External Email - Exercise Caution
Hi all,
I echo Adele’s sentiment in that we don’t rely on TMS as PM tool for the most part. Instead, we have begun using Monday.com for our exhibition PM, and while we’re still learning the Monday.com tools/features, we have found it extremely helpful and intuitive.
Essentially, we create different boards in Monday.com for different staff needs but we have access to each other’s boards for collaboration/reference. We create exhibition folders with the various project boards nested inside for organization.
So our registrars create shipping boards while our editor has catalogue production boards, and I have budget boards. This way, each staff member can tailor their boards’ layout/format to suit their project needs while still allowing other team members access. The data is pretty easy to understand with the visual design offered by Monday.com so even though there isn’t a unified board structure for exhibitions, any of us can pretty easily make sense of the data.
We’ll likely standardize some of the board layouts down the road, but for now we’re enjoying trying different designs to see what works best for us.
Monday.com also offers a broadcast feature for your boards so that you can display them on a monitor as a status board. In this mode, the data is view-only, and we’ve used a product called DAKboard to broadcast the Monday.com board on a large monitor in one of our galleries during installation. This lets the entire installation team stay abreast of object-level information (crate numbers, gallery assignment, etc.) and progress by simply glancing at the monitor. And the board is updated in real time as the registrar updates any information/tasks via the Monday.com app from the galleries.
We also use Exhibii for object documentation (unpacking. Installation, etc.) and condition reporting in the galleries. Then we export the reports as PDFs for attachment to records in TMS.
So while we like TMS’s strengths as the database for the artwork, we have found it necessary to supplement it with other web and mobile PM tools such as Monday.com and Exhibii.
Hope this helps,
Brent
Brent Mitchell
Head of Exhibition and Collection Management
T: 817.840.2149
From: The Museum System (TMS) Users <[log in to unmask]> On Behalf Of Adele Barbato
Sent: Tuesday, March 3, 2020 1:09 PM
To: [log in to unmask]
Subject: Re: Coordinating TMS with PM software
External Email - Exercise Caution
Hi Kim,
I’ve found PM software useful for communicating collaboratively and tracking progress on a specific exhibit (i.e. project), which are features not built into the functionality of TMS being that it is largely just a database. For instance, we use Asana, which has a robust way of sending messages linked to specific tasks, recording meeting notes, tracking next steps in the project, linking documents, and tracking deadlines. We are actively trying to spread it across the whole of our museum---conservation, curation, technicians, registrars, exhibit designers, etc—so that each person who is in involved in a particular exhibit would be a part of that particular project team in Asana, and thus see all the messages and project updates as they come in. Great in that way for cross-departmental collaboration.
In essence, the relationship between Asana and TMS here is that Asana is the main hub/external face for an exhibit between staff, and TMS is the living/breathing repository for the art information.
Hope that’s helpful,
Adele
Adele Barbato
Collections Manager
Fine Arts Museums of San Francisco
de Young \ Legion of Honor
Golden Gate Park \ 50 Hagiwara Tea Garden Drive
San Francisco, CA 94118
p. 415-750-8938
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From: The Museum System (TMS) Users <[log in to unmask]<mailto:[log in to unmask]>> On Behalf Of Kimberly Koons
Sent: Tuesday, March 3, 2020 6:58 AM
To: [log in to unmask]<mailto:[log in to unmask]>
Subject: Coordinating TMS with PM software
External Email - Exercise Caution
TMS users -
I think there may have been a conversation stream about this earlie on this listserv (or perhaps a presentation at CI?) and I am happy to look at archived material if someone can point me to it..
In any case, I am looking for ideas/examples as to how others are integrating exhibit development and management in TMS with use of external pm software. At what level and for what tasks does use of TMS leave off and use of the PM software begin? How do you share/link or otherwise make updates in one platform visible to users of the other? etc.
Some general suggestions, and or someone willing to share aspects of a well-developed workflow would both be appreciated.
Kim Koons
--
Kimberly Koons, Presidential Libraries Museum Collections Officer
National Archives & Records Administration
700 Pennsylvania Ave., NW
Washington, D.C. 20408
202-357-5082
301-837-0873
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