There is no doubting that COVID has turned workplace norms upside down! At Artifax, we took an early decision to serve notice on our rented office and become a fully remote business. The genie is now well and truly out of the bottle thanks to COVID, but we frequently hear politicians talk about remote working as somehow inferior to a shared office environment. However, such proclamations miss two fundamental points:
Remote working is not appropriate in all circumstances, but that doesn’t mean it cannot be a great solution under certain conditions.
To be effective, businesses need to treat remote working properly – it requires a fundamental mindset change from top to bottom.
Let’s be honest. Having sent everyone home during that memorable week in March 2020, we fully expected to be back in the office a few weeks later! Trouping out with monitors and laptops under our arms was somehow exciting and novel…but temporary. Little did we know at the time that we would not be returning to the office, except to collect more equipment and, eventually, to clear the space.
Handing back our office only became a serious consideration once it was clear that COVID and lockdowns would be here to stay for some time, affecting not only our own business, but also the many hundreds of organisations we support in the arts and cultural sector, in the most unimaginable ways.
We lived in a ‘temporary’ state for a good few months, working with less than perfect desk set ups wherever employees could find space at home. We were patient with the frequent family interruptions. For some employees, it was a really tough period with many craving the direct face-to-face contact of colleagues. Having taken the firm decision to go fully remote, we were clear as a leadership team that this would only work if we threw everything at it. We knew we had practical problems to solve for employees, but just as importantly, we had to discover a new internal company personality.
Here are some top tips we have learnt along the way for making remote working a success:
Create a new culture of trust There will be interruptions and distractions. Don’t fight them! There are plenty of ways to monitor individual productivity without being obsessed about whether individual employees are sat at their desk every minute of every day. If you offer flexibility to employees, they will respect the trust shown in them.
Focus on communication How you communicate in a remote working environment is critical to functioning effectively as a team. Don’t assume that old ‘office’ communication methods will still resonate with remote teams. It’s easy for colleagues to feeling isolated, so find new mechanisms to keep teams updated and involved.
Find ways to continue to still meet face to face as a team This was obviously hard to achieve during the main COVID period, but since lockdowns have eased, we have made it a priority to bring all employees together on a regular basis. We are investing in quarterly meetups for a mix of shared social time and team learning, often using client venues to help support them at the same time.
Examine every aspect of your business operation We quickly discovered that the way we operate had to change. As well as technical considerations such as phone systems and network access, we found basic processes that work fine in an office environment, but were not fit for purpose.
Accept that remote working is not for everyone Although we set out with the aim of convincing all employees that remote working was going to be great, we came to accept that for a variety of reason, it just won’t suit everyone. Sadly, some employees moved to different jobs that better reflect their work/life preferences, but a hybrid approach was never going to work for us. As part of our recruitment now, we make a particular point of ensuring all candidates understand we are a remote working business and that this fits with their work preferences.
Embrace the opportunity to recruit from wider afield One of the positives has been allowing staff an opportunity to stay with us whilst also having the option to move to other parts of the UK. It also enabled us to throw the net far wider for the best new talent and we have been richly rewarded with talented new employees who simply would not have applied if we were still based in Epsom.
As I made clear at the start, home working is not for all businesses. In the case of Artifax, an Employee Engagement Score of 90% in our latest staff survey is proof that with commitment and hard work, remote working can be a great option.
Supporting your core festival team
Written by our Head of Products, Adam Pepper
I live in the UK, so I know that asking the question “How are you?” is a terrible way to find out how someone is — we’re always fine! Having worked with performing arts festivals for over twenty years, I also appreciate that the question “When would be a good time to ….?” is better phrased as “When would be the best time …?” as even an annual ten-day event brings year-round pressures and challenges. Good times are things that happen reliably in an auditorium, but seldom in a festival implementation plan!
At Artifax we’re mindful of not only when clients’ festivals are taking place, but also of their planning milestones, so that we can make sure they have the support they need. Setting aside the continuous artistic programming conversations for years ahead, the twelve month run-up to delivering a festival is reliably busy in distinct phases, leaving only small windows of opportunity for reflecting, planning and implementing improvements.
