The Mission: Art to Change the World (ACW) is a diverse non-profit coalition of change makers employing the arts in service of positive social change. We are a 501(c)3 organization overseen by a ten person board of directors.
Our Values: Collaboration, Inclusiveness, Creativity, Effectiveness.
Equity practices across art disciplines, cultures, age, race, economics and abilities.
Opportunities for art and science to intersect.
Break down historical barriers to creativity.
Shared decision making and leadership.
Our Vision- Inspirational and Aspirational
To become a quilt of identities and disciplines
To train artists as creative leaders for the future
To effect change through social justice art projects.
To pay artists.
If you can dream it you can do it.
Welcome to our Art To Change The World Project Management Training Program (PMTP)
The purpose of the PMTP is to give our social justice projects the best chance for success and to develop and support our interpersonal dynamics as we create events employing Art to Change The World. ACW not only provides an opportunity to give the world beautiful, impactful social change art, but also to empower the artist collaborators to have a wealth of broadening, enriching experiences and discoveries.
Key Important Characteristics for an effective ACW project management leader. Is this, or could this, be you? Organized/Empathic/Inspirational/Equitable/ Calm under pressure/Courageous/ Open to feedback/Able to put own ego aside/Ability to enforce policy/ Superior Communication Skills, Politically savvy/Focus on We not Me
We serve to live and live to serve!
Prereq Criteria to enter the PMTP program:
1. Be, or Become, a member of ACW, scholarships available.
- Volunteer a minimum of 6 hours. (If you are a new member- contact Barbara about this.3. Create a brief Project Proposal approved by ACW Director to be used at the training. We encourage you to choose a topic which might end up being an ACW project. https://www.arttochangetheworld.org/how-to-submit-a-project-proposal
Bring 20 copies to pass out. - Prepare a 1 minute elevator speech to pitch your project. Components: 1. Hook 2. Purpose and Impact 3. Why you need support.
Contents of the PMT Training Workshop
Part 1) Prereq Requirements, Introductions and Community Building (Pages 1-3 )
Part 2) Nuts and Bolts (Page 3 )
Part 3) Head and Heart (Pages 4-8 )
Part 4) Appendix 1 Lesson Plan Format (Page 9-11)
Part 5) W-9 (Page 12 )
Introductions and Community Building 9:00-10:00
20 Minutes Introduction Activity with TODAY, I’m Alright Cabinet. Select an object from the Cabinet. Introduce yourself. Share why you chose the object. Answer the question: Why do you want to be an ACW Project Manager? Question: How can ACW serve YOU! Barbara
5 minutes Bridges introduces PMTP objectives. Tom Reads Poem. Bryce introduces Pronoun policy and we practice.
15 Minutes PIVOT ACTIVITY Break into 3 groups and pull a “something happens” slip from a hat. Design a Pivot. Distribute T-Shirts Layl
Read: Cognitive Dissonance occurs when what you believe to be true is in direct conflict with what you see to be true. It happens when you realize that your truth is A truth- not THE truth.
Every community enjoys many different people with different life journeys which have brought them to different belief systems. Conflict emerges when one person or group believes that their truth is THE truth. There are 7 billion people on the planet. Statistically, it is improbable, and breathtakingly arrogant, to believe that YOUR truth is THE truth.
REAL social change can be affected when the participants collect data from each other, participate in authentic dialogue AND commit to action plans. The World Belongs to Those Who Show Up – On Time. Discuss Barbara
10 minutes Visit Website. Explain the purpose of the ACW Project Page. Why we use Word Press. Show Resources page. Is your project practical, can it be funded and does it fit with the ACW Mission?
10 Minutes Project Page Show and Tell 2 minutes each: Kelly Common Bond Frances Fox Den Barbara Pearl Layl Re-Use-A-Thon
The Practical Nuts and Bolts 10:00-12:00
30 Minutes Create Systems and Make Deadlines Review Project Check List. See Appendix 1 – Page 9. Plan for Weekly or Monthly Updates and Verbal Report Meetings. Project Management Checklists are due every Monday. ACW uses Microsoft Suite. We have many members with different levels of technology skills. We needed a common agreement for platforms, apps and software. You will need basic skills on Word, Zoom, Doodle, Google Docs. Keep all your schedules/dates/directives etc on your ACW Project Page. Send updated info to the Webmaster info@arttochangetheworld.org . They will do webpage edits.
