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Helping performing arts managers & producers skip the operations overwhelm, create company efficiency, and get their time back with my Business Documentation & Mapping Service

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The lights came back on, the curtains came back up, and the audience entered to take their seats once again. But the audiences look different. They spend differently. 

There has been a shift in what is required to reach audience demand. 

Most of what is out on the market is speculation on how to win current audiences. It will be a while before there is any real data to base decisions soundly on. And likely it will look very different for each region and demographic. 

This level of change is terrifying. 

But it doesn’t have to be. 

A time-tested business can pivot any amount with ease. This degree of flexibility is required to keep the arts alive. 

And that is where I come in. I have seen the effects of documenting procedures across several different industries. Once a process is documented - it becomes infinitely more able to be adjusted than before - the game of telephone is eliminated. There is printed words describing the change. Communication improves. Training speeds up. Everyone can be on the same page. 

I have also seen what happens when someone untrained in creating business processes has to document what they are doing alongside actually trying to do their job. Technical writing is a very specialized skill. If you have just any employee document processes, it may have mild success, but it is also much more likely to become that hated extra task.

That is why my service focuses on documenting them for you. Everyone is more productive when they can specialize. Let the creatives create, I will handle the documentation, and together we will save the arts. 

If you’re ready to take the leap to make the changes necessary to craft a flexible and thriving performing arts business schedule a free call!

OUR PROCESS


My Documentation & Mapping is an ongoing, done-for-you service to remove operational overwhelm, improve efficiency, and give you your time back so you can focus on what you do best -- successfully running the show like a business.

Phase 1: Sketching the Big Picture

We’ll take a step back and look at the big picture together. You will define your own personal why and revisit past successes to build confidence. I will review with you where you see the company now and how you would like the company to be. From that information, we will create a clear path forward to your ideally optimized company.

Result: By the end of this, each day will feel more peaceful and confident than the last. While your mindset exercises will continue with the program you’ll have eliminated the overwhelm - personal and operational - and be in the correct space to move forward.d.

Phase 2: Shadowing  & Documenting  

Next, I will request contacts from you so I can begin shadowing and recording tasks. Once a task has been shadowed, I will determine the best format for documenting it based on who needs access to it, what tools they have access to while completing it, and where it will eventually be stored. Since you have called in an expert at this step - you can save the time it takes to learn technical writing and process documentation formatting - leave that all to Pivote!

Result: You will regain your time and avoid having to deep dive into learning skills that have little impact on your life.

Phase 3: Reviewing and Revising

After documenting the task, I will review it for recommendations. It is likely in this stage to discover something takes longer than expected or there’s an issue with how a program works so a workaround is being used, etc. This is great because we will be able to fix any issues that are found. After feedback is received, we will make approved edits and determine documentation storage recommendations.

Results: You will uncover any issues - such as work overlap and system workarounds - and fix them which creates company efficiency and gains you trust with your employees.

Phase 4: Workflow Mapping 

Once a process is finalized, I will map where it falls in the workflow. This way you can see the big picture of how all of the tasks documented currently work together. Workflows are crucial for several reasons: training so everyone can understand how they are contributing to the outcome, making decisions for changes - for example, if there are a lot of workaround tasks for certain systems it would be worth it to evaluate the cost of in-depth training or a new system, and making it easy to see which tasks affect each other, so as small changes are made there is a map to show what else will need to be adjusted.

Results: You will have confidence in evaluating how larger-scale changes (external or internal) will affect each step in the process leading to smooth pivots. Communication will improve between teams as employees see how their work affects others.

Phase 5: Finalizing  

Once everything has been shadowed, documented, revised, and mapped, we will review it as a whole for any additional recommendations or relevant findings. You will receive a full recap of the project, all documents with storage recommendations, and the process map. With all of these, you and your team should be well-equipped to handle changes as they occur. At Pivote, we understand that deciding to make changes and updating the documentation to reflect the change are two different tasks - we will be more than happy to adjust your procedures alongside any large-scale changes you make!

Results: A company workflow so optimized and clear that you can adjust it with ease. Future changes are minor setbacks at most and you can relax knowing that you’ll have support in updating the workflow when changes do happen.


"I had the pleasure of working with Jessica for a year, and she really made an impact on the company through creating efficient ways to reduce operational tasks.

Because of Jessica work tasks were much easier and quicker to complete."

-Ashley Grime

Founder - Jessica Pehrson-Preciat


Jessica dropped everything and founded Pivote after seeing article after article discussing the change in audience and donor spending post-pandemic. The arts are her home - she's been involved in productions since 2004 - and she cares deeply for the large community of artists, actors, and creatives they bring together.

Her mission is to help performing arts groups craft companies that are so flexible it won't matter what external changes occur. The key to this level of flexibility and resilience is operational expertise and she's bringing her decade+ of operations experience back to the arts to achieve just that.

She looks forward to helping solve the large operational problems that come with required changes so you can have your time back to focus on the fun part - the production!


Schedule A Free Strategy Call To Learn More

Schedule a free 1-1 strategy call to see if it'd be a good fit.

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