Current — AMT Lab @ CMU

Crystal Wallis

Six Ways to Improve How Your Arts Organization Uses Google Analytics

Guest blogger Erik Gensler is the President of Capacity Interactive, a digital marketing consulting firm for performing arts orgs. This fall Capacity Interactive is hosting the inaugural Digital Marketing Boot Camp for Arts Marketers, a 2-day conference October 20-21 in NYC.  Conference topics include email marketing,  online advertising, fundraising, social media, and the topic of this blog post, website analytics. More information at http://www.dmbootcamp4arts.com

If you sell tickets or accept donations on your website, you are, at least in part, an ecommerce company.  And like ecommerce companies do, you must pay attention to your web analytics.  This becomes even more important as the percentage of overall ticket sales and donations on your website grows, as it most likely does each year.  How can you improve your website if you do not measure?  Or if your measurement is not accurate or complete?

Most performing arts organizations have a Google Analytics account.  For many orgs, it was probably set up by the vendor who built your website.  Often the Google Analytics code was added as an afterthought to the site and not really integrated into the site build.  You have a powerful tool at your fingertips, so why not make the most of it and set it up to provide you with the most useful and accurate information?

For organizations that really want to get a grip on understanding their online traffic and trends, here are six ways to improve you use Google Analytics.

1.) Configure Goals to track important pages and user behavior

What are the goals of your website?  For most arts orgs, goals include: selling tickets, raising money, engaging patrons, and providing information about programming and services.  You can configure Google Analytics (hereafter, “GA”) to measure these goals for you. If your goal is user engagement, for example, you can set up GA to track the percentage of visitors who spend more than a certain number of minutes on your site, or view more than a certain number of pages, or sign up for your email list. (Wouldn’t it be great to know the percentage of users that sign up for your email list? Or spend more than 3 minutes looking through your offerings? Or visit key pages?)

Technologically, goals are very easy to set up.  The only tricky part is if your goals involve Flash. GA can not measure Flash actions (such as viewing a video on a Flash player) without some custom configuration.

See here for more details on setting up goals.

2.) Tag all emails and promotions with Google Analytics Tracking Code

For driving sales, email is still king. Many orgs still do not know how much money each email they send generates in sales and donations. How can you improve your emails if you can't track how successful they are in converting sales? In order for GA to track your emails you must tag each link in the email with a GA tracking code. If you do not tag the links, GA just sees each visitor that comes from an email as coming from the site where they received the email (e.g. Gmail, Hotmail, AOL). All your email traffic will be categorized by the email service provider they came from, making tracking difficult.  The GA code appends the name of the email, say “October Newsletter” (source), to the fact that it came from an email (medium), with info about each particular link, say “Ticket Offer”, through a "campaign" variable.

So your email link will look like this:

http://www.MyOrganizationsSite.com/?utm_source=October_Newsletter&utm_medium=Email&utm_campaign=Ticket_Offer

You can build your links through this handy tool here.

In addition to tagging emails, you should tag all promotions and ads on third-party sites.  This way, you can differentiate the traffic from the promotion versus organic traffic on that site. For example, if you are placing ads on Facebook, make sure to label the medium as “CPC.” If you don't do this, GA will not be able to differentiate your ads from organic Facebook referrals.

Finally, in order to track the dollars generated from each email you must also have ecommerce tracking set up.

3.) Set up ecommerce tracking if you accept donations or sell tickets online

The benefit of ecommerce tracking is that it ties users’ behavior to sales. Once set up, any other metric that GA measures can be tied to resulting sales, so you can see, for example, which traffic sources are sending you users that purchase tickets or donate.  You can also see what pages of your site are most valuable, what geographies are most valuable, and how much money your last email, promotion, or ad generated.  This will equip you to make better marketing decisions.

Setting up the tracking requires some knowledge and technical know-how. A programmer must have access to your site's "thank you" page where they can pull in the summary of any sale.  This is relatively simple if the ecommerce is on your site. It gets a little trickier if your sales occur on a third- party site.  See here for more details on setting up ecommerce tracking.

4.) Set up automatic reports to send to key stakeholders

If you were a large corporation you'd have the resources to have someone research and pull custom reports to share with stakeholders each week, but most arts orgs don't have the manpower to spare.  Luckily you can configure GA to send custom reports to stakeholders at any duration (daily, weekly, monthly). You can send different reports to various stakeholders depending on their role within the organization and interests.

For example, the person who manages your online shop may want to see a weekly report on the keywords that are driving visits and sales to the shop.  Your marketing director may want to see the dollars generated by your emails each week and the top sources driving site traffic. You can set all of these up and have them automatically send to each user.  This tool can be found under "Custom Reports" on the left margin of your GA dashboard on the current version, or on the top menu of the new GA interface.

5.) Schedule regular meetings to review site performance

In order for any of your GA efforts to be successful, you should work to develop a "culture of analytics" at your organization.  Create a cross-departmental committee that meets regularly to discuss your site's performance. Select one person to chair this committee. The more streamlined GA information you can provide to the committee the more useful these meetings will become. After just a few meetings, users throughout your organization will be reaching out to you to help them answer questions about website performance.  As more and more sales and donations move to your site, these meetings will become even more important.

6.) Filter out your internal IP addresses

No doubt the staff of your organization visits your website many times during a typical work day.  You can filter this traffic out.  Within the analytics settings, go to "Filter Manager" and enter your IP address or IP range. (You can find your IP address at www.IPChicken.com).  This will block all internal traffic, which would otherwise skew your data.

These six items will help you collect and share more useful website analytic data.  Ultimately, you will be able to better measure how your users are interacting with your site, and use this information to improve your digital marketing efforts.

When Disaster Strikes, are you ArtsReady?

A year ago, we told you about ArtsReady, a program sponsored by SouthArts that provides tools for organizations to create crisis management plans. Now, SouthArts has unveiled a brand-new ArtsReady site with a step-by-step readiness assessment, task manager, and “battle buddies” system that will help your organization to protect its assets and continue operations no matter what fate throws your way. Not Just for Natural Disasters

With their work with UC Berkeley and Fractured Atlas, the ArtsReady folks learned that you can’t have a separate plan for each emergency- instead, you need a protocol for any kind of crisis (what’s called all-hazard planning). These hazards can include incapacitation of a key staff member, a financial crisis, and of course a natural disaster. Malcolm White, executive director of the Mississippi Arts Commission explained in the webcast last Thursday that “It’s like dental floss, or insurance.” It’s boring, but necessary- and you’ll regret it if you don’t have it.

ArtsReady Features

  • Assessment

The readiness assessment quiz is designed to take less than an hour. It lets you determine which functions are most critical, and how prepared your organization is if they suddenly go offline.

  • To-Do List

Based on the input into the readiness assessment, ArtsReady generates a list of things your organization must address to be prepared for an emergency. But it’s not just a list- you can assign tasks to staff members and track your progress. The software will send out reminders of due dates and can remind you to update your plan annually or semi-annually.

  • Critical Stuff

Katy Malone, Arts Ready Project Manager, describes this feature as a “safe deposit box” for your organization. It’s cloud-based storage for your critical documents. Don’t worry- Fractured Atlas triple checked it for security and reliability.

  • Battle Buddies

If it’s one thing artists and arts organizations have learned from Katrina, Hugo, the World Series Earthquake, flooding, and crazy tornadoes, it’s that disasters are bearable if you have somebody to help you out. The ArtsReady site will connect you with organizations near you so that you can build a relationship and eventually become Battle Buddies- pledging to lend a hand if the other needs help. If you do need to declare a crisis, you can choose how much information to share with whom, and you can track your progress towards gathering the needed resources online.

Membership

Anyone can sign up for a free basic membership, giving you access to the Readiness Library. It’s full of articles and step-by-step guides to help you design your all-hazard plan. (Go sign up now! You heard me say it’s free, right?) A premium membership, which gives you access to the four features mentioned above, is $300 a year ($500 for commercial organizations). Be aware, however, that if your membership lapses for more than a few months, you’ll no longer have access to the “critical stuff” you stored in the cloud.

A network like this is stronger and more useful the more users it has. Accordingly, SouthArts’ goal is to get every organization on this network. Let me repeat that- their goal is that 100% of artists and arts organizations will use this product. To that end, they are working with state and local arts agencies as well as sponsors to try to lower the cost for everyone.

If you’re not convinced it’s worth it, take a listen to our podcast with Hannah Leatherbury, former E-Services Manager for SouthArts, and check out the Green Paper on emergency preparedness published by the Craft Emergency Relief Fund and Artists’ Emergency Resources last year.