Typically, a core team will work on planning the festival full-time, handling the scheduling framework and contracting artists and works. Freelancers and temporary staff may be brought in to assist with organizing artist travel, accommodation and local transport. More staff may then be required for delivery, with events taking place in venues that are unlikely to be managed by the organisation. Afterwards, the core team catches its breath and refocuses on the next festival.
With each phase there’s a requirement for not only a single source of data, but communication and collaboration with new or external staff and third parties. In our experience, having a single source of the truth is vital. For all our clients it enables them to easily share accurate information with everyone who needs it. Crucially for festivals, it prevents a situation where large volumes of data need to be entered into a system as part of a handover from another department, which would otherwise cause spikes in activity, data quality risk and stress. For example:
If artistic programmers are recording their planning data in Artifax, information about dates, times, works and agent contact details already exist when it’s time for a contract to be produced.
Programmes can then be finessed with intervals, timings and other details of performed or screened works as they become known and can then be shared with marketing, box office and operations.
Performances can be imported into box office or pulled into your website.
Additional data can be added for production schedules and artist itineraries to be produced and shared as documents (that can be produced on demand or scheduled) or viewed online with restricted access.
There’s no need to maintain a separate archive: you’ve automatically created a comprehensive artistic archive that can be queried at any time.
Your core team doesn’t need to work harder to ensure new staff are supported, just smarter. With Artifax, they could:
Ensure every department is kept informed by using automated email notifications for important changes.
Track progress using tasks.
Avoid people getting lost in the filing system by attaching key documents to records.
Identify potential problems early with scheduled exception reports, make it a breeze for departments, freelancers and third parties to have the information they need in an easily readable format using standard or custom operation reports, and provide senior stakeholders with the details they need with statistical reports: no matter how frequently they need them, as they’re always up to date.
So, when would be the best time to start making those improvements? Talk to us immediately after your festival (or after you’ve taken a moment to recover!) and we’ll turn that debrief into a de-stress for your core team.
Top five tips for planning resources efficiently
The secrets to a successful event are planning, preparation and delegation! If you can manage your time and resources efficiently, you will create unforgettable experiences for your audience.
One of the most important resources you need to consider when planning an event is your time. Reduce stress levels by managing your time efficiently and delegate tasks wherever possible.
Tip 1 - Make lists – whether digital, in a notebook, on the back of an envelope or in your mind. Lists can be used to plan a schedule, tick off remaining tasks, delegate tasks between a team and be shared amongst a team so that everyone is aware of the remaining tasks and how close to complete the event planning is.
Did you know that you can create task templates (called task sets) within ArtifaxEvent that you can use when creating similar arrangements in your calendar and allocate the tasks to individuals or user groups?
Tip 2 – Automate the sharing of information where possible. Most online project management tools allow you to automate the notification of completed tasks or the allocation of tasks. Don’t leave the sharing of information as a manual process where possible to reduce the possibility of miscommunication or no communication at all.
Did you know within ArtifaxEvent you can automate the sending of reports based on changes in resource requirements or send automate the sending of a regular report such as the Resource Usage report that could be sent weekly or the Resource Bookings with Changes report. This report emails the next few days of resource bookings to the Ops team and the report shows if anything's changed (e.g., new bookings, changed time, etc).
Tip 3 – Get a bird’s eye view of your resources when you have large quantities of equipment such as chairs and other furniture, AV equipment and even staff. Getting an overview of how many of each item is currently allocated and it’s required location can give you an overall understanding of the demand for that item. Is it under-utilised and not needed or over-utilised and you need to purchase additional items? In the case of staff, it can help to highlight occasions where temporary staff are required.
Did you know you can view reports such as Resource Usage, Room Usage, Staff Schedule and What’s On- List by Date with Resources within ArtifaxEvent. All these reports can help you get an overview of resource requirements for equipment, rooms, and staff.
Tip 4 – Configure your digital resource planning to what works best for you. Use filters, configuration options and settings to create your ideal digital planning environment. View the information that you need, how you like to view it.
Did you know you can customise the columns that you want to see, including custom form data, the order the columns appear and how/if they are coloured within ArtifaxEvent? Also, when editing resources, hold Ctrl down (cmd click for mac users) when clicking on the resource you want to edit, and it will open it in a new tab in your browser. You can have all the resource you need to work through open in separate tabs.
