-Person/Video Communication: Whenever possible, deliver important updates in person or via video call. This allows for better engagement and gives team members the opportunity to ask questions or express concerns.
Follow-Up: After the initial communication, follow up with an email summarizing the key points. This ensures that everyone has a written record of what was discussed and can refer back to it if needed.
Empathy: Always consider how you would want to be communicated to in similar situations. Showing empathy can go a long way in maintaining team morale during challenging times.
Ownership: Own the decisions made, even if they are difficult. Avoid placing blame on others, as this can create a toxic work environment.
Present the New Schedule/Plan: Clearly outline the new schedule or plan of action, so everyone knows what to expect moving forward.

In animation production, curveballs are inevitable. How you respond to these challenges can define the success of your project and the morale of your team. By staying calm, gathering accurate information, and communicating effectively, you can navigate even the most unexpected disruptions. Sandy Gisbert's insights from the VANAS conference offer valuable lessons in flexible thinking, strategic decision-making, and leadership under pressure. Whether you're dealing with a sudden change in client demands or an unforeseen technical glitch, these strategies can help you steer your project back on course and ensure a successful outcome.

Author: VANAS