Last.fm: Translating Digital Audiences into Live Audiences

Recently I was chatting with someone I’d just met about classical music. We exchanged favorite composers, and then I asked him about the last time he went to a symphony concert. “Actually . . . I don’t know if I’ve ever been to one. It just doesn’t occur to me to go.” It got me thinking- how many people out there love listening Tchaikovsky or Beethoven on their mp3 players but don’t know the first thing about finding a live music concert featuring their favorite composers or pieces of music? It goes for other genres too, like jazz and folk, especially for artists and presenters that can’t afford to saturate the mass media.

There are a few different services that suggest live concerts based on your existing music library and listening habits, and Songkick and last.fm are the most prominent. I also just discovered GigZme, which shows you all the concerts coming up in your area on a map, separated by genre (but they leave out country, jazz, classical, and folk- what’s up with that, GigZme?).

Songkick’s database isn’t set up to handle classical music, where “artist” can refer to any number of people (Composer? Conductor? Ensemble? Soloist?) and “track” titles are either ridiculously long (String Quartet in G Minor No. 10 Op. 90, Movement 1: Anime et tres decide) or completely unhelpful (Allegro). Songkick does, however, automatically import concerts from last.fm, so you don’t have to enter concerts into Songkick if you don’t want.

Last.fm, on the other hand, is much more suited to classical music, with artist pages for composers long dead. If a composer is tagged as being an artist in a concert, however, this has the comedic effect of advertising that the he or she is “on tour”.

The nice thing about entering concerts into the last.fm database is that you can tag not only artists, but albums and works, and sometimes you can embed previews of the music, all within the last.fm site by using simple buttons at the bottom of the editing page. That way, if someone has Puccini in their library, or has made the track “O Mio Babbino Caro” one of their “favorites,” a concert featuring Puccini will show up on their recommended events.

After entering both symphonic concerts and folk concerts into last.fm (anyone can add an event), I found it much easier to input the folk concerts. It’s very simple to embed previews for songs and links to albums because the names of the songs and albums don’t change. For classical music, however, it was much harder to dig through all of the tracks for a certain composer to find the right one I wanted to preview (because of the data inconsistently mentioned above). I found it easier to embed YouTube links to performances of the pieces. It was simple to tag the artists and composers, though. In the end, last.fm might be easier and more useful for orchestras’ pop concerts rather than their all-classical or “masterworks” shows, even though it’s doable for both.

No one wants one more site that they have to list all their concerts on. Believe me, I’ve spent enough time interning, I understand! But services like last.fm, unlike most events listing sites, can link your organization to existing fans of the artists you present. I think it’s worth it- why not try it out?

Remembering 9/11 in Art

As we prepare for this memorial weekend, Tech in the Arts rounded up a few highlights of events taking place in commemoration of the September 11th attacks.

WNYC's Guide to 9/11 Arts Events

While this is an extensive and comprehensive guide to events in New York city, we pulled out a couple of particularly interesting ones relating to technology:

This exhibition space will begin with blank walls. Over the course of two weeks, six artists will fill the walls with crowdsourced images, video projections and multimedia works reflecting what they believe are today's most pressing issues. The six artists are Wafaa Bilal, Melissa Harris, Stephen Mayes, Joel Meyerowitz, Fred Ritchin and Deborah Willis. The gallery will blog and tweet what comes out of the show online (hashtag: #whatmattersnow). Opens on Sept. 7, in Manhattan.

  • 9/11 Memorial

If you can't make it to the memorial, you can preview it here. On the site, there's an interactive timeline, as well as information about a "100 stories appthat uses augmented reality to superimpose the towers onto Manhattan's skyline.

The September 11 Digital Archive

This site offers stories, emails, photos, and interviews mainly from visitors to the site. Unfortunately many of the interviews are in typed form rather than video, but it offers a large repository of information about people's reactions to the attacks.

9/11 Arts Project

A collaboration of artists, social activists, non-profits and interfaith groups in the greater Washington metropolitan area that explores individual, community, and global healing ten years after 9/11.

Follow #911art to be informed of the latest events in this festival of activities that began in August and will continue to September 15. Events include the charity concert, screenings of documentaries, live theater, speakers, and more.

 Shanksville and Flight 93

The National Flight 93 Memorial will be dedicated on Sunday in Shanksville, PA. Yahoo! News has published a very interesting interview with architect Paul Murdoch about the challenges of designing in a remote area and of the controversies and difficulties in designing a public art piece for a nation.

Google Resources for Arts Nonprofits

A lot of people search for “google arts grants” and end up at our site -- in particular, this article. The problem is, Google doesn’t really do arts grants (sorry!) -- no money to mount an exhibition, produce a new work, or do an educational program. Instead, they mostly give large grants to causes in developing countries, especially when they involve improving ways to manipulate data. What Google will give your arts organization, however, are tools to help you accomplish your mission and do your job better. Some of these tools are free, and some of them are free if you are accepted into the Google for Nonprofits program (and available for a price if you’re not). Below is a list of most of them.

Free Tools from Google

The first thing you should do if you’re interested in free tips from Google is to subscribe to this blog. It will keep you updated on all the new (free) Google apps and tools, as well as announcements about benchmark studies and contests that Google sponsors.

This is where you can view a bunch of short, easy to understand video tutorials about most of the tools listed in this post. You can check out how to set up Google Alerts to track mentions of your organization on the web. There’s a whole online classroom set up for Google AdWords (learning about it is free, but unless you get a grant, you’ll be paying for your AdWords). Also don’t miss Google Analytics - a free tool to track who visits your website, how much time they spend on which pages, and how deep visitors go into your site. (You can also check out the Google Analytics Bootcamp webinar David did this past spring).

  • You Tube

Everybody knows about YouTube- but did you know that Google has provided some pretty nifty tips on how to get more hits on your videos and make them work for your organization? It’s true! There's advice on how to customize your channel, what content to post, and how to distribute that content. Video is the future, you guys.

Have you ever wondered if you could increase online donations or pageviews just by tweaking your website a little? Now you can find out. Website Optimizer is a free multi-variant testing tool. It shows different versions of your site to different people in order to test which version is best. You can set up different things you want to measure (overall visits? bounce rate? pageviews? amount of donations?), the different versions of your site, and Optimizer does the rest. Testing to the rescue!

Forms is basically like a combination of Doodle and Survey Monkey. You email a group of people a form, they enter their responses, and those responses are automatically entered into a Google Docs spreadsheet. Forms also provides a template that automatically generates charts to visualize your data. Busywork of entering responses into spreadsheets, be gone!

This is a tool that would be great for larger organizations, or for anyone who collaborates remotely. It would also be useful for teaching artists who need to communicate with their students. Google Sites allows you to set up your own website where you can share information, like photos, resumes, notes, and more. Of course, you could also do this with Google Docs, but this way you can customize it more and you don’t have to constantly email people to give them access.

Fusion Tables enables you to quickly and easily share data with others and then visualize that data using charts and graphs. The coolest thing about Fusion is its mapping capabilities. If any of your data involves a location, it will put those data points on a map. You can also set up the map to give different categories of data (number of performances, amount of grant money received, etc) different colors. This would be useful for arts agencies, any kind of touring, or education programs that target rural areas.

  • Google Earth & Google Maps

More geolocation tools to tell your story online! With My Maps on Google Maps you can create a map of places important to your organization (click on “My places” and then “Create Map”). Maybe it’s a public art walking tour, or a map of where your art is being displayed. You can add pictures, links, and more to the points on your map. You can also annotate locations on Google Earth using much the same method. More customization is available with Google Earth Pro, but unless you are a Google Grants recipient, that’ll cost you.

Not much to say- a free blogging website. There are lots of other resources out there about blogging, so I’ll just leave it at- it’s free!

From the website:

"Open Data Kit (ODK) is a free and open-source set of tools which help organizations author, field, and manage mobile data collection solutions. ODK provides an out-of-the-box solution for users to:

  1. Build a data collection form or survey;
  2. Collect the data on a mobile device and send it to a server; and
  3. Aggregate the collected data on a server and extract it in useful formats."

This seems like it’s primarily for developing countries and social services, but I could see it being useful for arts agencies, like if you’re collecting data on economic impact.

Paid Tools- free if you are in the Google for Nonprofits Program

(By the way . . . if you’re dreading a huge grant application, don’t. The application is only one page and will take you all of five minutes).

  • Google AdWords (Google Grants)

If you apply and are accepted into the Google Grants/Google for Nonprofits Program, you receive up to $10,000 of free AdWords advertising each month.

From the website: "Organizations that receive a Google Grant are awarded an in-kind online advertising account which can be used it in a variety of ways, including general outreach, fundraising activities, and recruitment of volunteers."

For more information about Google Grants, as well as a testimonial from an artist who was accepted, see Josh’s article from a few years ago (still relevant!).

