Optimizing Workload with Operational Strategy
What is Operations Strategy?
Operations strategy is the approach designed to optimize daily tasks, internal processes, and resources to achieve organizational goals efficiently. By optimizing operations, organizations can ensure that each team can fully dedicate itself to tasks aligned with its expertise and objectives.
Traditionally, the word “operations” in museums has been primarily associated with mission-enabling teams such as administration, finance, and facilities. However, it's imperative to recognize that each department within a museum contributes to its internal processes and tasks, collectively forming its operations.
This acknowledgment is significant because, for an extended period, mission-centric departments have often performed their tasks without requiring a cohesive strategy. Due to the nature of the work and the minimal use of digital tools, predominantly analog methods were employed, and there was little need to assess task efficiency. For many museums, large and small, this approach led to the accumulation of tasks without proper organization, resulting in an unsustainable and chaotic working method that have now caused stress and burnout.
It's no mere coincidence that stress levels among museum employees soared dramatically with the onset of the pandemic. The truth is, most museums found themselves ill-prepared to navigate the abrupt shift in workload, let alone address the evolving needs and expectations of their audience.
Why is it especially important for museums?
Consider the repetitive, critical, and intricate tasks involved in exhibition or program creation, conservation efforts, or acquisitions, which require seamless collaboration among various teams within the institution. These daily tasks, when inefficient, can be agonizing for staff. Add to it the brand new shiny project that leadership wants to bring on, adding more burden to an already overworked staff. For many, that will be the straw that breaks the camel’s back.
Instead, consider rebuilding your foundations — the fundamental workings of your teams.
Take, for instance, the role of a curator, traditionally equipped with a diverse skill set including research, analysis, interpretation, critical thinking, subject matter expertise, and communication proficiency, both written and oral. Additionally, they possess negotiation skills crucial for various museum-specific activities such as funding, acquisitions, and exhibition creation.
However, the landscape in which curators operate has evolved rapidly in recent years, marked by technological advancements and accelerated information dissemination. This necessitates a shift in approach, requiring foundational technical and organizational skills to navigate this new terrain effectively. While curators already possess organizational skills, what is now essential are brand new digital optimization skills and communication methods, along with project management and coordination skills.
By acquiring and implementing these skills, curators and their research assistants can enhance interdepartmental communication, ensuring smooth execution of research initiatives. This, in turn, liberates resources for creative and intellectual pursuits, ultimately enriching the museum's offerings.
How do you implement an operational strategy in your museum?
Implementing an operational strategy in your museum entails conceptualizing workflows, standardizing procedures, and delineating clear steps and processes. It may seem like a boring, long-drawn process, but trust me and read on, there’s pure joy at the end of it.
Analyze Tasks:
Strategically assess day-to-day tasks.
Evaluate contribution to team and organizational goals.
Identify Improvements:
Determine areas for efficiency enhancement.
Decide what to keep, remove, or simplify.
Create Workflows:
Develop structured workflows.
Establish standardized procedures for consistency.
Document clear steps and processes.
Utilize Tools:
Utilize existing tools or adopt new ones.
Aim for tools that simplify tasks and improve efficiency.
Implement Changes:
Integrate improved workflows and procedures.
Ensure team-wide adoption and adherence.
And the final step: Rinse & Repeat! Schedule regular intervals for reassessment to continuously refine workflows and procedures. That’s the only way to adapt to evolving team and organizational needs.
Yes, I did warn you. It could be quite a cumbersome, drawn out, and complex process, but with the right intention and approach, success is within reach.
The result? A well-oiled machine where tasks flow smoothly, resources are allocated efficiently, and your museum operates at its fullest potential, bringing joy to both staff and visitors alike.
Challenges in Implementing Operational Strategies:
Resistance to undertaking such an endeavor is understandable. Who has the time, money, and energy to embark on this process? But ask yourself, what is the downside of not embarking on this? I'll be providing more information about how to do this step by step in upcoming posts, but in the meantime, consider how you can start small. What is one recurring meeting that you can make more efficient, and how can you achieve that? What is one digital tool that is not working well? (Let's be honest, your Google Drive may need some organization.) Make a plan and start small. Every bit of cleanup counts.
