Presentation on theme: "Lecture 5. Museum Project Management"— Presentation transcript:
1 Lecture 5. Museum Project Management Olga A. Burukina, PhDAssociate ProfessorNational Research University –Higher School of EconomicsMoscow, 2014Free Powerpoint Templates
2 Contents Museum Project Manager’s Tasks Museum Project Management ServicesMuseum PlanningMuseum Project Management ToolsMuseum Project Management Software
3 Goals Understanding the project leader role through the project phases Overview of project principles in a museum environmentKeeping project direction and achieving outcomesManaging the difficulties, risks and problems as they arise
4 Types of museumsvary, from large institutions, covering many of the categories below, to very small institutions focusing on a specific subject, location, or a notable person;categories include: fine arts, applied arts, craft, archaeology, anthropology and ethnology, history, cultural history, science, technology, children's museums, natural history, botanical and zoological gardens, national parks.
5 Museum as an Enterprise FunctionsResearchingCollectingPreservingDisseminating informationEducating
6 Museum ManagementThe American Association of Museums (AAM): a series of standards and best practices that help guide the management of museums.Many small, local museums lack this guidance since accreditation with AAM requires a museum to operate on an annual budget of at least $25,000.“Administration of the organization requires skill in conflict management, interpersonal relations, budget management and monitoring, and staff supervision and evaluation. Managers must also set legal and ethical standards and maintain involvement in the museum profession,” museum professionals Hugh H. Genoways and Lynne M. Ireland.
7 Museum Management Body a Board of Trustees serving at the top,Director – next in command and works with the Board to establish and fulfill the museum’s mission statement and to ensure that the museum is accountable to the public.Curator – research the collection and most often write the text labels for exhibitions. In larger institutions, there may be a curator assigned to each collection of objects the museum holds. Ex: Curator of Modern Art, Curator of Natural History, Curator of History, etc.Collections Management/Registrar – responsible for the care and maintenance of all objects in the museum’s collection, tracks movement of objects in and out of the museum on loan or on exhibition, records information about objects in databases-such as an object's provenance.Public Programmer/Educator – creates programs for the public and designs interactives for exhibitions. This position also oversees volunteers and docents at the museum. Depending on the institution, educators may also research the collections and write text for exhibitions.Exhibition Designer – designs
8 Museum Project Managers’ Tasks Overview of project principles in a museum environmentUnderstanding the project leader role through the project phasesUnderstanding and motivating key resource - the peopleKeeping project direction and achieving outcomesManaging the difficulties, risks and problems as they ariseCommunication and relationships
10 Museum PM tasks Negotiate with Vendors Build Teams Help to select VendorsSchedule ProjectsManage Design and ProductionReview the feasibility of designs and master plansValue engineersCreate Strategies on design and productionBuild TeamsLead TeamsWrite ProposalsPrepare bid packagesPrepare Request for ProposalsEstimate CostsPrepare ContractsReview Contracts
11 Museum Exhibition Evaluation & Market research Budgeting & Scheduling Laying-outMeasurementsInstallation crewPublic RelationsAdvertisingInsuranceMonitoring, controlling, analyzing
13 Museum Example Delaware Children's Museum Project: Delaware Children’s MuseumLocation: Wilmington, DEType of Work: RenovationCompletion Date: April 2010Cost: $10.5 millionSize: 36,287 square feetExhibit Designer: Sparks EnvironmentsNorthStar Museums Role: Project Manager and Owner’s Representative
14 Potential Partners 1. Cubist Media Group Production company based in Philadelphia specializing in: museum exhibit design, legal video, and corporate television.2. Whispering Pines StudioCustom graphics, design, and artwork. Presents services, gallery, the process, material and testimonial. Located in Richfield, Ohio.3. Dixon Studios, Inc.Design, fabrication and installation company specializing in exhibits and environments for zoos, aquariums, museums and entertainment centers.4. Lehrman Cameron StudioInterpretive planning and exhibit design for museums, zoos, aquariums, and interpretive centers. Based in Seattle, Washington.5. Zalisk Museum AssociatesSpecializing in master planning, exhibit design and content programming of science and history exhibitions. Includes client list. Located in Cambridge, Massachusetts.
15 Museum Exhibit Planner Template Developed by the Harper’s Ferry CenterThe freely distributable template runs on Filemaker for Mac or PC and “helps exhibit teams manage content elements and keep track of project goals, quality factors, and project requirements related to content.” Museum planning teams can use the template “as is” or users can modify the template to meet their needs.