While it’s free to upload videos to your own YouTube channel, when you’re in the Google for Nonprofits Program, you also get (according to the website):

  • Premium branding capabilities and increased uploading capacity
  • The option to drive fundraising through a Google Checkout "Donate" button
  • Listing on the Nonprofit channels and the Nonprofit videos pages
  • Ability to add a Call-to-action overlay on your videos to drive campaigns

When an individual signs up with Google Checkout, Google saves their credit card information, making purchasing quick and easy. For vendors and charities, enrolling with Google Checkout means that you can have a simple one-click button for patrons to donate or buy. Again, this service is free if you’re in the Google for Nonprofits program, otherwise monthly sales under $3,000 cost 2.9% + $0.30 per transaction.

That’s some of the resources that Google provides to arts nonprofits. Have you used them? What has been your experience? Are there any others that our readers should know about? Share your comments below.

The Arts - Unplugged?

It’s summer, and many people are taking the opportunity to “unplug.” Some are checking into special unplugged hotel rooms (and even getting a discount if they turned in their electronic devices at the desk). Others are paying as much as $14,500 to check in to a clinic that would help them conquer their Internet addiction. Last March, GOOD and the Sabbath Manifesto promoted the National Day of Unplugging, where participants disconnected from the internet for 24 hours. All of this “unplugged” stuff got me thinking -- is the arts sector selling itself short as an “unplugged” venue?

Let me be clear -- I’m not saying that we shouldn’t plug in along with our audiences.  It’s imperative that we be able to interact with them in the same way they interact with everyone else in their life -- digitally. And technology can do amazing things in the service of art (I write about it every week). But in our rush to adopt technology as a tool for interacting with our audiences, are we forgetting that it’s not the only tool? Are we stopping to ask the right questions about how technology (especially mobile technology) affects our audience’s experience of our art, both positive and negative? When the lights go down and the curtain goes up, should cell phones be stowed away?

One of the signature aspects of art and live performance is to get lost in “flow”— being fully and actively immersed in the art. Until we started to invite audiences to keep their smartphones on during performances, the concert hall used to be one of the last bastions of a distraction-free zone.  The big question in the performing arts is, does mobile technology accessed during the performance enhance “flow” or distract from it?

Last year around this time there was an article in the New York Times about a group of scientists who went on a rafting trip to discuss (and experience) the effects of “unplugging” on the brain. After three days of an all-nature, no-tech diet, even the most skeptical of the group reported that they were all “more reflective, quieter, more focused on the surroundings.” By extension, does this mean that if we ask our audiences to “put away the gadgets,” as Martha Lavey is not afraid to insist upon, that they will be more reflective on the art in front of them, more focused on it? Of course, nature and art are two different things. Nature, as viewed by the scientists on the trip, was seen as relaxing, something to soothe the mind, to minimize distractions. We like to view our art as stimulating to the mind.

I’d guess our audiences probably experience both ends of this spectrum (and all the places in between). There are probably those who would appreciate being able to view the performance without distraction -- these are the kinds of people who liked this video from the Alamo Drafthouse (be warned, the video contains obscene language from the patron calling the Drafthouse). But then there are people who expect to be able to check their email during the show. And there are yet others who want to use their cell phones to participate in the show, be it live tweeting, voting on the next piece to be performed, or just checking in. So who do we try to please? And which way leads to the most meaningful experience?

I think that experimentation in this area would remove much of the mystery. If your company believes that your shows are more meaningful with mobile interactive technology, embrace it. See what happens, and share the results. Likewise, if your organization is convinced that mobile technology detracts from the audience experience, enforce your decision and embrace it. Maybe try giving a discount, like the hotels do. Position your shows as an escape from distractions and interruptions. See what happens and share the reactions with your colleagues. While it’s foolish to pretend this technology doesn’t exist, it’s something else entirely to reject it for a reason. But either way- make a decision, commit, enforce, evaluate. Then, possibly, revise.

What have been your experiences with mobile technology and both performing and visual arts?

*Photo Credit: Christopher Chan

Google+

googleplusGoogle+, the search engine giant’s new social networking site with 20 million users, has been getting a lot of press lately. There’s already some good advice out there for art nonprofits from the usual suspects (Devon Smith, Heather Mansfield). And artists are already exploring this new way of sharing their music and visual pieces. With technology this new, there is always a lot of experimentation by the early adopters, speculation by the commentators, and caution from the silent majority. But even at this early point in time, when the fate of Google+ is up in the air, there is one thing that I am certain of: that is that Google + represents a revolution in the integration of digital activity and the way we interact with the world around us. In this article, we’ll talk about what sets Google + apart, how it is integrated with other Google products, and what implications it holds for business in general and the arts in particular.

What is Google+?

Check out the Google+ intro video if you haven’t already:

There’s a lot of chatter in the blogosphere right now around the idea that Google+ is the ultimate content-sharing platform. The reasons given for this range from enhanced privacy controls making people more comfortable with sharing to the Sparks feature which allows users to find and share content without leaving the platform.

  • Circles

One of the biggest things separating Google+ from the rest of the social media pack is its Circles. Instead of all of your contacts either being a friend/follower or not being one, they can be put into different Circles- friends, family, colleagues, etc. Then- and this is the kicker- you can choose who will view which posts. No more work colleagues or family members seeing your expletive-filled posts or pictures from that party.

Sure, Facebook has groups. But in a Facebook group, users choose to join the group--on Google+, you choose the names of your circles and assign who is in them. In Facebook groups, you can post on the group’s wall (which involves first going to the group page), but anyone who visits the page can see what you posted. With Google+, you can choose to share content only with certain circles, adding an extra layer of privacy.

  • Enhanced Privacy Controls

Chris Brogan covers this pretty well in this short video. Privacy controls are more transparent and easy to find compared to Facebook.

  • Sparks

Google is still primarily a search engine, so it’s no coincidence that they have an integrated search feature in the network. “Sparks” allows you to enter a topic you’re interested in (say, nonprofits), and every time you login, you can click that word to find many articles on the topic that you can then share with as many or as few Circles as you like.

  • +1 and Search Engine Optimization integration

plusoneEven if you haven’t made a Google+ account yet, you’ve probably seen the little “+1” icons around the Web. It’s Google’s version of a “like” button. Unlike Facebook’s button, whose data Google doesn’t have access to, a +1 actually impacts search rankings. So, the more +1s a website, article, or video has, the higher it appears in searches, and the more likely people will find it and share it, etc.

If you want to learn more about the nuts and bolts, check out Mashable’s guide to G+.

While all these features may pave the way for Google+ to become the content capital of the interwebs, right now, companies, organizations and brands can’t directly participate in this content-sharing utopia.

Currently, the only way for brands to get their content onto G+ is through “real people’s” accounts- employees, constituents, secret admirers, etc. This makes it even more important that your organization has something interesting to say and compelling to share.

Integration

Imagine a world where the offers you receive are based on data not only from your activities, but your friends’ activities . . . where place-based businesses target customers not only by email and postal mail within certain zip codes, but by what street you are walking down, or which restaurant your friends have gathered at . . . This world, where social networking merges with mobile-based services and retail, is closer than ever to being a reality with Google+.

Already, Google Offers has been launched in New York and San Francisco, beaming coupons to customers based on their location and preferences. According to Stephanie Tilenius, Google’s VP of Commerce, Google Offers and Google Wallet (the company’s payment system) will be integrated into G+ as well as other Google properties such as Maps.

Edd Dumbill at O’Reilly Radar is calling this integration of social networks with other web-based applications a “social backbone” to our entire web experience, as opposed to the “walled garden” of existing social networks.

. . . social features will become pervasive, and fundamental to our interaction with networked services. Collaboration from within applications will be as natural to us as searching for answers on the web it today . . . Search removed the need to remember domain names and URLs . . . . The social backbone will relieve our need to manage email addresses and save us laborious ‘friending’ and permission granting activity . . .

All this integration, says Dumbill, will help computers better serve users.

Where does this leave business?

So the world may be changing. How should you prepare for that? Below are some tips from some smart guys at Social Media Explorer.

Jason Falls “Stay the course with what you’re doing. Wait for the brand-permissions and guidelines to come from Google on the Plus platform. Experiment with it for yourself to know how it works and how non-linear you have to be thinking to optimize the use of Circles.”

