Universal has a problem with leaks. Here’s how they can fix it.

Earlier this week I wrote an article covering recent leaks regarding the now confirmed Hagrid’s Motorbike Adventure at Universal Orlando. Within the 130+ comments (which I read all of) there were a number of people upset that these leaks were getting attention and commenting on how covering these leaks hurt employees at Universal. I never want to hurt anyone’s employment chances, but I also think it is essential to cover news stories, to ignore these stories would be to ignore the news.

In a completely unscientific poll on Twitter where I asked if Universal has a issue with leaks, one in four respondents said yes. It is true that Universal seems to have a track record far worse than nearly anyone when it comes to leaks of future projects. Since 2003, I’ve been covering these leaks. Those 16 years have taught me to recognize key weaknesses within Universal that often leads to these unplanned leaks (not to be confused with the planned “leaks” that both Universal and Disney use for various reasons).

If Universal is serious about cracking down on these leaks here are seven things they could do.

#1- Protect the servers

This isn’t as much of an issue today as in the past but some of the most significant leaks over the past two decades are thanks to easy to access internet servers. Servers can host multiple projects and when they’re not adequately secure anyone who knows the “address” for the server can access it. An employee at a subcontractor, possibly not even assigned to the Universal project, could discover these files. Sometimes only basic construction files would be here, but other times complete details of a project have been discovered. Once found, these files can be downloaded. At that point, even if the open server is locked the files downloaded are already leaked. This open server weakness was exploited by multiple bloggers and podcasters over the past decade all while Universal sought to find the moles (which never existed) within the company.

The website used to hold some of these same weaknesses with folders accessible to anyone who knew where to look. While upcoming projects rarely made into these folders, more personal details, like personal photos and names of employees, could be found attached to files within these folders.

#2- Less detailed construction plans

I’ve told the story numerous times of how my father taught me how to read a blueprint by using the Mission: Space plans. He was able to do this thanks to Disney’s simplified plans that they provide to subcontractors. These plans contain only need to know information for the subcontractor to adequately bid, or price out, the project. Multiple leaked Universal documents show far more detail than this.

Public bid sites, or bid rooms, have listed amazing amounts of detail on yet to be announced Universal projects. While the company has gotten better regarding the plans, it submits to government entities (like those regarding the yet to be announced south campus theme park) these detailed plans have been spotted on public bidding sites even more recently than many would think.

#3- Take out the trash

Wal-Mart is known for its cost-cutting exercises including having everyone from the president down taking out their own waste. This isn’t just a great way to save a few dollars on housekeeping, it also helps keep confidential information more secure.

A very well covered recent leak supposedly came thanks to a document discovered in a trash can. By having every single employee take out their own trash the chances of another employee or anyone who might be backstage from seeing these documents declines. It’s far more apparent when someone climbs into a dumpster versus when they walk past a small trashcan and grab a piece of paper or full report.  Shredders are also needed. It’s surprising how many entirely intact documents I’ve seen over the past 16 years that could’ve been shredded before being leaked.

#4- Clean up after meetings

Even easier than an employee or any other person backstage from grabbing a document out of the trash is taking a quick photo with their phone. A meeting room left messy can give away an entire project even while the team working on it swears to secrecy. I’ve even heard reports of concept art left on display after a meeting, giving anyone who later on uses that room access to these prized documents.

#5- Respect the team members

Both the trash and the meeting room clean up leaks can be traced back to one team more than almost any other; housekeeping. Like the butler in a murder mystery, these employees are often the overlooked and underpaid team members who have the most to gain from sharing confidential information. Sure, there are reports of leaks for money, but I personally have far more often seen housekeepers, or other low-level team members, sharing secret information as a way to gain respect or attention. Better pay with more sense of respect for these hard-working employees might be the best way for Universal to not only cut down on the number of leaks but also improve morale throughout the resort.

When a housekeeper sees a trashcan or meeting space overflowing with information that could get them the respect they don’t receive at work it should come as no surprise that some of them embrace that opportunity.

#6- Break up the teams

Disney is infamous for taking forever to finish even the most basic of projects while Universal can build an entirely new major ride in a matter of months. Part of the reason behind this is Universal has a much smaller and agile team working on these projects. That also means these teams are more likely to know about multiple upcoming projects. A single mole can leak plans for years to come thanks to how the leadership is structured at Universal.

More recently certain large projects have meant this is not as true as it once was but the way certain media outlets or bloggers continuously share leaks regarding specific parks or plans seem to point to moles within particular project teams.

#7- Share information before it leaks

This is the easiest option for Universal and one that fans have been begging for. Universal is infamous for waiting until the very last minute before they share information on upcoming attractions. The Hagrid Motorbike coaster was already testing before the project was even named by Universal.

It is true that specific projects, like Super Nintendo World and the Wizarding World, are announced years in advance but these have more to do with who Universal is partnering with. Those projects that Universal is doing in-house seem to wait until it is evident before even the most basic of details are shared. Even while the Transformers building was being erected in the middle of Universal Studios Florida, the company was mum on any new project for that site. The same is true for the new Jurassic World coaster that has already broken ground at Islands of Adventure.

Fans want to know what is happening at the parks they love and if Universal doesn’t provide it, then they’ll seek it from elsewhere. Fan forums, social media, and bloggers looking to get hits are all places where this information will eventually be shared. Regular, small updates by Universal might be a better option than the current shock-and-awe style announcements that often come long after the information was leaked.

This of course also means Universal will need to finally end its silly feud with Disney regarding news stories. The cat and mouse game of always trying to one-up each other every time the other announces anything was fine when people got their news from TV or the newspaper, but in the era of instant notifications and echo-chambers of personalized interests, these tactics just make both companies look petty. These tit-for-tat announcement cycle also means that people will inevitably compare the two announcements. Is the name for a new motorbike coaster really as exciting as a brand-new entrance and entire new character-driven pavilion?  It matters who you ask, but it’s what everyone thinks when they see the two announcements side by side.

If Universal really wants to be taken seriously and not viewed as just that other place to go when visiting Disney World, then they need to start acting like it. Make announcements on their own schedule, maybe even have fan-focused upcharge events when they make big announcements. Disney has seen massive success with its company-sponsored D23 fan club and conventions. There’s no reason why NBCUniversal, or even just the Parks and Resorts division, couldn’t do similar hard ticket conventions.

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In the end, Universal has to decide how much does it value the news cycle. If it thinks a properly timed story can equal more sales, then they must work to crack down the on the leaks. There will also be leaks like I mentioned above sometimes on purpose, but when entire projects are being leaked before they even break ground Universal is setting up fans to be disappointed when certain aspects of those projects are cut for various reasons. Disappointed fans let down by leak fueled hype and news cycles weakened by leaks might not be Universal’s biggest concern, but as they continue to move into being their own full-fledged week-long resort it should be.