Hybrid Work Model for Art Institutions: Strategies for Success

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Is your arts organization coming out of the pandemic with an interest in a hybrid work model?

COVID both forced and normalized remote work. But now that vaccines are being rolled out and the CDC is lifting restrictions, arts institutions are considering how their employees can get back to work. 

The flexibility and efficiency of remote work has led many executives to consider the hybrid work model. At Artwork Archive, we're seeing firsthand how museums and other arts institutions are adjusting to their new norms and creating a productive and collaborative workforce—in and out of the office. We're excited to share the strategies and tools that arts organizations use to communicate, get things done, and collaborate.

To start…

Consider the pros and cons of each type of work model—in-person, remote, and hybrid. 

When it comes to developing and maintaining a healthy work culture, there is no one-size-fits-all solution. Each arts organization will differ in its mission and types of programs, as well as its staff and budget.

To start a conversation about which work model might work best for your organization, here are some advantages and disadvantages to consider for each type of work.

Remote

prosA: Remote can help with recruitment and retention as you won't be limited by geography. You can also keep your employees healthy by limiting office hours. Coworking is also a solution for those who still want to meet in person. Teammates can plan and gather in/out of the office as needed.

ConsA: It's a challenge to create a sense of belonging with remote work. Some employees experience loneliness and isolation. Managers fear that their employees will be less involved in the work and their loyalty will decrease. This is exacerbated by news that one in four workers are considering quitting their jobs in the wake of the pandemic ().

In person

pros: There are known expectations for onsite work because that's what most of us are used to. Impromptu and chance meetings are also likely to stimulate creativity. 

Cons: You will have limited access to talents. Staff will have less flexibility. They don't have access to the benefits of working remotely - no commuting, more independence, etc. 

HYBRID

pros: A hybrid workforce benefits from both remote and in-person strategies. There is flexibility. Employees continue to strive for work-life balance.

Cons: There are problems with coordination. It's hard to overlap. Everything is painted. This can cause stress for managers. 

Did you know that there are different types of hybrid work models?

A hybrid is not just one solution. Various types are explored in the workplace. Here are five models we have come across and they are discussed in more detail in this .

• office oriented: Employees must come to the office most of the time, but companies set aside one or two days a week when employees are allowed to work from another location. 

• Fully flexible: Employees can choose when they would like to work from the office and when they would like to work from another location. Total flexibility can quickly create employee status levels and significant inequalities that favor those who are in the office more often. There are also real coordination issues as it is often difficult to predict who will be in the office. 

• Remote-ish (remote-friendly): In this model, some employees are allowed to work remotely. Some specific days may not be allowed for remote work. 

• Hybrid remote office: Employees are given a "menu" of options to choose from, which includes a remote option, a flexible work option (employees work from the office 2-3 days a week), and an in-office option. This can be difficult if managers and executives choose to work in an office. Employees may feel like they should be in the office. 

• First remote: Remote is the default. This model is different in that employees have the right to work remotely, rather than simply allowing the option. 

So far, it looks like many museums are opting for an office-centric approach with 1-2 specific days off work. Even before the pandemic, some organizations allowed their employees to work remotely. 

Factors to Consider When Considering a Hybrid Model

The nature of the work of employees and the specific work they perform. 

Who spends most of their time alone at their desk? Who needs access to objects? Who needs to collaborate and build relationships? The work styles and needs of conservators and installers are different from those in development. Finances may be outside the office, while security must be in place. 

Personalities of your employees 

You may have noticed that some employees have thrived working remotely, while others have struggled without social interaction. Some employees may be more intrinsically motivated and enjoy their own space. While others need human interaction and their work is improved through face-to-face communication. 

home installation

Some employees cannot afford the luxury of a home office. Or they may have family members or roommates at home. These people most likely prefer to come into the office and have their own space.

Work experience or work experience of the employee 

New employees or recently promoted employees may need to be on site. This group often needs training from their managers, and new hires benefit from interacting with teammates outside of their department. 

Age 

Representatives of generation Z as a whole prefer to be in the office (according to various surveys). They are new to the professional world and their social life is often intertwined with work. They also noted that their productivity has declined since they started working from home. 

Don't forget to listen to your employees. Consider how you can meet their needs while keeping your organization productive. 

Strategies for a Successful Hybrid Model

Hybrid operation requires remote access to , documentation and your teammates.  

A showed that 72% of executives are investing in virtual collaboration tools. 