Mark Ivey Five questions to ask for starters, and to make sure you’re positioned for the G+ world:

  • Are you in the game? Do you have a presence across paid (search, broadcast, etc), earned (events) and owned (Facebook, Twitter, blogs, and now G+) media? These are your marketing beachheads, and you’ll need to work across the board to make sure you’re connecting with customers with your messages.
  • Do you have a clear content marketing strategy? If so, you’re already using listening tools and engaging in related conversations. Adjust your strategy for G+-and stick to it. If not, better get one in order fast-I just met with two companies last week, neither had a content strategy, both are scrambling in catch-up mode.
  • Is your content relevant? If you’re unclear on the role and importance of relevant content, read Michael Brito’s nice analysis piece on SME. Conduct a content audit, compare it to industry conversations, and judge for yourself. Is your content hitting the target? Are you involved and influencing industry conversations? What is your share of voice around key topics?
  • Do you have a content engine and systematic publishing process? Then you should have apublishing model and be systematically chunking out content, carefully targeted to your key audiences. Run it like a publisher, with clear editorial direction, calendars, and hire editors to help you drive it- more tips here
  • Do you have control over your destiny? Putting all of your eggs into one basket you don’t control is stupid. Why put all your resources into building Facebook Pages when you don’t own that real estate (No one knows how G+ will affect FB yet but the risk is obvious)? The same is true of Google+-it’s a marketing outpost, not your home base. Better to build your own blogs, communities and following, and diversify your investments across several platforms, along with following a carefully crafted plan. Build a defensible program that can weather any storm, since no one knows how this will play out (who would predict G+’s amazing launch?)

This is a great opportunity to step back, take a deep breath and assess your overall strategy and social media program. There’s no reason to panic.

Where does this leave the arts?

Ah- now THAT’S the interesting question, and it’s one our industry will probably be talking about for, oh, the next year or so. With G+’s emphasis on content and people (not brands), two conclusions jump out:

- Producing art that resonates with our audiences is vital, and

- People are our most valuable asset.

To be sure, these aren’t new ideas. What’s new, though, is that what our audience tells each other about our work now has as much or more digital presence than what we tell our audience about our work. The level of content-sharing that Google+ enables means that it is becoming easier for friends to share opinions about articles, art, politics, entertainment, etc at any time. Additionally, the more something is shared, the higher its search ranking. So getting people to talk about art online is more important than ever. Do you ask your audience what they think of your art? Do you encourage them to talk to their friends about it online, continuing the conversation long after they’ve left the building? Do you reward your super-fans who already post about your organization to their social networks? What about tying in the art you present or produce with trending topics?

A new social layer to the web means it’s all about giving ‘em something to talk about.

More cool articles on G+: The Social Layer: Six Thoughts On Where Google Plus Is Going Three Key Things Google Is Doing While We Focus on Google+ What the Circles Illustrate About Influence List of important updates coming soon in Google Plus

Making Facebook Ads and Diving in to Analytics [mini-nar]

Mininar
Mini-nar

We talk a lot about the free ways to use Facebook on this site, but this time Crystal will walk us through a paid service- Facebook Ads. You'll see how you can use them, how to target them to different demographics, and what you can learn from them.

Mini-nar - Facebook Ads from Technology in the Arts on Vimeo.

If you want to learn more about testing and Facebook, check out Podcast Episode #76 – Virtual Lobbies, Facebook Advertising Strategy, and Online Marketing Hits and Misses, as well as our webinar How to Make the Most of Your Facebook Page.

We are also looking for ideas for future mini-nars! If you have an idea for a subject that we could cover in about 5-10 minutes, please comment below or suggest one any time via Facebook or Twitter.

Social Media Spotlight: Philip Mann and the Arkansas Symphony Orchestra

In Performing Arts 2.0, we took a brief look at the Arkansas Symphony Orchestra’s efforts to engage the audience in the creative process. I recently had a chance to talk with Philip Mann, the orchestra’s Music Director, about these new initiatives. He spoke about the relationship between the orchestra and the audience (and how that is changing with social media), the logistical challenges that had to be met, and the type of environment that enabled this relatively small orchestra to take on big changes in the way classical music is presented.

Philip Mann, Music Director of the Arkansas Symphony Orchestra.
Philip Mann, Music Director of the Arkansas Symphony Orchestra

This past July 4, the ASO along with the Arkansas Democrat-Gazette (the concert’s sponsor) hosted the second annual “Oh Say! Can You Sing?” contest. People from all over the state were encouraged to upload YouTube videos of themselves singing that were then voted on by both the public and a panel of judges. Six finalists rehearsed with the orchestra, and the winner (this year, The Four Reps from Cabot, AR) performed at the annual outdoor concert. “People really enjoyed getting a chance to hear one of their own singing with the symphony,” reports Mann, who conducted the concert for the first time this year. “I heard a lot of positive responses from the orchestra about the quality of the people that were singing.” Mann says that what is especially interesting to him about this concert is that not only was it their biggest one (30,000 people usually attend), but through the “Oh Say! Can You Sing?” competition, it united those people together behind a musical idea. He says that “people are being engaged through technology to not just listen, in the way that you might listen to something passively on the radio, but they’re being encouraged to listen actively, creatively, and critically- in a way that they’re not used to listening in their normal life.” One of the great challenges of classical music, he says, is how to actively engage the audience in a way that a concert becomes a participatory event, where “the audience is not just sitting and allowing the music to reach them, but . . . they’re thinking about it, they’re creatively listening, they’re engaging their critical faculties.”

Remember “choose your own adventure” books? So does Mann. He created a family concert based on the same idea, premiering it with the San Diego Symphony, and continuing it with the ASO in the coming season. “The concept was that there would be a story, a narrative, that would play out over the course of the concert,” he says. “And the music would be tied to the story. So during the performance, the narrative of the story would reach certain points in the action where the protagonist would have to make decisions, and the audience would make those decisions by voting.” Originally they were going to use text messaging to vote, but when the symphony learned that it would be too expensive to do that, the decision was made to use a show of hands in combination with cameras and a jumbotron instead. “It was fantastically successful,” says Mann of the concert in San Diego. “They felt like they were choosing the music and choosing the direction of the story.”

An older technology that has yet to be widely adopted by orchestras is IMAG, or image magnification, which Mann used in San Diego and is hoping to bring to the ASO. “It’s something we all expect to see at rock concerts now, or any kind of big public event like a football game,” says Mann. It’s basically cameras around the hall or auditorium “picking up action whether it’s on stage or elsewhere and projecting it onto the screen, increasing the amount of information and the quality of the visual information that people are getting in the space. So if you’re sitting in the back of the hall you actually can see the expression on the drummer’s face in the middle of a big solo.” Mann says that the audience reports through feedback that they feel like this technology gives them an extra access to things on the stage and it adds to their experience. Although he’s hoping to bring IMAG to the ASO, he acknowledges that the considerable expense is always a budgeting issue for any orchestra.

This season, the ASO will be performing a concert unlike any it has had before- a People’s Choice Concert.  Right now, says Mann, staff is compiling a list of repertoire that they will submit for the people’s consideration.  Voting will occur throughout the season through social media, text messaging, email, and the organization’s website for the first half of the program. The second half will be determined that night primarily through texting, with audience members voting before, during, and after the first half. “The only way that we are able to accomplish this (at least conceptually at this point) is by including technology. . . . [it] allows us to do something that we would not have even considered in the past,” reports Mann. He acknowledges that some audience members will be more comfortable with voting using mobile devices than others, and some may not even have cell phones. But he explains that “they’re going to be encouraged to communicate and engage with the people around them that do have [mobile devices]. . . So in a way, I’m really intrigued by the conversations and interactions that are going to happen in our audience between our audience members.”

Mann describes technology as “one more tool in our toolbox” to an end of engaging audiences on a deeper and more substantial level. “Typing things by text message, voting online on a blog, or if they’re watching a YouTube video and then voting or making a comment on the video, those are ways in which [our audience is] further engaging with us. That’s a topic that all nonprofits in the performing arts are always talking about: how can we constantly reach another level of engagement, have more time with people and more interaction?” He is excited to shake up the traditional way of presenting classical music. “People have become so comfortable now with technology, that even in one of the last bastions of a technology-free environment (the concert hall), I think that people aren’t even afraid of it entering there now anymore.”

When Mann first suggested the idea of the audience choosing what the orchestra would play on the fly, he didn’t get negative reactions, but he did get some resistance based on logistics- people didn’t know how it would work. “Performing arts groups have a healthy philosophy to control very carefully everything that they’re doing in the space, because the idea of putting on an excellent, high quality performance goes without saying, that’s why we exist,” he explains. Musicians wanted to know how they would know what to play. They wanted to avoid “visions of the percussion scrambling around, oh we thought we were going to do Gershwin but now we have to get set up for Beethoven. . . . We really had to re-think in how we communicated with each other, especially during the performance.” Mann describes a storyboard-like run sheet he designed for the orchestra so that “their eyes could actually follow the narrative” (for the “choose your own adventure” concert).  He adds that there will likely be creative staging so musicians don’t have to move around too much and game plans for how to set up for multiple pieces. It will still require improvisation, and a conductor who is comfortable “riffing” with the audience.

But aren’t artists supposed to grow their audience’s artistic sensibilities instead of just giving them what they want? It’s a fine line, says Mann. “Do you just provide what the people want to hear? In effect, that would almost commercialize what you’re doing. . . . if you only provide people with things they’re already familiar with, then very quickly your art form ceases to be a living, breathing thing.” He continues, “I think we have to be very cognizant of the fact that while it’s very important and an incredible opportunity now to find out in real time what our audiences are listening to and what they want, there’s still a huge responsibility on behalf of artists to keep creating art and to keep thinking about art from the artist’s perspective, and not just giving our audiences what they already know they want, but giving our audience things that we feel passionately about and we think that they will want once they’ve heard it.”

