Rewiring the Arts Organization: February 17

For this session, we want to look at and discuss the various pieces and possibilities that are involved in going through a technology planning process, paying particular attention to aspects of defining the criteria that might be involved in doing this.

I've given you a completely massive list, I know. Relax! There are a number of models to look at -- some more pertinent to the arts than others. You'll note that there are a huge number of educational resources, as this is a completely critical issue for schools and school systems. Don't feel that you have to look at all of them, but do spend some time exploring -- you'll find that most of them are fairly short. The only one I know of that's really arts specific is the last one in the first section, which is part of the Arts Wire Technology Planning workshop that I've developed.

1. Take a look at the links below that discuss planning criteria, and think about which pieces make sense to you for an arts organization. Which of these sites and materials do you find valuable? Which not so valuable? (Feel free, if you wish, to go out on the internet and look for more examples -- I'm always looking to find new examples.) There are several pieces in here which discuss general issues, such as upgrading, or what having a good computer can do for you. These are for general background, and also to help you think about this quesion: what does having good technology have to do with your organizational mission?

2. Take a look at the inventory worksheets and other related material, and think about how these relate to what you're doing. How clear or unclear are they to you? I'll bring to class a couple of examples (which are variations on the OneNorthwest ones) for the arts.

3. Finally, write up your own planning criteria, and be prepared to discuss it in class. What should an agency be thinking about and why? How does all this relate to mission?

Also, remember that you are to be defining which organization you're going to use for your site visit.

Feel free to explore more of these sites if you wish -- there are some very nice things here -- but be aware of the main mission for this class, lest you get lost! Many of these sites contain other pieces we'll be looking at later, as you'll see.

Information Technology Research
The Future of the Business Forms Industry: Technology Tracking & Strategy
This is a paper aimed at a specific commercial industry, but it contains a good way of considering technology planning and change. Take a look at the the portion titled "Formulating a Technology Strategy" in particular.

Implementation - How will the technology become available to employees, and various audiences of the organization. How "user friendly" will technology be.Will there be regularly scheduled classes to train, introduce, improve, and develop individual technology.

Resources - What hardware, software, other equipment will be purchased. Will staff be included in selection process.

Support - Will there be disignated staff to field questions, problems, repairs, etc. How quickly will this support staff be available to assist. Will there be constant updating or upgrading of technology to remain current?

Evaluation - Focus groups to discuss the various technology and how it is being used, how accessible, how often, how useful. Feedback from outside audience.

Support By support I do not mean simply technical support by rather employee support. Everyone in the organization must buy into and support the idea of using the system of technology established within the organization. Furthermore, those staff members who are not comfortable with the technology must be supported with knowledge and assistance if they are expected to support the system.

Availability Everyone must have access to a computer and an internet account. Ideally this means one computer and internet account per person. At the very least, it means one computer and internet account per department.

Connectedness The technology system must serve to increase the level of connectedness, communication, and collaboration between people and departments. Lack of communication and infighting are major hindrances in the success of exhibitions and educational programs. Furthermore, increased communication increases inter-employee understanding and sympathy and gives individual staff members a more holistic perception of the organiztion.

Continual The technology system must be used by everyone continuously. In doing so, the system will be continuously rethought and will continuously evolve oganically to the changing needs of the organization.

Learning The system of technology must be a learning process. Beyond the formal training provided, the staff must continue to explore and learn through the system. Not only must the system enhance staff learning through technology, it must also enhance audience learning in connection with the collection.

Accessible The technology system must increase accessibility to the institution and the individuals within it. Furthermore, the system must be accessible to the audience and must serve to make the organization and collection more accessible to the public.

Out/inreach The technology system must increase the organization’s outreach and also change the nature of outreach to inreach. Establishing two-way communication with audiences through technology, while reaching new areas and people, needs to be encompassed by the technology system.

Renewal By this I do not simply mean the renewal of the physical elements of the technology system, such as the hardware and software (although this is important). I mean that the website must be consistently renewed. The technology available to the public must be renewed. (Children absorb technology at an extremely fast rate. This means what you provide for them cannot remain static for too long or they are going to lose interest). Finally the system itself must be renewed.

Portable The technology system must have an element of portablity. In other words, staff should be able to use the system regardless of their location within or outside of the institution.

Depreciation Depreciation needs to be considered and accounted for when establishing a technology system.

The Following criteria are established to help create a technology plan for 1926 The Exhibition Studies Center. So far, the gallery has limited capacities, and since we are a new gallery belonging to SAIC, there are a number of technology compatibility's that we share with the school community.

1. Increasing Productivity: 1926 would benefit from a plan for several reasons: to increase our options for communication with SAIC as well as individuals; and to potentially increase our productivity.

