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Organizing Your Organization

Anne Choe - February 19, 2019

Cultural organizations must balance a lot to continue to survive and thrive in today’s economy. Artistic programming draws in an audience and serves the art, marketing and sales drive ticket revenue, development and fundraising cultivate donors, education enriches our understanding and provides the community with a knowledge-based experience, facility rentals maximize the use of the space, and operations keep up the maintenance and running of the venue.

Clearly, keeping all of these plates spinning requires quite a lot organization to have a well-oiled machine…

Organizing Your Organization

...but organizing your organization doesn’t happen on its own. Embarking on an organization project is not always an easy sell. Sometimes it costs money, sometimes it requires a great deal of effort across multiple departments, and sometimes staff may feel they don’t have the time to tackle such a project.

I cannot claim to be the Marie Kondo of venue management software, but I think The Life-Changing Magic of Tidying Up can extend to other parts of your life. There are certain pinch points at every venue that are a cause of stress and anxiety—perhaps for your organization, this could be departments working off of different calendars and schedules that leads to overbooking spaces. The major challenges that organizations face often stems from lack of processes.

To demonstrate the type of “tidying up” we at JCA like to do with their ArtifaxEvent usage, I like to compare it to organizing my children’s toys.

Organizing my children’s toys is something that needs to be done regularly before it becomes overwhelming. There are three major areas I need to consider:

1. Take stock of what is currently used, what can be thrown away or donated, what needs to be kept because they hold some form of value, and what needs to be stored away so I can take advantage of my children’s short memories and reintroduce these toys like they’re brand new.

2. Find a home for the items that I’m keeping and start to categorize them.

3. Determine if the category needs to be organized in a different way, like deciding if the entire Calico Critters home needs to have its complete set of chairs and tiny toothbrushes and bars of soap organized neatly or if they can just go into an “everything box”.

This is not to suggest that your organization’s staff are like messy children. ArtifaxEvent users are only child-like in their joie de vive and enthusiasm!

When working with our clients to set processes for their venue we follow similar steps. We:

1. Take stock. Ask a set of questions to the key stakeholders about how the venue is managed. The questions may include:

- How does booking information come in to your department?

- How is information processed?

- How is the information used and transmitted to clients and other staff members?

2. Find a home for the various sets of information, to get a sense of the systems involved and what information is being duplicated. And we take a look at the processes for different types of bookings where departments handle different space usage.

3. Determine if the process needs to be organized in a different way. We work with each organization to figure out which processes are being dictated by existing systems and are less than ideal.

You can learn more about ArtifaxEvent here. And if you’d like to talk with us directly to determine if ArtifaxEvent could be the right venue management tool for your organization, contact us to request a demo.

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Author

Anne Choe

Prior to joining JCA in 2011, Anne had a varied career in opera singing and production, venue management and professional basketball marketing. Anne is an avid reader and podcast listener, but also tries very hard to keep the family’s 4 goldfish alive (there used to be 5).

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