How can the top "contemporary art center" cooperate to realize an art feast?

UCCA has not only held the largest scale The most abundant and comprehensive exhibition of Picasso's works "Picasso: the birth of a genius" ， It is also the first choice for world-class artists such as Maurizio Cattelan to hold exhibitions in China ， Exhibitions held can often arouse public discussion and attention.

Since its establishment 15 years ago, UCCA has held 176 exhibitions of domestic and foreign artists, reception More than one million visitors.

How does the team behind such a cutting-edge and innovative art organization work together?

How to ensure that every exhibition is presented to the audience in the most perfect manner?

At the exhibition site of "Picasso: the Birth of a Genius", Picture provided by UCCA Ullens Contemporary Art Center

In 2017, UCCA completed its organizational restructuring and transformed into UCCA Group. In addition to the main museum in Beijing, two new museums have been opened, namely UCCA Dune Art Museum in Anaya and UCCA Edge in Shanghai, forming a "museum cluster". The whole team continues to grow, and cross city collaboration has also emerged.

The first challenge of UCCA museum cluster is the cross museum storage and sharing of exhibition materials.

For example, when cross museum exhibitions are held, relevant materials such as artists and works need to be obtained from other places. Many of them involve copyright and confidential documents, pictures and videos. Once they are leaked, there is a risk of piracy and they must be strictly protected.

Previously, when there was only the Beijing Pavilion, UCCA used the intranet to transmit exhibition materials to ensure security. After the completion of the new museum, UCCA did not easily use third-party online disks because The confidentiality of an ordinary online disk is not strong enough. If the link and password are leaked, everyone can see and download it.

Therefore, the first step in the digitization of UCCA library group is to find a network disk that is convenient for collaboration, safe and confidential.

After several comparisons, they found that The "WeChat disk" of enterprise WeChat: large capacity, fast transmission, and most importantly, the permission settings are very secure ， Irrelevant personnel can't open it even if they receive it, which is very suitable for cross library data sharing.

「 The sharing of microdisks is not only within the enterprise, but also facilitates the sharing outside the enterprise. For example, in some cases, UCCA needs to share exhibition materials with partners and volunteers.

In the past, these materials were either sent through WeChat, but the files were too large to be sent, and the pictures would be compressed. If the other party did not download them in time, they would soon expire and have to be sent again;

You can either send it by email attachment, but every time someone asks, you have to reorganize an attachment. After being sent out, they can't be traced. I don't know whether these materials have been re forwarded to irrelevant people.

Later they found that, use 「 Microdisk "sharing , very convenient and safe:

First, WeChat messages can be easily sent to external partners and volunteers without compression or expiration. Second, it can flexibly set external permissions, and control who can see, download, and retransmit. The watermark can also be enabled to prevent the screenshot from being leaked.

The microdisk is just the first step of UCCA digitization. Later, they went a long way on this road: Not only do you often use enterprise WeChat meetings and documents for internal communication and remote collaboration, but you also use innovative collaboration methods in daily exhibition planning and interaction with audiences.

Bao Wenlu, the head of UCCA's digital strategy department, said, "We chose WeChat because of its strong" comprehensive ability ", efficient collaboration functions, and basically no weaknesses. Many of the collaboration problems encountered in the development of UCCA have been solved through WeChat."

For example, Recently, UCCA held an exhibition of "Italian National Treasure Artists" in Beijing "Maurizio Cattelan: the final trial ”, great success , and a few months later Shenzhen held a new exhibition Morigio Cattelan: I hope you are here. stage It is urgent to transport more than 20 exhibits from home and abroad, re arrange the exhibition according to the environment of Shenzhen venues, and cooperate with artists, curators, brands, etc.

How to achieve seamless collaboration across cities, departments and organizations, and everyone's perception of time and progress is "the same frequency"?

Hold a morning meeting every day and ask everyone about their work progress and planning? But we are all in different cities and have different jobs on hand, so it is difficult to get together in time.