16 Museum Planning Software Design:Sketchup – Free, 3D drawing softwareTux Paint – Free, Great for doing a quick sketchesVectorWorks – DraftingPhotoshop – Image EditingIllustrator – Drawing softwareProject ManagementGantt Project – Free, Wonderful for creating quick schedulesMicrosoft Project – Use to create more detailed schedulesPresentationsOpen Office – Free and Open Source office suite, use when can’t open a document in Microsoft Word or ExcelPages – Better for writing documents than Microsoft WordKeynote – The best for making presentationsiMovie – Creating moviesInspiration – Use to create bubble diagramsMicrosoft Office – Microsoft Word and Exceliphoto – Organizing photos
17 Museum Planning Software-2 OfficeFirefox – Free, Web BrowserDaylite – Customer Relationship Management, I have tried others keep coming backPalm Desktop – Free, Contact Databaseitunes – Listening to music while I workSkype – International calling and chatXStreamRipper – Free, Use to record my favorite Internet radio programsApple Mail –Quickbooks – Use for accountingParallels – Use so I can run Microsoft Project on a MacPlaxo – Free, Use to remember birthdaysWhatsize – Gives you an idea of how your hard drive is being usedSuper Dupper! – Great program makes a copy of your hard drive as a back upBackblaze – Online back up of all filesDisk Inventory – Free, A visual of your hard drive use
18 Gantt Project a Pert Chart or a Gantt Chart Gantt Project a free and open source project management software, similar to Microsoft Project with one big advantage (besides being free) that it is cross platform working on Windows, Linux and MacOS.
19 National Museum of American History P.O. Box 37012, MRC 619 Washington, DC Attn: Michael Johnson On the National Mall, 14th Street and Constitution Avenue, N.W., Washington, D.C.URL:
20 The Project Management Office managesthe scope,schedule, andbudget for exhibitions and exhibition-related projects.
22 Project Management System @ the IMA Athena, a Project Management Systemcreated by the IMA back in late 2007.
23 A view of a user dashboard Each user has a customizable dashboard with a personalized view into their projects and activity – an average user with 27 projects. Some users have more than 100! The project order is customizable so you have quick access to your most frequent projects.
24 A peek inside a projectEach project can enable and disable features such as file sharing, an image gallery, tasks, etc. You can also see recent activity on just the project you are viewing.
25 Engaging users in the system and promoting fast adoption A built in gaming module. Users earn a small amount of points for every action they perform in Athena. As users earn more points they unlock new features. The features include themes and helpful widgets for their dashboard (e.g. a todo list). Additionally, users are assigned a certain rank based on their points. Users must work hard to be promoted from “Newbie” to “Tom Brady” to “Intern” and so on.
26 A ranking dashboard widget Additional motivation is given by a ranking dashboard widget. Users can see other users right around them and track how to they move relative to others.
27 Statistics monitoring Any staff member can invite any address to a project. That external user gets their own dashboard and rank. In just 18 months over 11,000 files weighing in at 22GB of office documents have been accumulated. All these documents are indexed and their contents are searchable, so they are actually very easy to locate.
28 Transparency in Museum Project Projectmates Construction Management Software by Systemates, Dallas, Texas.The Web-based project-management software is designed to simplify processes specific to construction, including task and change management in real time, invoicing, and progress reports, among others. By adopting a tool capable of automating manual processes such as budget tracking, the team hopes to reduce its risk of error. Plus, by adding the ability to communicate among team members, the project will benefit from the increased transparency in its workflow.Project-management software solutions keep the data flowing and all invested parties informed. Increased collaboration, access, and control can help build a good foundation on projects like Kentucky’s Speed Art Museum.
29 Conclusions Museums basing on a public mission having a scope of functionshaving a more complex impactviewed as more complicated enterprises involving different-term eventshaving to be accountable to the publicapplying PM methods from other creative and ‘non-creative’ industriesusing a scope of project management methods and toolsusing various PM software programmes
30 ReferencesNational Museum of American History. URL:Harper’s Ferry “Museum Exhibit Planner”. URL:Projectmates Construction Management Software. Systemates Ltd. URL:Lord, Barry, Dexter Lord, Gail. The Manual of Museum Management. Altamira Press; 2 edition. 276 pp.Carpenter, Julie. Project Management in Libraries, Archives and Museums: Working with Government and other External Partners. Publisher: Chandos Publishing. 200 pp.CASTEX Guidelines for touring exhibitions in Europe: http://www.extrascience.eu/documents/Guidelines-CASTEX.pdf