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Free Powerpoint Templates Page 1 Free Powerpoint Templates Lecture 6. Project Management in Performing Arts Olga A. Burukina, PhD Associate Professor National.

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Presentation on theme: "Free Powerpoint Templates Page 1 Free Powerpoint Templates Lecture 6. Project Management in Performing Arts Olga A. Burukina, PhD Associate Professor National."— Presentation transcript:

1 Free Powerpoint Templates Page 1 Free Powerpoint Templates Lecture 6. Project Management in Performing Arts Olga A. Burukina, PhD Associate Professor National Research University – National Research University – Higher School of Economics Moscow, 2014

2 Free Powerpoint Templates Page 2 Contents Performing Arts Theatre industry projects PM Priorities in Performing Arts PM Methods & Tools for Performing Industries Theatre PM Software Operating Principles Feasibility Assessment Writing the Theatre Business Plan Working with Project Sponsors

3 Free Powerpoint Templates Page 3 Goals To let the learners get acquainted with basic performing industries project management approaches and methodologies; To develop learners’ understanding of PM application in performing industries; To develop learners’ competences in creative industries PM; To develop a network of professional creative project managers; To establish fundamentals for a network of professional performing industries project managers

4 Free Powerpoint Templates Page 4 Performing arts Performing arts: dance, music, opera, theatre, magic, spoken word, circus arts and musical theatre. Performers: actors, comedians, dancers, magicians, musicians, and singers. Performing arts are also supported by workers in related fields, such as songwriting and stagecraft. Performers often adapt their appearance, such as with costumes and stage makeup, etc. There is also a specialized form of fine art in which the artists perform their work live to an audience. This is called performance art. Most performance art also involves some form of plastic art, perhaps in the creation of props. Dance was often referred to as a plastic art during the Modern dance era.

5 Free Powerpoint Templates Page 5 Theatre Industry Projects Play Staging Rehearsing Touring (guest performances) Theatre restoration Theatre building Events (banquets, skit or parody shows, galas, anniversaries) Advertising

6 Free Powerpoint Templates Page 6 PM Priorities in Performing Arts Scheduling Timing (time management) Profit maximization (fundraising and budgeting) Human resources (personnel management)

7 Free Powerpoint Templates Page 7 PM Methods & Tools for Performing Industries Program Evaluation and Review Technique (PERT) PERT charts Critical Path Method (CPM) Gantt charts

8 Free Powerpoint Templates Page 8 Theatre PM Software Web-based Project Management Software Easy Projects Personal Virtual Project Open Source Project Management Software Software Planner - Web-based bug tracker, project management TaskMerlin Project Management Software Seavus Project Planner Rational Plan Multi Project

9 Free Powerpoint Templates Page 9 Operating Principles Client solutions are driven by a brand- engagement focus Idea generation is created from a channel neutral approach Multidisciplinary participation is established in the initial stages of the creative process An innovative approach embraces today’s tools to improve the way PI companies work Global capabilities are delivered with local expertise Trust and authenticity are at the heart of our culture Flawless execution is a must

10 Free Powerpoint Templates Page Define your objectives That’s simple enough, right? Sell lots of tickets. Next… Are you more concerned with maximizing revenue or getting the most people to see the show? Do you want people to become season ticket holders or just come to this one show? Do you want families to come to the show? College students? Fans of the avant-garde? How many tickets do you want presold versus at the door?

11 Free Powerpoint Templates Page Decide how you are measuring success Once you know your objectives, it’s pretty straight forward to figure out how you are measuring success. Are you looking at the number of tickets sold or how much money you’ve taken in. Did you get reviewed by all the local arts bloggers?

12 Free Powerpoint Templates Page Assign responsibilities from the start Common tasks: taking pictures updating Facebook and Twitter contacting the local press giving interviews getting posters printed getting in all the local events calendars running the website

13 Free Powerpoint Templates Page Measure to see if you are getting results Don’t wait for the curtain to go up to decide if you should have been promoting differently. If one of the ways you are measuring success is total ticket sales, you can at least see how many tickets you’ve sold in advance. Stick to the plan or ramp up your efforts.

14 Free Powerpoint Templates Page Be ready to adapt your plan when things change What marketing tactic could you cut if money gets tight? If someone on your marketing team became unavailable, who could you call in a pinch to help out? What would you do differently if you had a little more money? What would you do if a major news story bumps the coverage of your show off the front page or the nightly news?