Employ Time Management Strategies
Speakers to share their systems. 1 minute each. Kelly, Barbara, Layl, Kelly shows the trail of emails to collect information. Show visually a typical email response chain. Making it manageable. Kelly
60 minutes Participants share their projects. Participants pass out their approved proposals to all attendees. 2 minutes each. Discuss Return On Investment (ROI) – Fiscal and Time. Evaluate ongoing risk management trade-offs on your project. Political considerations. Funding Considerations. Barbara
30 Minutes Deliver Prepared Elevator Speech. Practice presenting your Elevator Speech to Kelly or Barbara. 1 minute long. Employ an inspirational idea to engage participants and supporters. Identify an effective hook. Consider all kinds of ways to deliver project components. How to ask for money. How to approach people for resources. How to find your participants. Give examples. Barbara
5 Minute Break Prize
The Head and Heart 1:00- 2:00
The Squishy But Vital Parts
5 Minutes Cultural Power Activity – Elitism and Art Why ACW requires artWORK statements. Barbara
5 minutes Volunteer Program. How it Works. Why we need it.
ACW works with the “Many Hands Make Light Work” Model. There are a lot of people doing a variety of tasks. If you see an area that you can step in to help we invite you to offer. Check out our Volunteer opportunities here: https://www.arttochangetheworld.org/volunteer-opportunities-2/ Barbara
Policy:
Active ACW Members means membership paid and 6 hours completed.
Required to be an ACTIVE ACW member. You will need 6 hours of volunteer time in a 12 month period. We divide the year from January – June and July and December. You can roll your volunteer hours from July- December into January-June.
Many ACW opportunities like exhibits, sales of work, design work and paid teaching opportunities will be given first to ACW members who have volunteered 6 hours or more. Check with Volunteer Coordinator first to make sure your hours will count. info@arttochangetheworld.org.
15 minutes. Inspiration and Motivation. Show: https://www.youtube.com/watch?v=u6XAPnuFjJc. Discuss. Introduce Triple Bottom Line – People, Profit, Planet Barbara
10 minutes Identity. Name 3 key components of your identity. What defines you? Put Up Sticky notes. We try to guess who is who. Kelly
5 minutes Ego. Can you put your personal ego aside? The project’s success is YOUR success. As a leader your measure of success is tied directly to your team’s success- you are interdependent. Ask for Help – Can you delegate? What happens if they say “yes” and do not do it? Share a story about when you kept the project goal in sight and your ego on the shelf -or didn’t. 1 minute or less each. Layl
5 minutes. Be Professional. Dress like a leader. Define what that means and why it is important. Show up 15 minutes early every time. Be where the buck stops. Take responsibility for your actions and their consequences (sometimes on issues that other people created). Enforce ACW policy. Solve problems within the ACW family. Consult director when in doubt. Discuss Barbara
Can/Should. Discuss the difference between what ACW SHOULD do and what it CAN do. Barbara explains Pay Pal.
ACW uses Pay Pal for disbursements. We have tried different methods- all unmanageable with the staff we have. The ACW Director uses Quick Books to manage the money and Pay Pal dumps all transactions with their data into the QB software. Now Go Fund Me money is also dumped directly into Pay Pal. The accountant uses this for quarterly reports and year end taxes. Pay Pal also has a real human at the end of a phone number to help with any issues. You need to get a Pay Pal account to be paid by ACW. There is always a fee when you are moving money around -banks, credit cards, other digital platforms. The 3% Pay Pal charges is minimal for what we get and most members cheerfully contribute that to ACW.
Barbara
10 minutes Divide into 3 groups. Write 6 words that you’re grateful for.