Tip 5 – Let’s not forget your money is a resource too! Getting paid on time can help you budget better, pay your suppliers in a timely manner and improve cash flow. You did all the hard work now you need to get paid for it. Proper management of invoices is the key to success in this area, sending them out on time, having a process in place for chasing late invoices and managing incoming payments.
Did you know you can create custom invoice schedules for your resources, for example to automatically offset advanced deposits, booking confirmation and settlement charges? You can also set up Batch Invoicing which will automatically generate invoices that are due within a specified date range.
Lastly, a little bonus tip for you. Cut yourself some slack! As event organisers you tend to be highly detail oriented, organised people but trust me when I tell you no one will notice the little details like you will. Focus on the big picture and putting tools and systems in place like the ones suggested in this article. The result will be a happier team, resources used to their maximum potential and reduction of potential errors.
How to effectively use calendars to manage your events
Written by our Head of Products, Adam Pepper
You’re using ArtifaxEvent to capture everything that’s happening in one place, but a single source of the truth doesn’t mean that everyone has to look at the data in the same way.
Are you and your colleagues taking advantage of the many ways Artifax enables you to view and share calendar information? Make sure you’re using the most efficient tools for the job with our top five tips, and by signing up to our webinar where we’ll be taking a deep-dive into the Calendar module.
Same views? You lose!
How many of us have an array of knives in a block on the kitchen counter, but tend to use the same blade for most tasks and ignore the others? Guilty! But using the correct tools for each task provides significant improvements in efficiency once you know how to use them.
ArtifaxEvent has four radically different Calendar views, and everyone has their favourite – but if you stick with the same one for all purposes you’re missing out on time-saving opportunities, so it’s worthwhile familiarising yourself with them:
See the Year at a glance for a specific room and easily see availability at glance. Perfect for spaces that have all-day events, and spotting patterns and blocks of dates.
Need more detailed information about Availability? Filter by type of space or activity, by time of day, date of week and date range to zoom in on your customer’s requirements and view what’s happening and/or slots of available time. Configure the suitability of rooms for specific activities, and categorise those rooms into types to add power to your search.
Use the Graphical view to see a matrix of rooms and dates or times, providing a wallchart-style view of your spaces. Zoom in as far as six hours, and zoom out as far as a month – perfect for an overview at the granularity you need.
Love viewing data in spreadsheets? So do we! Use the List view and configure the grid columns you want do display to give a detailed overview of every event.
On your marks, get Settings, go!
Don’t settle for the defaults, tailor each view to your requirements by using the settings in the drawer to organise the data in the way its easiest for you to understand at a glance. For example, on the Graphical view:
Use the settings in the drawer to choose which colour codes to apply, and whether to group events on consecutive dates.
Only care about what’s happening? Hide rooms with no events to minimise scrolling.
Have events that finish after midnight? Start your day at say 7am and view a full 18 or 24 hours ahead
Less really is more
Filters really are you friends. Use them to restrict the data you’re viewing to specific groups of spaces, or to events based on their properties. Just meeting rooms. Just bookings made by that customer who often loses track – or perhaps your own! Just bookings that have require catering. Just bookings that are pencilled or confirmed. Just opportunities where you or your team are managing the sale. Just comedy gigs – we all need a laugh!
Simply create an Event search and turn it into a calendar filter – and administrators can share them with other users so that everyone can start with a set of useful filters without needing to set up their own.
Get out what you put in
You’re viewing a calendar that’s showing you events or availability that you need to communicate to someone else? No problem! You can configure reports to be launchable from calendars. Run it, attach it, send it.
The more accessible you make the data, the fewer queries you’ll get from colleagues about availability or their bookings, so find the ways that make it easy for them to access the data.
Publish read-only calendars that they can subscribe to via their preferred calendar application such as Outlook, MacOS Calendar or Google Calendar on their desktop or mobile device. Configured in the same way as calendar filters, they can be set up for specific spaces, types of booking or customer.
Set up scheduled reports to automatically circulate advance schedules, or weekly or daily operational reports. One size doesn’t need to fit all: have different data or different templates per role or department.