So you may be wondering- how is it that a symphony in Arkansas is becoming a pioneer in audience interaction through technology? “One of the great things about the Arkansas Symphony is that we are known for great quality, but we’re not known as one of the largest orchestras in the country,” explains Mann. “We’re not in that very large budget area where you have institutional cultures of ‘this is the way we have always done things’ and it’s too big of a ship to steer quickly.” This combination of being small and agile, yet having a high artistic quality, opens up great possibilities and opportunities, he says. “The organization is a young and creative organization in terms of its staff, and our board has a great deal of expertise and engagement. Our board is quite comfortable with leading-edge business ideas and technology.” Mann states that in Little Rock industries like healthcare, banking, and finance, a business can only succeed and survive if it is on the cutting edge of its field. “It seems apropos that the symphony reflects that as well,” he says.

This young music director is clearly excited about the year ahead. “I just can’t wait to find out what the response during the process is. This is a tremendous learning tool for arts organizations to learn about what people really want to hear.” Mann continues, “There are things for us to learn about what they say and what they don’t say. If they don’t ask for something we think they should ask for, that might identify an opportunity of introducing people to something we think they should know. It may lead us in directions that we haven’t even considered yet.  And that’s a wonderful thing for any organization to face.”

Performing Arts 2.0

So there’s a lot that’s been written about Museums 2.0. But what about Performing Arts 2.0? Are there theaters, symphonies, or dance companies out there that are using technology to encourage creative audience participation? Is anyone going beyond tweeting during performances (which is really commentary) to actually getting audiences’ input into the resulting artistic product, or encouraging audiences to create something of their own? Well, it took some of digging, but I found some. And they are way cool. Performing arts organizations- take note!

The Twitter Opera- Royal Opera House

Hannah Pedley and Andrew Slater perform. Photo by Andrew Crowley.
Hannah Pedley and Andrew Slater perform. Photo by Andrew Crowley.

Some of you may remember Twitterdammerung, the world’s first Twitter opera that premiered last year in the lobby of the Royal Opera House.  Over 900 people contributed to the opera’s plot and dialogue in less than 140 characters at a time.   The tweets were abridged and compiled into a libretto by John Lloyd Davies, Director of Opera Development, and Helen Porter and Mark Teitler wrote the score in three days. Although the plot had “little rhyme or reason,” it was surprisingly not lambasted by the critics, one of whom called it a “decent operatic sketch show.” The audience enjoyed the humor and operatic references; although Davies points out that nothing this frivolous would ever be on the main stage.

VirtuARTsity- the Appel Farm

Here is a description of the program from their press release:

VirtuARTSity.org is a unique website . . . created with the goal of creating a forum for people with artistic interests to post their own work, view other work being done by artists from across the region, and join a community of like-minded people for dialogue and knowledge-sharing. Once a person registers on VirtuARTSity.org they can create their own interest-based group and invite friends, or join a discussion. Posting videos, blogs and audio files are more ways for people to connect as artists, and to have an outlet for their work. . . .

This site has excellent potential but still seems to be on training wheels- there’s not a whole lot of content yet and I don’t see a space for users to interact directly with sponsored artists. But there are some amazing user-uploaded pieces of art there, and it will be exciting to see what this turns into once it gets going.

Singing Contest, Choose Your Own Adventure Concert, and People’s Choice Concert- Arkansas Symphony Orchestra

This little orchestra has big ideas for transforming the audience’s experience at the symphony. On July 4, selected singers chosen by audience vote and a panel of judges will compete in front of a live audience to sing the National Anthem with the ASO as a part of the Oh Say Can You Sing competition. Anyone can upload a youtube video of themselves singing the anthem to the contest website—the local newspaper even sponsored a day at a mall where those without cameras could come and get filmed. Music Director Philip Mann reports that the competition was extremely popular last year and that continuing it this year was a high priority.

Oh Say Can You Sing?
Oh Say Can You Sing? is sponsored by the Arkansas Democrat-Gazette

This year, kids in attendance for the annual children’s concert will get to choose their own concert live. The concert will be based on a character’s adventures, and the kids will vote by show of hands what the character should do next, with different pieces resulting for the different resulting adventure. Mann says that he tried this first at the San Diego Symphony, where jumbotrons and cameras made the experience more similar to a rock concert than the traditional symphony concert.

And last but not least- a People’s Choice concert. Audiences will get to choose from a list of pieces and vote throughout the year via social media, email, and text messaging, up until intermission of that night’s concert.

Virtual Choir- Eric Whitacre

Now, I know Eric Whitacre is not a performing arts organization in and of himself, but his Virtual Choir can’t get any more 2.0. Inspired by a young woman who posted a YouTube video of herself singing the soprano part to one of his works, Whitacre sent out a request for videos of all the parts to his piece “Lux Aurumque.” With a video of him conducting to keep everyone together, hundreds of singers from around the world sent in their submissions. There was even an audition for a solo part. The result, edited together by Scott Haines, is beautiful. There was a sequel this year, a performance of Whitacre’s “Sleep” with even cooler graphics, more singers, and subtitles.

Hot City Theatre and Lia Romeo

Recently, Hot City Theatre announced that thanks to a grant from PNC Arts Alive (who also funded VirtuARTsity, above), they were commissioning a play from Lia Romeo that will integrate social media into the play. The play is still being written, but a statement from Romeo suggests that it will incorporate input from the audience.

To me, one of the most interesting things about the rise of social media . . . is the way it has turned the communication of information from a one-way into a multi-way conversation. It struck me as interesting that most theater is still a one-way conversation, and I started thinking about ways to get the audience actively involved in commenting on or even shaping the direction of a piece of theater in real time, as it was going on.

It’s going to be interesting to see how performing arts organizations use (or resist) new technology and new ways of thinking about and interacting with art. Do you know of anyone using technology to engage audiences in creating art? Share your examples below!

Peer to Peer Fundraising in the Digital Age

Back in the day, peer-to-peer fundraising was done with phone calls, letter-writing campaigns, and in-person visits. Now we have a whole new universe of not only digital communication, but digital relationships. Recently, I came across a cool infographic from Blackbaud that illustrated the power of harnessing online social networks to raise money for charity. It got me thinking- what are organizations doing to take advantage of this?

Peer to Peer Products

Peer to peer fundraising tools offered by Blackbaud (Friends Asking Friends) and Convio (Team Raiser) enable team members and participants to set personal fundraising goals and then go about asking friends and family for donations, the deadline for raising funds usually being an organizational event (primarily races to cure diseases). In fact, according to the Chronicle of Philanthropy, all of the top five P2P Giving organizations in 2010 were health organizations (for the top 25 online giving orgs of 2010 view slide 8 here).

Convio's  Team Raiser
Convio's Team Raiser

Blackbaud’s Friends Asking Friends
BlackBaud's Friends Asking Friends- thanks Frank Barry!

If you put on these participant-heavy events, here’s a post about 3 ways to add new event participants.  But according to a webinar by Blackbaud on Tuesday, you don’t have to have an event in order to use these tools. Organizations are using them both with ongoing fundraising and with virtual or digital events as well.

Website Tools

Both the Salvation Army and the World Wildlife Federation have cool things that are like the peer to peer tools above, but are designed for ongoing fundraising. The Salvation Army has an “Online Red Kettle”. You can either start your own red kettle, donate to an existing one, or send an eCard to your friends (via email) urging them to support one. If you set up your own, you can have your own fundraising meter, banner ad, or Facebook app.

Online Red Kettle
Online Red Kettle

On the WWF’s site, you can search for or make a super-cute Panda Page (it can be for any animal), then email it to your friends and family. As of right now there weren’t any social media plug-ins on the page.

World Wildlife Federation Panda Page
World Wildlife Federation Panda Page

Another way to configure your website to encourage peer-to-peer fundraising (also suggested by Frank Barry and Steve MacLaughlin of Blackbaud) is to immediately prompt online donors to share with their social networks when they make a gift, instead of only receiving a regular confirmation page or email. Use Facebook and Twitter plug-ins (like and share buttons, retweets etc) to make it simple for them to share with their networks.

You can also embed those same plug-ins in different areas of your website. Enable somebody to “like” a concert, or retweet a story about your outreach program.

Facebook Causes

Causes has alternately been held up as a model for success and derided for not delivering on its promises.  The basic idea is that it allows anyone to create an advocacy group, or “cause”. This cause can then raise funds to donate to a charity. One of the most successful causes is The Nature Conservancy, which has raised over $400,000. An arts success story is Keep the Arts in Public Schools, created by Americans for the Arts, which has raised almost $50,000. People can become members of the cause, donate, tell friends, and “give a minute” by watching and participating in ads that earn money for the cause.