2. Improving Capacity: Our capacity to serve the school and the students will be enhanced with an improved technology plan. 1926 exists in 2 "spaces" as an off-campus school institution, and as a physical space on N. Halsted Street. Our relationship both to the school community and to N. Halsted (Lincoln Park) community need to be better defined. Making better use of technology will allow for improved relationships with both communities.

3. Problem Solving: SAIC provided us with a computer, but does not really think they should assist us in any other way since we are "way off campus". Should we have any technical computer problems, we are left to our own devices. This goes for the phones, fax and internet. We need to be trained in how to effectively troubleshoot technical problems, and have resources available should we need assistance.

4. Improving Visibility 1926 needs to improve its presence and visibility at SAIC. Improved technology at the gallery will hopefully help us reach this goal. Options need to be explored for our "virtual" relationship with the school. 1926 can and should make use of the SAIC web site, or start our own. This will allow the gallery to not only improve it's visibility in the universe of virtual art spaces, but allow for greater creativity and present increased options for gallery activities and exhibitions.

Technology

This program is based on a project 'A living Archive' on the internet of alternative spaces in Los Angeles...technology would do the following:

II.
Interactive capabilities:
A new way to view art and exchange critical-dynamic dialogue through the net

III.
promote Contemporary Ideas: Push the creative and conceptual boundaries of contemporary art making practices while developing innovative exhibition and curatorial activity

IV.
Present current exhibitions, artists, curators etc., create indepth
history of past exhibitions while fostering the production of innovative
new artists and their work

Criteria for Quality Technology
I plan on doing my technological assessment on Jan Erkert and Dancers, a modern dance company. This organization is very small in its staff size and in the company size as well. Yet, the organization is constantly on the move and involved in fundraising, special events, performances, mailings, etc. For a small organization they still have a significant need for a wide range of technology with an express interest in efficiency.

Education Education for the employees on the technology on which the organization functions is perhaps the most important criteria. If the employees are not aware or not knowledgeable on the technology that the organization has available to them, it is as good as not having that technology period. A few hours of training could save hours of work time per day for each employee if they are taught how to effectively use their equipment.

Possibility for Leaving room for the possibility of upgrading the technology is Improvement important. Since technology changes so fast, it is necessary to able to move along with the wave of the future.

Flexibility Technology cannot be so specific that it can only serve one task for one or two people. Equipment that is available or useable by everyone in the organization is important for efficiency.

Efficiency The technology must be able to facilitate and lessen the workload of the employee. If something is more trouble than it is worth, it is not efficient.

Consistency This is probably the least important criteria as most arts organizations are small and far from wealthy, so many cannot afford to have all their employees integrated on the same system or on the same types and models of computers. Yet, this is a desirable thing.

Quality The organization must get the most bang for its buck. This point ties into the notion of research which is the next category.

Research Good research in terms of checking facts, reading up on the newest trends, following the performance of possible systems, and getting recommendations from other, similar organizations is integral to having technology that performs to its highest standards and meets the goals of the organization.

Assessment Doing research into what the organization really needs (verses wants) involves asking its employees. Making a list of these things in a manner which ranks their importance is a good way of flushing out the wants verses the needs and it also gets the whole organization involved.

Evaluation An evaluation of the system, once it is in place, is necessary every so often to accurately determine its success and to stay informed on what the current needs or problems are in terms of technology in the organization.

Begin Networking
Implement an Intra-Net. The Intra-Net facilitates the speed and place of inter-office communication. It opens up communication patterns in the institution; every one will be able to receive the same kind of information in a very prompt way (multiple-participants communication). Use the net to save time in administering organisation-related information.
Connect to the outerworld through computer communication: try to provide every staff member with an e-mail address so that he can quickly and easily connect to collaborating institutions. Start using your modem for faxing and mailing. Make your institution visible through a web-page.

Build and maintain technology inter-office standard
Provide computer workspace for every staff member. Every staff member should be equally equipped, meaning with the same or compatible software, and if possible with the same updated hardware to ease the handling of data and avoid communication breakdowns.

Don't get wasted
Discuss and assess what you want to use the technology for in the company. What relates to your goal and what are the operational methods to help you meet your goals through technology? How has your technology been used so far? What is the best cost and energy-reducing way to use your technology (including paper, electricity, telephone lines) while still be able to leave room for experimentation?

Share knowledge and experiences (technology team approach)
Look for ways to share knowledge about technological developments, as e.g. have technology briefings in organisational meetings. Ask employees to share “www.links” that might be of interest to the whole company: design, information, application. Try to involve as many staff members in technology questions to stay current.

Stay connected
Find ways to have your employees be trained in the areas where they don’t bring enough knowledge with them so that the company’s technology can be accessed by everyone and effectively used. Training also keeps every member on the same level and contributes to the staff’s capability to experiment with the possibilities new technologies provide.