But if we can't synchronize in time, we may Between each other Don't know the progress. For example, the publicity of the Brand Marketing Department should not only cooperate with the planning of the Exhibition Department, but also cooperate with the ticket sales of the Audience Experience Department... The general director also needs to control the overall situation of the project.

In addition, even if we had a good idea of "what to accomplish on the date of the month", we still had a "vague" concept of time: "What's the day of the week and the month? How many working days are left before the deadline? Is it necessary to speed up the progress?" It's hard to feel intuitively.

Therefore, we need a big list of projects to coordinate all people and things, and write clearly: who is responsible for what, what month and what date to finish, and where is the current progress.  

Why not use traditional Excel to write these information clearly? I'm afraid not. Because the project progress needs to be updated from time to time by different departments and persons in charge. If it is a traditional Excel, everyone can only update it in the computer and then summarize it. Each version has different versions, which are easy to be confused if there are more versions; And we still can't see the real-time and latest curation progress, and still haven't solved the problem.

Later, UCCA found that the "online form" of WeChat not only has many ready-made and free project management templates, but also can be used, More importantly, compared with Excel, enterprise WeChat forms can be "filled together" and "updated in real time".

First, "everyone fill in". All departments related to exhibition planning can use the WeChat form of the enterprise, @The colleague in charge will receive a "red dot reminder" immediately, and click Open to edit and improve the form together at the corresponding position in the form. The final version is filled in by everyone, and no additional time is needed to summarize.

Second, "real-time update" 。 Exhibition construction, official publicity content, audience experience... Every day, whoever has promoted something should tick the box in the table. Colleagues from other departments can see the latest progress degree 。

With a useful collaboration tool, UCCA The collaboration between teams is more efficient and continuous To present numerous high-quality A phenomenal exhibition.

Therefore, Each exhibition period, They will Public oriented Hold many exhibitions related Workshops and The audience can register for offline activities as required.

For example, at UCCA Edge in Shanghai, we did a show called“ Tactile plan: travel to destination ”Of Experimental Art Project ， In addition to the exhibition, there are four other activities, inviting the public to sign up for participation and walk with the artists in the streets and urban spaces of Shanghai And perform impromptu performance.

Compared with exhibitions, In this way Offline activities, The quota is more limited, Each session is limited to more than 20 people. The nature of the event is also more special. In order to make the event experience better, we need to collect more detailed information and feedback from the audience.

For example, in addition to the basic information such as name and mobile phone number, the audience will also be asked about their interests and reasons for registration, Let the core audience who love art and really want to participate in the event be published, still able to In grouping, the diversity of background experiences of the same group of audience should be taken into account to encourage communication.

The usual way is to ask staff one by one through WeChat, or collect through ordinary questionnaires. However, a large number of people will lead to chaos, which is not conducive to Collect participants' most authentic feelings and evaluations at the moment; Statistically, the workload is also very large.

UCCA did not do this. They found that the enterprise WeChat "collection form":

When publishing, you can easily send it to WeChat, and the audience can fill it in on their mobile phones. It can also automatically check according to various problem types and fixed formats set in the background audience The number of digits and characters of the mobile phone number filled in will be limited, and an error will be reported automatically.

After publishing, you can make statistics and generate tables automatically, audience Each time you fill in a copy, the table will automatically update a row in a uniform format, and you don't need to spend time summarizing.

Through the collection form, UCCA can quickly collect the registration information of the audience before offline activities, and timely arrange to increase the number of sessions when the registration is hot. It can also collect the audience's feedback immediately after the event, and improve the next event experience in time.

With the help of digital tools, UCCA holds hundreds of offline activities every year, so that more people can get close to and love art.

Art requires both free "creation" and efficient "collaboration": what UCCA Ullens Contemporary Art Center does is to make art projects be presented perfectly through efficient collaboration, so that good art can be seen by more people.

In this process, digitalization can help the art, cultural and creative industry, improve the efficiency of organizational collaboration internally, and connect audiences, society and a broader ecology externally.

Art and digitalization, sensibility and rationality, may as well join hands.

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