Aaron Hurst of Taproot has been a critic of Facebook Causes since his organization devoted $3,000 of staff time to creating their Cause shortly after Facebook launched the feature.  They have received only $60 in return to date. Is Causes a rip-off or a revolution in fundraising? The jury’s still out, but it’s my guess that the different results are due to a combination of knowing how to facilitate peer-to-peer fundraising well, an organization’s existing fan base, and the type of cause. It’s interesting to note that at the Nature Conservancy, social networking was never primarily about raising money- it was “first and foremost a tool for brand and reputation,” said an organizational representative in this 2009 Washington Post article.

Kickstarter

Much has been written about Kickstarter and its cousins, IndieGoGo and RocketHub (among others- check out Pat’s article from last year). And certainly anyone using these tools knows that it’s all about mobilizing your social network. It’s really better suited to specific projects than ongoing fundraising, however. And unless you are able to get your supporters to in turn appeal to their own friends, you are probably going to be asking the same people you always ask anyway.

According to a recent article from NPR, Kickstarter has raised over $50M for creative projects since launching in 2009 and currently attracts $2M in pledges each week for projects.

Check out this Mashable article on other social fundraising alternatives.

The philosophical side

There’s a lot more to this than just raising more money. It’s also about building donors of the future, and increasing not just donations but engagement that will later lead to donations.

On Wednesday, the Case Foundation hosted the Millennial Donors Summit to talk about millennials’ approach to charitable giving. A lot of the points that were made apply not only to millennials, but also to peer-to-peer and social media fundraising. The following is excerpted from Katya’s Non-Profit Marketing Blog:

  • It’s not about telling millennials to support you; it’s about creating a vested interest in what you are doing with joint ownership. Let millennials manage your community, design your logo or otherwise be an active partner in what you seek to accomplish.
  • At some point, you have to build an army. You can only sell something yourself so many times—you need your community doing it for you, performing the heavy lifting. So give them ownership.
  • To be trusted on the web, be an individual, not an organization.
  • Look for the small yes.

Something that Frank and Steve mentioned in their webinar this week is that it’s more important to tell a compelling story than it is to make the ask when using social media to fundraise.  They gave examples of YouTube videos where the ask was a subtitle.  The story is what gets people interested.

Also, give them something to do besides donate. Encourage them to like your page, share the link or video, comment, or even answer a question (like at Free Rice) or send mom a card.

Many of these examples are from very large organizations that have teams of people to create these web tools. But these ideas can be applied on a smaller scale. How have you empowered your constituents to raise money and awareness for you? Do you know of arts organizations who are doing it successfully?

On Volunteer Management Software – Part 2

Techsoup and Idealware recently released  “A Consumer’s Guide to Software for Volunteer Management,” a review of commonly used systems. Part 1 of this series provided a brief summary of the report.  In Part 2, we provide a supplement to this report specifically for arts organizations.

How is volunteer management at arts organizations different from volunteer management across the non-profit sector? The arts sector is extremely diverse, just like the non-profit sector. Budget size, mission, discipline, resources, and the ways in which volunteers are involved in the organization vary widely. I think the main thing that sets us apart, however, is that our volunteers wear many hats, including artist, freelance employee, board member, or other constituent. It’s very hard to put our volunteers in a box, especially with small organizations whose volunteers do everything.

With that said, I think that for many arts organizations, consolidated systems (systems that work with the wider Constituent Relationship Management database) are the best bet, especially since so many have a CRM in place already. Part 1 touched on the strong and weak points of DonorPerfect, The Raiser’s Edge, and Volunteers for GiftWorks, which according to the NTEN 2008 Donor Management Software Satisfaction Survey together handle the donor management needs of 31.8% of non-profits in the country. However, if you’re one of the 6% or so who use a custom-built CMS based on Excel or Access, don’t feel pressured to upgrade. If you don’t ask your volunteers to do anything more complicated than usher, stuff programs, or do occasional filing in the office, you probably don’t need the bells and whistles offered by donor and constituent systems.

When should you think about upgrading to using a volunteer management system, either consolidated or standalone?

  • If you have a large number of volunteers (say, over 300)
  • If you have many different jobs that you need volunteers to do
  • If the jobs require training
  • If the jobs require specialized knowledge
  • If the jobs require artistic ability
  • If your organization requires background or reference checks for volunteers

Let’s take a look at some different types of arts organizations that use both standalone and consolidated volunteer management systems.

Festivals

Sausalito Art Festival
Sausalito Art Festival

For festivals that happen once a year, a large number of volunteers sign up in a short amount of time, and the scheduling can get complicated with all the different roles and shifts. The Sausalito Art Festival Foundation in California uses the stand-alone system Volunteer Hub so that volunteers can sign up, register, and update their contact information on their own, as well as browse specific events that need volunteers. The system automatically puts volunteers on a waitlist once enough that have signed up.

Volunteer Hub is cloud-based, and the price depends on the number of volunteers. The system seems to be a great fit for an arts festival, especially one that isn’t run by a large organization with the staff to devote to volunteer management.

Performing Arts Centers

A stand-alone software that seems to be popular among performing arts centers is Theatre Volunteer Software out of Ontario. It’s a comprehensive system that has both a volunteer web portal (MyVolunteerPage.com) and a manager interface (Volunteer Impact). There’s really not much that this system can’t do. On MyVolunteerPage.com, a volunteer can:

  • fill out an application
  • enter and update their contact information
  • search and sign up for jobs
  • view and confirm schedules (they can choose between “not sure yet”, “confirm”, and “decline”)
  • log hours worked and view hours reports
  • answer any question you want to ask them: why they are interested in volunteering, interests, availability

On the other side of the system, through Volunteer Impact, a manager can:

  • receive alerts about new applications and confirmations
  • view a dashboard that includes analytics on click-throughs from the volunteer portal to a sponsor’s website
  • set minimum qualifications for a job
  • set a cap on how many volunteers can sign up for a job
  • do all sorts of queries to find volunteers
  • send personalized emails as well as direct mail to volunteers found through queries
  • create phone lists
  • create an automatic welcome email that is sent once a volunteer applies
  • create and view all sorts of customizable reports

Screenshot from Theatre Management Software
Screenshot from Theatre Management Software

The price for this Canadian creation is just under $1000 for the set up and then an annual fee of approximately $1 per volunteer. It’s used by the Cincinnati Arts Association, and another client says “it’s like having a 24/7 employee.”

Museums

Museums have some of the most diverse volunteer needs. Between docents, children’s activities, greeters, data entry, surveyors, and summer camps, museums typically have a relatively large army of volunteers of varying skill levels. From limited internet research, it seems that many use Volunteer Works (or its updated version Volgistics) or some other large consolidated system covered in Part 1.

Another system that seems to be popular (especially to our neighbors to the north) is Wild Apricot, although this system seems to be more geared toward membership and donor management than volunteer management. However, starting at $25 a month with an easy to understand interface, it may be just the ticket for a smaller organization.

Room for Research

There is a lot of room for research on volunteer management at arts organizations. There are so many questions that haven't been answered in a quantitative way, such as:

  • What kinds of jobs do volunteers do for arts organizations?
  • What kinds of systems do organizations currently use to manage their volunteers?
  • What are the needs of arts organizations regarding volunteer management? What are the day-to-day needs, and what would be nice to have?
  • What kinds of CRM software do arts organizations use, and can their volunteer management needs be met by their existing software?
  • What kinds of arts organizations use standalone volunteer management software, and what software do they use?

Then there is the topic of using technology to enable organizations to move beyond the nuts and bolts of getting things done to embracing emerging and best practices like volunteer feedback, getting current volunteers to recruit new volunteers, communicating and celebrating volunteers’ contributions, and informing volunteers of organizational developments and news.  There’s a great article from NTEN about using Facebook to engage volunteers that is a great start in this area. But there is a lot of room for more research to help our volunteers help us.

You can help start the research by filling out our poll below!

[polldaddy poll=5142935]

On Volunteer Management Software - Part 1

Techsoup and Idealware recently released  “A Consumer’s Guide to Software for Volunteer Management,” a review of commonly used systems. In Part 1 of this two-part look at volunteer management systems, we provide a brief summary of the report.  In Part 2, we will provide a supplement to this report specifically for arts organizations.

In "A Consumer's Guide to Software for Volunteer Management," volunteer management software is divided into two groups:  standalone systems and consolidated systems that work with a Constituent Relationship Management (CRM) database.