Reduce hierarchies through communication
Reduce hierarchies through shared knowledge. Make sure that no hierarchies are built up by knowledge advantages.

Locate and name two experts for crisis management
Have one technology freak in the company who is very familiar with the single technology devices in your organisation and who has enough technical understanding to support the other member, to solve a problem and is capable of teach the others. Allow this person time for handling this job.

Be alert and stay safe
If your whole communication and recording system is based on computer technology - be aware that there could be an electrical outage or another catastrophe out there! Find a system to secure regular back-ups. Possibly integrate two portable computers in your technology park that can be run by battery and in other places.

Maintain good health
Be aware of health constraints that can arise through the work with computer technology. Get familiar with the principles of ergonomy.

1. CONSISTENT Should not be pieced together from varying parts, but the same parts. Should function in the same manner again and again without much variation.

2. EASY TO USE Should not be hard to use, It should take a limited amount of time to learn the basics.

3. INEXPENSIVE Should be available, at least in theory, to all that require it. You should not have to mortgage one portion of your organization to finance the other.

4. ORGANIZED Not haphazardly created but planned carefully, and where possible, with the aid of a professional.

5. CONVENIENT Not one computer for all, but at the very least one computer for a few. It is hard to learn when you don’t get a chance to use the equipment.

6. ACCESSIBLE Should be able to access information from outside of the organization with relative ease, such as email.

7. FUNCTIONAL The different parts should work together if possible, computers with the digital copier, etc . . .

8. UPGRADABLE Not only the computers, but the phone systems and copier capabilities as well.

9. INTEGRATED Not only into your programming but your instruments as well, phones to computers, computers to copiers, etc. . .

(top)

Criteria for Technology Plan
Cheryl Giznik

Partnership: Make sure that communicative tools enhance partnerships externally and internally.

Access: Utilize communicative tools so that outside customers may obtain the optimal service available.

Assess: Continually assess communicative tools internally and externally. Address disconnected forces in communication.

Collaborate: Utilization of optimal communicative tools involves the collaborative initiative of all those involved with the organization.

Question: Always question what the organization is doing. What can be preformed more efficiently? How? In what manner?

Mission: How is the mission of the organization being supported through communicative tools? How can it be pronounced more clearly?

Accessible and Functional. Technology is available and useful to staff for optimal job performance.

Consensus. Staff and Board work together to realize the impact of technology in their work environment and to agree that technology can enhance their job performance with the understanding that the human element of nonprofits is essential to its existence.

Planning. Key staff (from each department) and Board assess the current technology and needs and design options of how they will address those needs (ex: hire a technology consultant or volunteer who has the skills, desire and time). An ample amount of time should be allowed to implement the action plan and to adjust to the changing work environment.

Evaluation. Ongoing assessment of the technology in terms of its functionality, and relationship to changes in the nature of organizational work and growth.

Maintenance. Support staff maintain and adapt technological systems as well as focus on troubleshooting technological matters for individual staff.

Development and Training. Keep abreast of new and improved technologies that will better serve the organization. Continual education and training for all levels is crucial.

Resources. Financial resources be allotted for maintenance, acquisition, research and training.

Holistic. Technological systems are compatible and work together to serve the organization to fulfill its mission and goals.

Rewiring the Arts Organization
Sandra Jaggi
February 10, 1999

Technology Planning Criteria

Have an internal network which is powerful and flexible.

Have a phone system which is powerful and flexible.

Have an on-site server.

Strong investment in end-user hardware.

Keep it Simple—provide access to only the necessary hardware and software within departments.

In-house information services capable of support and training.

Comprehensive Technology Plan
Programs must be develop on an annual basis. The ultimate program must change with new and updated technology. Workshops are created to enhance the students ability to interpret the new programs.

Teachers
This is a challenging curriculum that teachers must be up to date with the latest technology. Art educators must envision how their classroom will participate with higher levels of learning. Teachers must have the current materials to engage students, and to help the their performance in the classroom.

Vision
To plan new methods of learning, the key word is "Vision". Vision is the primary tool in improving the education of students. The type of technology used during the classroom displays administrations ideal view of their curriculum.

Participation
One of the most important elements for a technological program is the participation for each individual student. Programs must be made to encourage questions and experimentation throughout the entire classroom. Creativity is very essential to the program, to increse the involvement of students. Participation creates a sense of security and self-esteem.

Evaluation
Evaluations are an excellent element to the programs. Evaluations can determine weak or strengths in a program. Recommended to try two types of evaluations, one at the beginning and one at the end. This will show how each individual progressed during the classroom setting.

Availability Every department should have its own computer and data base. That includes the weekend classes, the equipment rental and the special screening. Every employee should have access to the computer and the Internet.