In the art archive we have seen many groups move to online tools to continue to work effectively, whether onsite or remotely. To be honest, nonprofits have been slow to get virtual access, but COVID has made it necessary.

The following are ways in which arts organizations conduct hybrid work with a . 

Always have access to information with a museum database such as . 

Make information accessible so you can collaborate remotely

By distributing personnel, you want to be sure that you never lose information. Using an online art collection management system, all your art data, images, contacts and documents are centralized in one place. You can easily find, access and share the information you need.

You will also always be ready. You'll have the details ready for the board of directors and employees, the press, claims, and the tax season.

And best of all, you don't have to rely on a physical presence on site. You can access your art collection from anywhere and on any device. 

the team of the University of Nevada at Las Vegas was distributed. They have on-site and off-site employees working at the same time. They use Artwork Archive to ensure that everyone has access to the collection and information, no matter where they are. 

The Albin Polasek Museum and Sculpture Gardens have moved their exhibitions online with their entire team at home. They even organized an online fundraiser ( too much. Check out their current exhibition which is embedded on their website from their Artwork Archive account.

Share information often

With your online art collection, you can easily share and send information. You can coordinate loans and donations, create educational materials, share your archive with researchers, and continue to prove your value and impact to stakeholders and decision makers. 

There are many forms for exchanging this information with online art collection management systems, including: inventory lists, portfolio pages, service reports, wall and address labels, sales and expense reports, QR code labels, and exhibition reports. 

Your audience is likely to be "remote" too. Alisha Kerlin, executive director of the Marjorie Barrick Museum of Art, says she can submit ongoing press inquiries for exhibitions with a single click. People from outside Las Vegas are also interested in the collection and she can easily share information directly from her Artwork Archive account. 

Alisha was able to negotiate a loan to both the local performing arts center and Congresswoman Susie Lee's office in Washington, D.C. while she was at home. 

Create exclusive online views of your art collections. Invite your contacts to view your works of art in the private rooms of the Artwork Archive. 

Use private rooms to collaborate and coordinate projects

it is a tool included in the Artwork Archive database. You can create an art collection and share it directly with a specific audience. 

Vivian Zawataro uses private rooms to create art collections for teachers and students to use in their classes. For example, a professor approached a museum and requested access to a contemporary art collection. The private rooms promoted collaboration between the museum and the university's faculties. And no one was supposed to be there. 

“Private rooms are great for developing ideas among staff. We can add images and easily switch between options,” Alisha says. “We also use them to travel to our concerts. Sharing is easy."

Use a schedule to keep everyone busy

All important dates and tasks can be saved in the online art database. With a distributed team, you can define important tasks and set reminders so no one misses a beat. You will be able to view your upcoming projects as well as due dates. also syncs with your calendar and you will receive weekly emails. 

Art curator Stanford Children's Health uses the Scheduler to plan upcoming conservation events. She also collaborates with her conservative remotely. Each individual has access to the Art Archive and can simultaneously manage a project to assess the condition of the thousands of works of art in their collection. The curator uploads their notes and processing plans directly to the Art Archive account so that the curator can review the information and return to it. 

The Artwork Archive scheduler ensures that no details are left out. 

Engage interns and volunteers in projects both on and off site

“During the lockdown, we were able to keep our volunteers and interns busy with Artwork Archive,” Vivian shares. “We assigned works to different students so that they could research them and add their findings to the Art Archive. Each student had their own login, and we could track their activities using the "Activity" feature.

The Ohio Supreme Court hired a college intern to help with their inventory project. She took a static spreadsheet and uploaded it to Artwork Archive so she could update the database from her dorm room. Virtually, she collected documents from employees and attached files to object records. By release, she had completed the inventory project, leaving the Ohio Supreme Court with a solid database of images, details, and documents...and a great recommendation.

Keep in touch with your team with these tools

In addition to an online art collection management system such as , there are other tools that can be added to the virtual desktop toolbox. 

We have seen how museums use video conferencing platforms such as , and . is an excellent communication platform for team chats or direct messages. To keep projects in progress, you can use applications such as , or . If you want to provide customer support on your website, consider apps like or . is a great way to capture electronic signatures. intended for reimbursement management. And to unleash your creativity, check out flowcharts and mind maps. 

Virtual can be a problem for people with disabilities. Create access with or a service that offers Video Remote ASL subtitles and interpretation via Zoom. 

Develop a productive and collaborative workforce no matter what work model you choose. for easy-to-use cloud-based art collection management tools, both on and off site.