Do I need to wait for a file to finish optimizing before adding it to a playlist?
No. Even if the file is still being optimized, you can add it to the playlist as usual.
Why the file may appear on the TV before optimization is finished
While the original file you uploaded is being optimized, Adeus Pendrive is also optimizing the file to be displayed on each TV.
That's why the file sometimes appears on the TV even before optimization of the original file is finished.