Comparison chart from A Consumer's Guide to Software for Volunteer Management
Comparison chart from A Consumer's Guide to Software for Volunteer Management

Standalone Systems

The main advantage of a standalone system is scheduling—connecting volunteers with the right job at the right time.  If you have many different types of jobs requiring differing skills or levels of skills, a standalone system may be really useful to you.

eCoordinator
Screenshot from eCoordinator/eRecruiter

eCoordinator/eRecruiter Cost: $5,500 for the first year, $2,500 for subsequent years Cool Stuff: Online volunteer interface that blends seamlessly with your website. Volunteers can edit their own personal profiles. Integrated criminal background check with online application. Great email functionality with templates. Web-based. Social Media integration- volunteers can post opportunities to Facebook, MySpace, Twitter, and other common sites, and use those credentials to log in. Lame Stuff: Less than great print functionality (for direct mail pieces). Expensive.

Volgistics
Screenshot from Volgistics

Volgistics Cost: scalable- $53/yr for 1,000 records or less, online module (VicNet) $636/yr (click here for an interactive form with more information on pricing) Cool Stuff:  You can search for a volunteer with a “name sounds like” feature. Calendar allows scheduling. “Kiosk” station available for volunteers to check in and out. Online application and job registry. Lame Stuff: Limited email functions. No social media integration. Tech Support is email only supplemented by a database and video demos.

Volunteer Reporter
Screenshot from Volunteer Reporter

Volunteer Reporter

Cost: $700, Web Assistant $360/yr + tech support costs. Unlimited phone support is $300/yr, first year free. Cool Stuff: Strong printing functionality.  Customizable profile fields. Premade reports and lists of skills make set up go faster. Strong for tracking reimbursable expenses. Online component for volunteers (Web Assistant) available for additional cost. Demo videos on website. There’s a great tour of the program here. Lame Stuff: Web Assistant pages can’t be customized very much and require knowledge of HTML to implement. Limited email functionality.

Consolidated Systems

With a consolidated system, you have all your data about donors and volunteers in one place. Plus, if you already have one of these systems, there are little to no additional costs to worry about.

DonorPerfect

Cost: up to 1000 constituents is $48/month, pricing goes up to $403/month Cool Stuff: Email integration with Constant Contact (pay for CC separately). Robust reporting and querying. Customizable alerts. Custom fields on most screens. Weblink feature lets you have volunteers fill out customizable and brand-able forms online. Lame Stuff: No real scheduling system—you’ll have to find volunteers by query to match interests, skills, and/or availability. Volunteers can’t schedule themselves.

The Raiser’s Edge(i)TM by Blackbaud- Volunteer optional module

Cost: $5,500 start up and $1,300 per year per user Cool Stuff: Strong tracking functionality (hours worked, skills, and interests). Create and manage multiple projects and job sites. Ability for volunteers to enter their information online (automatically reflected in the database), including hours worked. Online component is customizable using a WYSIWYG editor. Strong email and print functionality. Prospect research tool “The Giving Score” evaluates each record according to likelihood and capacity to give. Lame Stuff: Expensive. Custom fields show up on a separate tab (“attributes”). Takes a while to learn.

Volunteers for GiftWorks

Cost: module $199 for one license, GiftWorks $499 for one license Cool Stuff: Robust scheduling functionality as good as standalone systems. Easy to use interface. Fast to set up. Web component customizable through HTML. Lame Stuff: Must enter all volunteers as “donors.” Limited email functionality. Can’t track geographic locations. Web Collect component only lets volunteers enter about 10 fields of info.

Methodology

I was pretty surprised when I got to the “methods” section of the report and found that majority of the research was based on five phone interviews, and that there was no quantitative component to the research at all.  I think the report would carry more weight and be more able to speak directly to nonprofits’ needs if some kind of field survey had been conducted.

The other thing I noticed was that the report started with the capabilities of the systems instead of the needs of the nonprofit organizations.  Taking a good look at what you need technology to do for you before you go shopping and get distracted by bells and whistles is essential in any IT strategy.

In Part 2, I’ll talk about volunteer management software specifically designed for arts organizations, as well as other software systems currently used by museums, theaters, and festivals.

Social Media Spotlight: 2amtheatre uses SCVNGR

Mobile gaming is a hot trend with a lot of potential for arts organizations. 2amt's David Loehr experimented with the location-based game SCVNGR at this year's Humana Festival of New American Plays.  Below, I interview him about the logistics of setting it up, the impact it had on the audience, and how games like this can be used as an extension of the art.

What was the 2amt Challenge at this year's Humana Festival of New American Plays?

I sprang it on Actor’s Theater without warning. I just thought, “Hey, we can do this, let’s see if there’s any reaction.” I set it up about 48 hours before I went to the festival- it was that instantaneous. I literally went to SCVNGR.com and set up a very simple set of challenges. You can do up to five things for free on a business account, and one of them counts as your overall trek (so I could only do four actual challenges).  Of course I wanted them threaded together as a trek.

21c-museum-hotel-4

Red Penguins at the 21C Museum Hotel

One of them was to count how many human figures there were on this year’s Humana Festival poster. Another one was to come and find me and take a picture with me to say “Hi! You’re the guy from 2amtheatre, OK”. We had already partnered with Broadcastr.com to celebrate World Theater Day earlier in March. So I made one of the challenges to get the Broadcastr app on your phone and then record a location-based story, saying, “Hi, I’m so-and-so from this theater, and here’s why I’m here, and  what I’m looking for, and what we do at our theater,” just to introduce yourself. And then the last one (this was sort of like the bonus challenge) was to go down Main Street to go to the 21C Museum Hotel and get a picture with one of their giant red penguins. One of the museum’s icons is this series of red penguins, four-foot tall, plastic molded penguins, all identical, standing all around the building and all over the hotel and the restaurant. So it was a lot of fun! And it was interesting to see what would happen.

How did festival goers find out about the challenge, and how were they able to participate in it?

We put a post on the 2amt website explaining what was going on that weekend, what you could do, and how to take part. We didn’t give away exactly what the challenges were, but we said “Get the SCVNGR app, and the Broadcastr app, you’ll want to use them to do these.” Every now and then I would tweet that as well, to say, “Hey, I am already here, and here’s the challenge, and here’s the link to the post.” We might have done a Facebook post, too, but 90% of the promotion was on Twitter, because I was doing it on the fly on my iPhone as I went. And we did have a couple of people participate. It wasn’t huge, because it maybe wasn’t the mobile app crowd that weekend. It was the weekend they call “Professionals Weekend,” so it was all artistic directors, marketing directors, journalists, critics, and all that.

But, as I talked with these people, I’d be talking to an artistic director and someone would just come up to us and say, “Wait! You’re the guy! I have to take your picture!” And then they’d do it, and they’d go away, and the artistic director would look and me and go, “What the hell just happened?” Then I would explain, “Well, we did this game, and it’s this thing,” etc. And they went, “Wow, that’s really cool . . . How do you do that? How much did it cost?”  I said, “Well, if I’m doing it, it’s free.” “Could we do that at our theater?” And I’d reply, “You could!” So it was a lot of fun.

What inspired you to put together a location-based game on mobile devices for a theatre festival?

Curiosity, really. At 2amt we’ve been talking about doing these kinds of things for a long time. This just seemed like a great opportunity because instead of simply one theater company doing a show, here was a festival that was bringing people from theater companies around the country. So we could show this off to all of them at once, and then say, “Yes, you can do it too.” We’ve been talking about using SCVNGR and/or Foursquare to build games around places, and using apps like Layar to do augmented reality, and using all of them as additional types of storytelling. [Note: for more info on Layar, check out Tom’s articles here and here] It’s more than just necessarily being a game. You can make a game or an augmented reality piece that ties in to a specific play or production. I just did a very simple game, I wasn’t tying it to any specific play in the Festival, but you could. One of the plays actually this year was set partly in Louisville (“Bob” by Peter Sinn Nachtrieb), so it would have been easy to say, “Hey, walk two blocks over to the White Castle, get something and do something there, because that’s where our hero was born.” Mainly it was just this was a great opportunity to show mobile gaming off to a wide audience of people who would be interested in doing it elsewhere.

The 2amt Challenge utilizes two online tools - SCVNGR and Broadcastr.  How did you first learn about these tools and what inspired you to use them in conjunction with one another?

Broadcastr App
Broadcastr App

Well, again, that was part of the curiosity. Travis Bedard down in Austin Texas (who is a large part of 2amt behind the scenes) had found out about Broadcastr right off the bat. He signed up on the first day for the Beta testing. [Check out Tom’s interview with Broadcastr co-founder Scott Lindenbaum] He sent me an email that said, “You need to go look at this.” And I said it sounds like audio boom, it sounds like this and that. He said, no, this one has no friction, you just record it. You record it, and it’s there, and that’s it. You don’t have to go through layers and things to set it up, and do this and do that, it’s just boom, you’ve got your location-based story. And I went and looked at it and went, ooh, I like that. So I was in on that from the beginning. Then I think it might have been Devon Smith who pointed us to SCVNGR. And looking into that, just the idea of the game layer over the world, immediately we saw the potential for storytelling. So then it was just a matter of again, finding the right time to do it and the right situation to do it in.