Training and Support Every employee should be trained to use the computer and software. The organization should be active in upgrading the technology and using its support.

Outreach The technology should allow the organization to communicate with its audience and make the organization accessible to the general public.

Convenient The technology should provide convenience for people who use the service provided by the organization. Tickets to the film screening should be able to be purchased through phone or on the web. Registration for classes and equipment rental should be made possible online.

Collaborative Sharing of technology and information should be encouraged within the organization as well as with other similar art organizations, such as the Film Center. This ensures both organizations to serve the community better with the resource they have.

Sarah Nemerovski
Rewiring the arts Organization
February 17,1999
Technology Plan

KNOWLEDGE
Provide the necessary classes, information and technical support to all employees. It is important that all individuals using the system know how to use it effectively and to their advantage. If possible a support system should be available in case of difficulties.

UPGRADABLE
As an organization grows it is important to have the ability to ‘upgrade’ the systems as needed. Whether it is adding memory or buying new equipment it is important that an organization keeps this in mind when planning their budget.

THE INTERNET
With so many individuals using the Internet and ‘surfing the net,’ an arts organization with access to a computer and the Internet should create a site that introduces the viewer to their organization. Obviously the more eye catching and user friendly the better. Include all pertinent information.

COLLABORATE WITH OTHER ORGANIZATIONS
Collaborate with similar organizations, creating links to web sites or written descriptions of the mission of organization. Create a network of assistance.

INPUT
When developing a system for an organization ask and receive input from all employees and individuals that will be accessing the system. Learn what is needed and will be used, what is not necessary.

EVALUATION SYSTEM
Provide some form of evaluation to learn if the system developed is effective and fulfilling the necessary needs.

BUDGET
Technology is necessary for day to day operations, be sure to include in budget.

As I think it more useful to develop criteria for an actual rather than virtual technology plan., and given that I've committed to incorporating into all class exercises "real" life situations that I am involved in or wish to explore, the criteria I am proposing will be based on a technology plan I hope both developing and implementing for the 2000: New Artists in Chicago exhibition.

The 1998: New Artists in Chicago exhibition did not have a written technology plan. The project staff, primarily Sybille Canthal and Alison Cole, created a web site (with assistance from Joe), but beyond that we didn't really discuss technology outside of what would be needed both at the Terra Museum of American Art and at the Chicago Cultural Center to show the art work. I think if we had developed a technology plan both the video presentation at the museum and certainly the time-arts events at the Cultural Center would have gone more smoothly. If the initiative continues next spring with 2000: New Artists in Chicago I want to develop a technology plan that not only incorporate the presentation of the art work but will also be useful as a tool for the project staff and will expand the web site already in place.

First, I want to expand the New Artists Project from a one semester project (roughly 4 months) to a full academic year (roughly 9 months). I realize that, typically, a technology plan covers a much longer time span, but the work of designing a plan for the 2000 project can be used in the future if the New Artists continues as we envision it might.

Because the New Artists project is designed to promote emerging art in Chicago and also to develop new audiences for this art, the technology plan will have to incorporate several multidimensional aspects. I think the important questions to ask include:

1) How can technology best be used among the project staff, the convenors, and the Terra Museum and its staff to communicate internally as the project develops. How can we evaluate last year's project and re configure a more efficient implementation of staff time and resources? What worked well and what can be introduced to stream line the work? How will this effect the project budget?

2) How can technology best be utilized to communicate with the emerging artists; first to spread the word about the application process , especially how can technology be used to reach artists working outside of traditional academic structures? And, secondly, how can the project staff most efficiently facilitate connections with the artists chosen for inclusion in the show?

3) How can technology be used to develop new audiences. Here the expansion of the New Artist web site will be critical. Are there possible links with resources from members of the launch committee via the internet and other resources? It will be important both to use the web to provide information about project events, additionally, I would like to gather feedback on-line. What other technological resources will also accomplish this?

I have recently worked with the Chicago Community Center Coalition members on technology planning for a UIC/ATT technology-training grant. We held townhall meetings to discuss the biggest obstacles confronting office technology. Criteria that needs to be addressed when planning a successful technology attack in a small, poorly funded not-for-profit are:

Input from all levels.
Make sure the planning of technology encompasses board members as well as entry level staff. Use the knowledge sources within the organization

Equipment Assessment.
Assess the current hardware and research prices and models of hardware currently available. Try not to get obsessed with getting all new networked computers; be realistic.

Revisit Long Term Goals.
An investigation of future uses of technology in the organization is necessary. Goals should be mission driven.

Staffing Issues.
Make sure there are people within the organization that are able to go after grant opportunities. Do not bite off more than your current staff can chew.

Training.
Training in the form of workshops, consultants or seminars must be woven into the plan. Technology is not productive if people aren’t able to use it in their daily activities.

Technology Planning Workshop