5 Ways Showcallers Save Time During Live Productions
• John Barker
When you’re running a live show, seconds matter. A single missed cue or overlooked detail can derail the whole production. That’s why successful showcallers rely on structure, clarity, and the right tools to stay in control.
Whether you’re producing from a backstage booth or working remotely with a distributed team, the ability to plan ahead and adapt in the moment is what keeps things running smoothly.
If you want to spend less time putting out fires and more time creating standout shows, here are five tried-and-true strategies to help you save time and stay sharp during live productions.
1. Build a Centralized Rundown
Start with a strong foundation: your rundown. A centralized, digital rundown keeps your production aligned and organized from start to finish. Instead of juggling paper notes, static PDFs, or outdated spreadsheets, you can work from one master version that updates in real time. Everyone from the director to the graphics operator stays on the same page.
With tools like Rundown Studio, it’s easy to collaborate, assign cues, and respond to last-minute changes without slowing down the process.
A good rundown isn’t just a schedule. It’s your live show’s blueprint, and it should work as hard as you do.
2. Prioritize Communication
Even the most polished run-of-show can fall apart without strong communication. In live production, clarity is everything. Make regular check-ins a habit, whether you’re huddled in a control room or syncing remotely. Confirm who’s responsible for each cue, share critical updates early, and don’t assume people are just following along.
Tools that allow real-time comments and updates help keep the crew aligned as changes happen. If everyone knows what’s happening and what’s coming next, they’ll be more confident and responsive under pressure.
Great showcallers create a culture of communication, and that’s what helps the whole team succeed together.
3. Automate the Routine
Showcallers juggle dozens of details in every production. Don’t let routine tasks steal your focus. Automating things like cue numbering, timecode adjustments, and asset versioning frees up brainpower and reduces the risk of human error. Let technology handle the repetitive stuff so you can concentrate on timing, communication, and execution.
For example, Rundown Studio automatically tracks cue status and time changes, keeping your whole team informed without the need for constant check-ins. Automation also speeds up prep time and helps maintain consistency across multiple shows.
The result is a faster, smoother workflow that leaves you more time for creative decisions.
4. Stay Flexible When Things Shift
Live shows are unpredictable. Even with the best planning, things can change in an instant. Speakers go off-script, audio glitches, or a video clip won’t roll. The key isn’t to avoid surprises; it’s to handle them without missing a beat.
Build flexible strategies into your workflow so you can adapt on the fly. Pad timing where you can, flag high-risk transitions, and have backup cues ready. The ability to pivot without panic separates seasoned showcallers from beginners.
When your tools and team are built for agility, you can turn setbacks into creative moments and still stick the landing.
Not sure if your show has enough breathing room? Use our free Show Runtime Calculator to add up your segments, transitions, and buffer time. It’s the quickest way to spot overruns before they happen and make sure your timing has the flexibility it needs.
5. Rehearse to Reduce Risk
A solid rehearsal isn’t about perfection. It’s about being prepared. Use walkthroughs to stress-test your system, identify weak points, and boost team confidence. Rehearsing gives everyone from the showcaller to the camera ops a chance to lock in the rhythm and flag issues before they go live.
Think of it as a safety net that makes the real show smoother. It also gives you time to fine-tune transitions and test backup plans. Every run-through adds polish and predictability.
And when it’s showtime, your team won’t just hope things go right. They’ll know exactly what to do because they’ve already done it.
Bonus: Build a Post-Show Review Habit
One strategy that often gets overlooked is the post-show debrief. After the adrenaline fades, take 15 minutes with your team to review what worked and what didn’t. Document the moments where timing slipped, communication broke down, or a backup plan saved the day.
Over time, these notes become a goldmine. Patterns emerge. You’ll start to anticipate problems before they happen and build smarter rundowns from the start. The best showcallers don’t just learn from the current show; they carry every lesson forward into the next one.
A simple shared document or a dedicated channel in your team’s workspace is all you need to get started. Make it a habit and watch your productions get tighter with every show.
Ready to cut down on stress and step up your showcalling game?
Try Rundown Studio for free or book a demo to see how we make live production easier, faster, and more flexible for teams of any size.