Then, while I was setting up the challenge I thought, “Well, why don’t we tie these together?” Because I would like to know who took part, I would like to know people. How easy is it, instead of trying to type a thing out or talk in person, here’s a way to introduce yourself to everybody all at once, with a Broadcastr story. Looking at a lot of these technologies, there’s so much potential for using them and connecting them all together. As long as you’ve already got all these different apps on your phone, why not? Why not put them together? And it just makes it more fun.

How much time & effort did it take to come up with the challenges and set them up in SCVNGR?

It took maybe about half an hour of sitting there going, well what would I do, and how is this challenge different from that one. Obviously two of them were picture-based challenges and then one of them was go look at the poster and count people- these aren’t heavy ideas.

Setting it up was really easy. The SCVNGR system is so well thought-out, and if you have any questions, it explains what you’re stuck in very simply. So once I had set up the first part, then it was just like, oh, I repeat this, but then I go oh, this is an action challenge, this is a photo challenge. And then it was just typing the descriptions.

So really, it took no time at all. And that was the other thing that would amaze people, it’s not just that we did it in the 48 hours ahead of time; it’s that it was just “Oh! Well let’s do it!” And people would ask, “But how much thought did you put into it, how many people did you have to talk to?“  I just did it, I didn’t need to go through a board.  I just said, eh, there’s a challenge, boom. Go. It was amazingly simple.

What kind of response did you get at the Festival? Who won? Who did you buy the beer for?

Well, I wound up buying a drink for everybody who took part. We had about twelve people altogether, which considering part of that weekend is that it was a marathon sprint, I mean you’re going from one show to the next, to the next mingling, to the next cocktail party, to the awards ceremony, to the after party, it’s just this continuous stream. Not a lot of the people had gotten a chance to read about it until after the fact. But, we had a lot of people there taking part, only one of whom I knew beforehand, but it was funny because I didn’t know she read the website. So yeah, it was a good response for something so instantaneous and done without warning. It’s something that definitely now we’ve got almost a year to try and plan something bigger for next year, just to see what happens. But now everybody who goes is gonna know about it.

Did the 2amt Challenge have an impact on participants' engagement with the Festival?

I think so. Certainly with most of the people that actually came and took pictures with me or started conversations with me were really engaged with what was going on. They wanted to talk more about how the Challenge would work with a festival and then once it got beyond that, it became, “So what do you think of the Festival this year?” It really sparked a lot of conversation that I wouldn’t necessarily have had. There were specific people that I was hoping to meet and talk with, but this was a whole new group of people that I didn’t even know their names beforehand. It was a great icebreaker.

SCVNGR offers analytics for the challenges that are created in the system. Did you find their analytics to be useful?

We didn’t use them for this, because it was just so quick, and I knew that I was going to be working off my iPhone for the whole weekend anyway, and also I figured that it wasn’t going to have a huge response. But knowing that the analytics were there, it was sort of like baby steps for us, too, just to see how hard it might be.  I would absolutely use the analytics for the next challenge.

What lessons did you learn by implementing the 2amt Challenge?  What would you do differently next time?

Well, I learned that you need to get the word out a lot earlier, and to try and be as creative as possible in a challenge. These were very simple challenges. I knew because of that marathon sprint atmosphere that I really should keep them simple. Not “go down to the bar, and get a napkin, and fold it into a little origami swan.” People would be sitting there saying “Talk to me! I’m having a theater conversation with you!” and the other person says “I have to do the challenge, it’s a swan, damnit!” So, keep it simple.

I guess the lesson there would be, know where you’re going to be doing this and what the atmosphere is going to be like. If it’s a more general event, or if it builds out over time surrounding a production, then people who take part will have time to do more baroque challenges, like creating a little flashmob of dancers in the street, or doing origami or things like that. If it is a really fast-paced two day event where there’s not time, keep it simple. Know your event, know your audience, know what kind of challenges you can get away with.

I knew this was going to be an audience that wasn’t necessarily mobile-phone crazy, like we are, so I wanted to keep it simple for that reason, too. It was enough to say, go download SCNVNGR, and then go download Broadcastr.

If you partner with your own theater sponsors, see what you can do with them. See if there’s something that they would suggest. Like if I’m a theater company and I want to send my customers in this game to their bookstore, what can they do in the bookstore that is unique to that spot? What’s going to make them want to go to the bookstore, aside from just completing all of the tasks in this challenge? If you can partner up with several things like that, and create a larger SCVNGR hunt or game around your event, try to give them a reason to go through those doors, beyond just, “Hey, take a picture at Starbucks!”

Do you think this is something that will encourage users to engage with an arts org on a one-time or on a continuing basis?

I would hope that it would be a continuing thing, and that it could evolve. I built in that 21C Hotel part because I know that they are a regular partner of Actors Theater. They actually did one of the Humana shows at the museum last year called “Heist” where you follow people from room to room, it’s all about an art heist. It’s a show that’s got a continuing life and interactive component. As we build more productions and events like that, we can use this technology to let the audience engage, and to engage around the show instead of necessarily during the show.

There are a lot of people who talk about being able to live tweet during the play. That’s fine, I’m not saying don’t do it, but it doesn’t really fit most plays. If I’m sitting there tweeting, I’m going to miss something on the stage, or I’m going to get distracted by whatever else is in my tweet stream. It’s kind of crazy to think that they’re only going to tweet about the show while they have their phone on. If you’ve already said it’s ok to be distracted, they’ll be distracted.

Also, it seems like everything you see tweeted during live shows, could have been said afterwards. I haven’t seen anything that’s really vital to that moment. If you build a show that has that as a component, like the characters are tweeting back and forth during the show, then it makes a little more sense.

So using these kind of technologies, we can create that interactivity around the show and around the event, and then hopefully, that builds more of a sense of, I’m going to come to the next show, because this one was so much fun doing all this stuff. It was more than just sitting down in a seat and staring for two hours.

When we’ve done that kind of interactive thing, audiences have responded, and they’ve wanted to do more.  Even the town I’m in is a tiny little river town in southern Indiana—this is not a hotbed of the arts or technology. Yet in 2008, we had characters tweeting from the show we were doing. Maybe 30 people in our town were even on Twitter, and almost all of them immediately were like “What is this? What’s going on? Oh my god!” And we sold out the show, and everyone wanted to know what happened after the show, and tweeting after that. It shows that even in this little rural town, give the audience something more to do and they’ll do it. They want to do it.

How do you think mobile gaming can ultimately support an org's bottom line?

Depending on how ornate you make this challenges or events, you can do five things for free on SCVNGR. Foursquare, I think, you can do anything for free. You can design a game that just happens to be played with Foursquare check-ins. It doesn’t cost a lot. You can get a larger account at SCVNGR, which does cost money, but work with your sponsors to help support that instead of paying it out of your own account. A sponsor will take a chance on buying a program ad, or sponsoring something specific, but you can go to them and say, here’s an affordable thing that will make people physically walk in to your building. A program ad isn’t going to guarantee that. But if they’re going to go play a game, they’re going to go play a game. You can sell it to them that way—this is people walking through your door. The more sponsors you can build in, the more places you can add to your game, the more support you can get to pay for it.

Something interesting that I hear you saying is that mobile gaming not just a marketing thing- it’s an extension of the artistic product.

That’s the beauty of this, and it’s the key to doing it well. Because nowadays people are so hip to being marketed at. Something like this, especially if you can tie it in to the story of whatever play it is, there’s just so much possibility. With Layar, about a year and a half ago, Travis Bedard and I were walking around Washington, DC at an Arena Stage thing talking about this app, and about how it can have video and audio and text, whatever. And we looked at each other and said, “You can tell a story that way. . . you can have an entire play made up of go to this building and the next . . . you can do the whole play and nobody has to be there! It can just be there forever.”

Because I’m a playwright, I see everything through those eyes, and so when I see Layar, or SCVNGR, I’m thinking of how you can tell a story through that.

I can see that something like this has the potential to become this huge thing: like, we need to meet with these people and these people- it has the potential to become a lot more complicated than it is.

That’s the thing to stress, is that you can’t go crazy with it. You have to keep it as simple and on task as possible.

Part of the reason this game started a conversation is because one of the tasks was to meet up with you.

It’s really interesting to watch people who are scared of [Web 2.0], or don’t know how to use it. I admit, I’m a power user.  But it’s a conversation, and you have to engage.  If you can talk face to face, you can do this.

Twitter as a Performance Art Platform

Creative Time has commissioned a series of Twitter performances that expands the definition of performance art. These pieces, the first commissioned works of their kind, will explore the intersection of real places and in-person interactions with virtual spaces and digital conversations.