Write a 6 word sentence or sentences fragment or pick 6 words that list what you’re grateful for today. In your small group, share and pick one from the group to share with everyone. Kelly
5 Minute Break Prize
_________________________________________________________________
ACW Community Engagement 2:00-4:00
60 Minutes Open Dialogue with all. Participants take turns reading text .
How ACW works:
ACW is a cross cultural/generational/gender collective.
We strive for member equity.
We do our messy best.
We ALWAYS assume good intentions as we join together to try and make the world a better place.
ALL need to have their voices honored. This includes the youth, power elite, the elders, and our BIPOC/LGBTQIA and underserved members.
We are trying to move ACW away from Transactional (What’s In it for ME) to Relational (What’s in it for US). Understanding, of course that relational can turn into transactional.
Please do not be that person who complains and does nothing to contribute to positive solutions.
Remember that ACW is a mostly volunteer organization. Even those receiving stipends are paid a fraction of the real value of their time and skills.
Those members who move the collective forward are the members who are featured.
Interpersonal Dynamics
Assume Good Intentions.
Conflict Resolution.
Become a data driven person. When something sounds improbable-it probably is. Collect the data BEFORE you draw conclusions. Do NOT send emails when you are angry. Give it 24 before you reply and collect the data BEFORE you react and make sure your concern is in response to what is accurate. Pick up the phone! When you send angry emails, those words live on and cannot be unsaid. Once you confirm the facts, if you still have an issue with one of your ACW fellow members- approach THEM to resolve – before you complain to others. Do it first. If that is unsuccessful, then go to your Committee Chair/Project Manager and then, the director. When there is conflict, and one person will not come to the table for resolution- THEY are the problem.
BB When you misstep-we all do- apologize! If you were the injured party – accept an apology with grace and move on. What does an apology look like? NOT, “I am sorry what I did upset you.” (The implication is that there was no reason for the person to be upset by the thing you did which you feel was perfectly rational.) Remember: Our goal is to maintain healthy relationships. A successful project is not successful if participating members are mad at each other on completion. No project is worth jeopardizing our ACW relationships.
Be aware that many of us are neurodivergent. The very quality which makes us high performers also makes us feel anxiety and it makes us jump to judgement. Collect the facts! Harness that anxiety into an asset! Assume good intentions!
If you have an issue with how something is being done. Join, or create, the committee which could set policy and raise your voice.
When we have reached consensus – then it is time for everyone to get on board and support the outcome. Please do not keep discussing the decision. Sometimes your view prevails- sometimes it does not.
Practice how to disagree. Don’t challenge. Say “That makes me wonder about…”
Practice Active Listening. Define “dialogue”. Discuss protocols for Zoom meetings. Hard to read when someone is done speaking.
What is a micro – manager? List definitions and then share. Where is the border line between effective detail-oriented leadership and too much input? Build the team, have confidence in them but, as a leader, feel safe to question. Leaders recommend procedures. If the project manager disagrees and implements against recommendations, if the project goes sideways, the project manager will be responsible for making it right – not the leadership. Discuss. Layl/Barbara/Kelly
15 Minutes Leadership coat of arms activity and share. 10 minutes make, 5 minutes share “Real leadership is helping people be effective from where they are at.”
“Not aware of how you’re being received. Appreciating the people doing more work than you.
Open to feedback, as we want to make sure as leaders we are being well received. However, we are mostly criticized and rarely thanked. So the more we are put down, it makes us not want to do our jobs. So the more we can uplift everyone the better. Kelly
Communications
2 minutes: Margo Ashmore shares communication tips
Life happens but in ACW we are respectful to each other. A no show, no post is unacceptable. It takes 10 seconds to send a text or reply to an email. Most of us work for little or nothing. When a lot of people each do a little-there is nothing we can not accomplish! No show, no cancellation means no future participation.
Please send drafts of communications outside ACW to Kelly and Barbara first. Cc ACW leadership on all communications-especially outside the ACW family. Explain why. Share a few stories Kelly is the Operations Director (nuts and bolts) and Barbara is the Artistic Director (in charge of all outward facing communications with the community). This is not because we don’t trust you. Barbara and Kelly have cross over information on donors, history, future projects that may be pertinent. Barbara
When asked to RSVP a meeting- Just “Reply”- no need to “Reply All”.