Use ArtifaxAgora to provide internal or external listings of events, and display only appropriate details for the user
Of course the absolute best way to get efficiency out of your calendar is to make sure it is your ‘Single Source of Truth’. “If it’s not in Artifax, it’s not happening” is the mantra of many of our clients. To reduce the number of mistakes that can be made and improve your time efficiency you need to use ArtifaxEvent as the one place where everyone inputs the event details and the first place everyone goes to find information. Eliminate any other places where event info could be kept and really embrace the Calendar and its reports.
If you have staff members who aren’t trained on Artifax, you don’t have the reports you need or aren’t sure where to start, contact us about our Professional Services packages.
We will be doing a webinar with a deep dive into the Calendar functionality with tips and hints, sign up today.
Calculating the ROI of a Venue Management solution
Watch the above video for an explanation on how we can help you to calculate the Return On Investment you would get from implementing Artifax in your organisation.
Harder to calculate than traditional revenue generation software such as a ticketing system, Artifax helps to increase efficiency, save you valuable time and streamline data processes within your venue. And we all know time = money!
For a more detailed look at calculating the ROI for your organisation and your processes, contact us for a demo and a walk-through our ROI calculator based on your current procedures and timelines.
Rediscover festivals with your industry experts
We can all agree that the response of the art and culture sector to the Covid-19 pandemic was inspiring; from art centres turning into vaccination sites to museums delivering tours online, ensuring the public doesn’t miss out on the well needed entertainment and education. But for festival organisers the last 15 months have been particularly challenging, as most of them rely on the audience to deliver the art in-person. So what do you do as a festival manager when your only option is to take your event online?
We sat down with festival organisers Zen Bharmal from the British Film Institute and Michael Csar from Bregenz Festival to discuss the impact of lockdown on their organisations and the future of festivals.
Innovation driven by change
Online and hybrid events became a game changer for many organisations. They allowed the venues to reach audiences further than even before and be more inclusive.
For BFI, opening up their usually London-based film festivals to the wider audience helped expand their reach, but also allowed them to be more accessible for people with disabilities – which is a fantastic benefit of virtual events.
Zen agrees there is an appetite for the return of in-person events, but does it mean the end of virtual performances?
"My own personal view is that it's hard to put that back in the can. Once people know what they can access, to take that away from people would be quite difficult."
Zen Bharmal, British Film Institute
BFI took every opportunity to learn while delivering Flare, one of the biggest LGBTQ+ film festivals in Europe. With the London Film Festival just around the corner, staying agile provides a sense of comfort to organisers and attendees.
"For us it depends on people being in the venue. That’s what makes the experience and really represents the art in the way that it was intended. We are quite fortunate that we will always have the opportunity to pivot to the hybrid or digital model."
Zen Bharmal, British Film Institute
How can you drive safe return of in-person festivals?
Having the ability to turn to digital provides many organisation with a safety net, but it’s not “one size fits all”. For Bregenz Festival there was never an option of transferring into the digital sphere. After all, their unique location is part of the immersive experience and you simply can’t recreate that online.
So if virtual is not an option, what can you do to make sure your in-person event is safe for your audience, staff and partners?
Michael says there are two key things festival organisers should focus on: preparation and communication.
"One aspect is developing a health and safety plan and prevention plan: what do you do with the audience? How do you rehearse? How do you accommodate a chorus and orchestra working together without the risk of infection? Develop a plan and very clear guidelines of what you can do.
[…] keeping the relationship with artists, with partners, with official authorities alive and the communication goingis very important... We invest a lot of time and energy in those relationships and the worst thing you can do is not keeping them involved."
Michael Csar, Bregenz Festival
Want to learn more? See the full conversation here.
Have the right tools for your festival management
Rescheduling your festival may cause a ripple effect, especially if you plan your programme years in advance.
Changing a single date means altering contracts and checking artists’ availability for several other events. It may feel like putting together a puzzle without a picture to guide you.
Our Artistic Programming module will help you manage those last minute changes, giving you a peace of mind now and in the future.
See it in action on Thursday, 9 September at 16:00 BST in our FREE webinar. Save your spot here.
Zen and Michael use Artifax to deliver exceptional customer experiences. We can help you take your organisation to the next level. Book a free demo today and explore your opportunities.