15 Free Powerpoint Templates Page Examine what didn’t work the way you expected You’re not done yet. Here are some possibilities: you had an unskilled photographer taking bad pictures the camera itself was low quality no one in the show is active on Facebook to share the pictures the lighting was bad the subject matter of the photos made the show look amateur

16 Free Powerpoint Templates Page 16 FOUR PHASES OF FEASIBILITY ASSESSMENT Phase I: Research and Preliminary Assessment 1. Demographics Summary 2. Local Activity Data 3. Environmental and Architectural Data 4. Site Options (to establish cost/benefit) 5. Supply Data (inventory of competitive facilities) 6. Demographic Analyses of Demand 7. Prospective User Groups 8. Market Study and Needs Assessment 9. Summary and Preliminary Program Suggestions

17 Free Powerpoint Templates Page 17 FOUR PHASES OF FEASIBILITY ASSESSMENT Phase II: Program Analysis 1. Use Program, Policies, Management, Event Calendar 2. Mission review, Design Criteria, Building Program 3. Furniture, Fixtures and Equipment 4. Conceptual Drawings 5. Estimates of Probable Cost Phase III: Resource Analysis 1. Funding Options 2. Ownership/Governance/Management Options 3. Operations Plan 4. Annual Budgets 5. Economic Impact Analysis

18 Free Powerpoint Templates Page 18 FOUR PHASES OF FEASIBILITY ASSESSMENT Phase IV: Synthesis Phase 1. Action Plan 2. Critical Path 3. Preliminary Terms for Property Purchase, Lease or License 4. Management Organizational Structures 5. Market Plan The first feasibility study may be followed by an architectural feasibility study or master plan and a fund raising feasibility, depending upon the specific needs of the project.

19 Free Powerpoint Templates Page 19 Write the Theatre’s Business Plan Drawn from the mission planning process and feasibility study, a Business Plan for the theatre may be extrapolated, addressing the following: Mission Statements and Company Profile Community Needs/Industry Trends Marketing Plan Operating Policies Human Resources Financial Plan The mission statements are the basis for the Business Plan and ongoing programs. A succinct Business Plan which summarizes project viability will be required by many individuals and foundations as a prerequisite to making a donation. (The Project Management Plan is a variation of a business plan which is focused on the delivery of a project.)

20 Free Powerpoint Templates Page 20 SUMMARY OF COMPONENTS IN THE PROJECT MANAGEMENT PLAN Mission Statements and Program Goals Project Goals and Design Criteria Conditions (Deadlines, Budgets, Issues to be resolved) Marketing Strategies (Derived from Fund Raising Report) Operating Structure (Organizational Chart) Project Team (Job Descriptions) Action Plan (and Critical Path) Financing Plan (Cashflow Projections) Building Program and Architectural Plan (to be developed)

21 Free Powerpoint Templates Page 21 THEATRE DESIGN AND DEVELOPMENT

22 Free Powerpoint Templates Page 22 Working with Project Sponsors 1. Sufficient knowledge of who the sponsors are and where they belong in the hierarchy of the organization - the pack order. 2. True knowledge of what is their stake in the project - not just what they publicly say - but what their internal agenda is. 3. Knowledge of their comfort levels, risk tolerances and when thrown into a corner - which would they primarily protect if they can only choose one - scope, cost, schedule or quality?

23 Free Powerpoint Templates Page 23 Working with Project Sponsors-2 4. Knowledge of their pain and pleasure points which may include what information does each one want to hear, when and how and what motivational triggers can be pulled if the project manager wants the sponsors to “jump through hoops”. 5. Understanding the defense mechanism of each one. When provoked - will Lion A run away and will Lion B attack? If the project manager knows who will go into the offensive as a defensive - he needs to make sure he knows how best to defend himself. 6. Balancing between sponsor motivation (the treats), punishment (the whip) and defense (the chair) is a key skill that each project manager should develop. It is so much better to know how to manage them that to find your head trapped between their jaws.

24 Free Powerpoint Templates Page 24 Conclusion Project management is popular in the business world because it allows you to get consistent results. It’s definitely more science than art, but the structure is rather soothing than stifling. Instead of frantically scrambling to promote a show on an ad hoc basis, the project management approach allows you to focus on other things because you know there is a system in place to get butts in the seats.

25 Free Powerpoint Templates Page 25 “No matter how much wisdom may go into planning,... the measure of its success always will be in the spirit and mettle of the individuals engaged in its execution. No matter how much treasure may support a project, or how elaborate its organization, or how detailed and farsighted its operational scheme, the human element is always the central one.” - Dwight D. Eisenhower Concluding Remarks

26 Free Powerpoint Templates Page 26 References Project Management from the Trenches. URL: management-circus-act-2-lion.html Kittleson H., MacKarthy M. Pert and Plays: Project Management in the Theatre Arts. URL: The Project Manager. Supplement to the Client Guide for ACP Projects. What 6 project management principles taught me about theatre marketing. URL: management-principles-taught-me-about-theatre- marketing/

27 Free Powerpoint Templates Page 27 Questions?

28 Free Powerpoint Templates Page 28 Thank you for your kind attention!

29 Free Powerpoint Templates Page 29 Olga A. Burukina, PhD Associate Professor National Research University – Higher School of Economics Moscow, 2014 Lecture 5. Project Management in Performing Arts Olga A. Burukina, PhD Associate Professor National Research University – Higher School of Economics Moscow, 2014


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