Generally, do not add people to an email chain without the permission of the originator.
Send a meeting confirmation the day before the meeting if you are the convener.
If the Subject Changes… change the Subject line on the email.
To, Cc and Bcc When you are communicating, put the people who need to take action on the “To” line. Those who may need to know should be put on the “Cc” line. If you are on the Cc line and have relevant data which may impact the topic – then chime in. Use your judgment regarding Reply or Reply All.
Use Bcc when emailing multiple participants in projects. Privacy Issues.
Do not mine project email lists for your own promotional activities.
When you send copy: Thanks for not formatting when you send copy -just leave it all single spaced and tight together. WordPress and Mail Chimp make formatted copy go all kaflooy and it is time consuming or impossible to fix it. Thanks!
Timelines: Send and Receive email etiquette.
2 minutes Kelly demonstrates Send and receive responses using theater art.
Part of ACW’s success is our culture of being able to turn on a dime. When you are planning and managing a project, it is optimum if you check your email each morning and your text messages several times a day. It is standard expectation that all leaders of ACW will check their email every 48 hours. When you send an email with a task attached -include preferred completion date. When you receive an email with a task attached, please let the sender know you have received it and when you might get to it. You can say” I can’t do this” or “I can get this done by Sunday” or “I am on this”. Just REPLY! If there is something in the email you do not want to deal with…just ignoring the question is not an effective option. When the sender has to post 3 times to get an answer- it makes their work unmanageable. Thanks so much for this courtesy. If you do not receive a response… ask, ask and ask again. Try phone and text message but it is not cute to make us text you to go and look at your email. Email is not infallible, and this is also a way for us to beat the poltergeists! Discuss Kelly
Response Time and Mode: Barbara arises around 5ish and does all her corresponding. She started this in her academic days- no one bothered her on the phone before 8:00 ; / 0 Some of you arise at 11:00 AM. That is fine! We just need to know what our times are. Oftentimes, when you are asked for something- the person is on hold for what they need to do until you respond. Sometimes it is time sensitive. Identify TS(Time Sensitive) on the subject line if you need immediate action. Become a speedy responder. Do you prefer Phone, Text or Email? Make that preference known but we primarily use email because we can create and track threads for an easy search. . With dozens of ACW leaders now- it is impossible to remember everyone’s preferences. EMAIL!
One Week Email Notifications when you are a project manager. Using your project database team emails, post project participants regularly with status updates and at least one week out with all times, activities, materials and people needed. Then post again the day before. Ask for confirmation of receipt. REPLY… NOT REPLY ALL!!
Consider creating a Task Tracking google doc. Then the project manager (YOU!) does not have to keep asking over and over. Show ACW Google Drive Example. Layl
5 minutes Break
Money/ Stipends
Appointments to Leadership positions are contracted for every 6 months. We expect people to roll in and out. That is healthy for the organization.
The directors are in charge of managing the money. This needs to be carefully considered on many levels. What is our long game? Who are potential major donors? Who has influence in granting institutions. Who is doing an extraordinary amount of work. Who is contributing a specialized skill set.
No one in a non-profit is ever adequately compensated. We are in it for something else. We ARE working, however, towards the goal of the core staff making a living wage.
Most Projects and one-off tasks will generate an agreement with clearly marked deliverables.
Stipends will be paid monthly. Usually the first week of the month for work completed the previous month.
One-time tasks like creating a logo or jurying an exhibit are paid between $50 and $100. Kelly and Barbara
._________________________________________________________________
5 minutes Break
2 Minutes Herman Milligan shares why he thinks ACW is successful
15 minutes: Divide into 3 groups.
1. You are serving as an ACW Ambassador and someone tells you “ART To Change The World is a pretentious name and mission” How do you respond?
2. What does the word COLLECTIVE mean? Are we communists?
3. ACW gets a $30,000 donation from a private donor. How do you thank them? Layl, Barbara and Kelly
15 minutes Finally: Share your top three take-aways from the PMTP verbally and complete the survey.