Project Management for Artists and Arts Organizations
Did you know that the Sydney Opera House, though an iconic and breathtaking structure, is also one of the world's most poorly managed projects? Surprising, isn't it? The project faced issues from the start due to inadequate planning, resulting in delays and budget overruns. It's a classic example of how crucial effective project management is in turning a creative vision into reality.
Project management might often be associated with business and corporate environments and large-scale engineering projects, but its principles are just as vital in the world of arts. Whether you are planning a dance production, curating an art festival, or planning to launch a music album or just about any artistic initiative, a structured approach to project management is the difference between a chaotic endeavour and a successful execution.
WHAT IS PROJECT MANAGEMENT?
Project management is the structuring of steps to help reach a goal within a set of constraints like time, resources, or budget. A project management approach helps keep track of the responsibilities and tasks in a way that feels manageable and contained and can improve communications with collaborators and partners while keeping the larger vision in focus.
Project management in the arts lies in developing a strategic approach and mindset one brings to managing creative projects. While Spreadsheets, Gantt charts, Kanban boards, and flow charts are popular tools—the success of a project depends on how these tools are utilized within the broader framework of project management.
WHY IS PROJECT MANAGEMENT IMPORTANT?
Offers a clear roadmap
Helps prioritise tasks
Plan and manage resources effectively
Helps with risk management & contingency plans
Reporting & tracking of progress
Collaborative working and better communication
Evaluation and learning for the future.
Every project you work on follows a series of phases known as the project lifecycle. Instead of reinventing the wheel, we adapt the tried-and-tested frameworks from the business world to the arts and culture industry. We share here two popular project management models.
WATERFALL METHOD OF PROJECT MANAGEMENT:
The Waterfall approach ensures step by step clarity and clear vision into the goals. The deliverables are clear and when large teams are involved this provides visibility for everyone.
It follows a linear path, ensuring everything is planned and documented from the beginning. For example, if you are planning an arts festival the framework allows you to map out every detail from curating the performances to marketing the event to execution of the event and post event activities. This helps control and ensures a smooth execution.
Here’s an example of how the waterfall method could work when you are trying to create new work for a premiere.
THE AGILE METHOD OF PROJECT MANAGEMENT:
Agile, on the other hand, is a more flexible and iterative approach, making it perfect for projects that evolve and require continuous feedback. For example, developing a new experimental performance piece or social media management for an arts entity. Agile allows us to make adjustments based on ongoing feedback, ensuring the final product resonates with the audience or stakeholders. Agile is usually applicable for long term projects.
Here’s an example of how the Agile method could work when you are trying to create an experimental work of art.
CONSIDERATIONS IN MANAGING ARTISTIC PROJECTS:
Balancing Creativity with Structure: Recognize that artistic projects often have an inherent creative process that may not always follow a linear path. Balancing this act is important.
Project Management Demands: While using project management tools, it's essential to have a clear vision. Ensure that all team members and stakeholders understand the project's vision and goals, even if the end goals evolve over time.
Anticipate Challenges & Adapt: Identify potential challenges and risks early and develop strategies to mitigate them. Be adaptable and willing to pivot when faced with unexpected challenges or opportunities.
Reflect & Learn: Reflect on the project’s successes and challenges to learn and grow for future endeavours.
This article is a glimpse into the vast realm of project management. At ArtSpire, we use methods and tools based on the goals and nature of the project and continuously reflect and adapt based on learnings from each project. By keeping these higher-level considerations in mind, arts professionals can navigate their project management journey more effectively, ensuring both creative fulfilment and successful project outcomes.
By
Krishna Pollekkad, Programme Manager, ArtSpire &
Ramya Rajaraman, Founder & Director, ArtSpire
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