Team Collaboration#

Learn how to effectively collaborate with your team on Artsumé, from managing team members to coordinating reviews and communicating about opportunities and applications.

Introduction#

Effective team collaboration is essential for managing opportunities and reviewing applications efficiently. This guide covers all aspects of team collaboration on Artsumé, including team management, reviewer pools, communication tools, and workflow coordination.

Prerequisites#

Before collaborating with your team, ensure you have:

• An organization set up
• Owner or Admin role (to manage team)
• Team members invited (if applicable)
• Understanding of your team's roles and responsibilities

Step 1: Understand Team Roles#

Artsumé has four team roles with different permissions:

Owner#

• Full control over organization
• Can manage billing and subscriptions
• Can delete organization
• Can manage all team members
• Typically: Organization founder or director

Admin#

• Can manage opportunities and applications
• Can manage team members (except Owners)
• Can configure organization settings
• Cannot manage billing
• Typically: Assistant directors, senior staff

Staff#

• Can create and manage opportunities
• Can manage applications
• Cannot manage team or settings
• Typically: Program managers, coordinators

Reviewer#

• Can review assigned applications only
• Cannot create opportunities
• Cannot manage team
• Typically: Guest reviewers, jurors, volunteers

Step 2: Manage Team Members#

Invite Team Members#

1. Navigate to "Team" from organization dashboard
2. Click "Invite Team Member"
3. Enter email address
4. Select role
5. Add optional message
6. Click "Send Invitation"

Accept Invitations#

When you receive an invitation:

1. Check your email for invitation
2. Click invitation link
3. Log in or create account
4. Accept invitation
5. You're added to the organization

Manage Existing Members#

1. Go to "Team" page
2. See all team members with roles
3. Click on a member to:
   • Change their role
   • Remove from team
   • View their activity

Step 3: Set Up Reviewer Pools#

Reviewer pools help organize reviewers for specific opportunities:

Create Reviewer Pool#

1. Go to "Reviewer Pools" from settings
2. Click "Create Pool"
3. Enter pool name and description
4. Add team members to pool
5. Set pool as default (optional)

Pool Configuration#

Configure pool settings:

1. Pool Name: Descriptive name (e.g., "2024 Grant Reviewers")
2. Description: What this pool is for
3. Members: Add reviewers to pool
4. Default Pool: Use for all opportunities (optional)

Assign Pools to Opportunities#

1. When creating/editing opportunity
2. Select reviewer pool from dropdown
3. Applications auto-assign to pool members
4. Or assign pool manually

Step 4: Coordinate Application Reviews#

Assign Reviewers#

Manual assignment:

1. Open an application
2. Click "Assign Reviewers"
3. Select reviewers from team or pool
4. Set due date
5. Add assignment notes
6. Assign

Review Workload Management#

Monitor reviewer workload:

1. Go to "Review Dashboard"
2. See assignments per reviewer
3. Balance workload evenly
4. Adjust assignments as needed

Review Coordination#

Coordinate review process:

1. Set Deadlines: Clear due dates for reviews
2. Send Reminders: Remind reviewers of deadlines
3. Track Progress: Monitor completion status
4. Discuss: Use team communication for questions

Step 5: Use Team Communication#

Application Comments#

Add comments on applications:

1. Open an application
2. Scroll to "Team Comments" section
3. Add comment or reply to existing
4. Tag team members (if available)
5. Comments visible to all team members

Internal Notes#

Add private notes:

1. In review interface
2. Use "Internal Notes" field
3. Notes only visible to your team
4. Use for sensitive observations

Email Notifications#

Team members receive notifications for:

• New applications
• Review assignments
• Review completions
• Status changes
• Team messages

Step 6: Manage Workflows#

Opportunity Workflows#

Coordinate opportunity creation:

1. Draft Review: Have team review drafts before publishing
2. Approval Process: Require approval for publishing
3. Division of Labor: Assign different team members to different tasks

Review Workflows#

Organize review process:

1. Initial Screening: Quick review to filter applications
2. Full Review: Detailed review of selected applications
3. Discussion: Team meeting to discuss finalists
4. Decision: Final selection process

Application Status Workflows#

Manage application statuses:

1. Submitted → Assigned → In Review → Reviewed
2. Reviewed → Shortlisted → Accepted/Not Selected
3. Use status changes to track progress

Step 7: Use Bulk Actions#

Efficiently manage multiple applications:

Bulk Reviewer Assignment#

1. Select multiple applications
2. Click "Bulk Actions"
3. Choose "Assign Reviewers"
4. Select reviewers
5. Apply to all selected

Bulk Status Changes#

1. Select applications
2. Choose "Change Status"
3. Select new status
4. Apply to all selected

Bulk Messaging#

1. Select applications
2. Choose "Send Message"
3. Write message
4. Send to all selected applicants

Step 8: Monitor Team Activity#

Activity Dashboard#

View team activity:

1. Go to "Activity" or "Dashboard"
2. See recent team actions:
   • Applications reviewed
   • Opportunities created
   • Status changes
   • Team member additions

Reviewer Performance#

Track reviewer activity:

1. View "Reviewer Performance" report
2. See:
   • Reviews completed
   • Average scores given
   • Completion rates
   • Timeliness

Step 9: Handle Conflicts and Disagreements#

Review Disagreements#

When reviewers disagree:

1. Review Together: Look at application as a team
2. Discuss Criteria: Ensure understanding of criteria
3. Seek Consensus: Work toward agreement
4. Document: Record discussion and decision

Role Conflicts#

Handle role-related issues:

1. Clarify Roles: Ensure everyone understands their role
2. Escalate: Bring issues to Admin or Owner
3. Adjust: Modify roles if needed
4. Document: Keep records of role changes

Communication Issues#

Resolve communication problems:

1. Set Guidelines: Establish communication norms
2. Use Appropriate Channels: Comments vs. notes vs. email
3. Be Professional: Maintain respectful communication
4. Address Promptly: Don't let issues fester

Step 10: Best Practices for Collaboration#

Clear Roles and Responsibilities#

• Define who does what
• Document responsibilities
• Communicate expectations
• Review regularly

Effective Communication#

• Use appropriate channels
• Be clear and concise
• Respond promptly
• Document important decisions

Fair Workload Distribution#

• Monitor assignments
• Balance workload
• Support overloaded team members
• Recognize contributions

Continuous Improvement#

• Review processes regularly
• Gather team feedback
• Adjust workflows as needed
• Learn from each opportunity cycle

Examples#

Example: Team Structure#

Small Organization (3-5 people):

• 1 Owner
• 1-2 Admins
• 1-2 Staff/Reviewers

Medium Organization (5-10 people):

• 1 Owner
• 2-3 Admins
• 2-4 Staff
• 2-3 Reviewers (guest reviewers)

Large Organization (10+ people):

• 1-2 Owners
• 3-5 Admins
• 5-10 Staff
• 5-10 Reviewers (including guest reviewers)

Example: Review Workflow#

Week 1: Applications close

• Admin assigns applications to reviewers
• 2 reviewers per application
• Due date: 2 weeks

Week 2-3: Review period

• Reviewers complete reviews
• Team comments on applications
• Discuss outliers as team

Week 4: Decision meeting

• Review summary and scores
• Discuss shortlisted applications
• Make final decisions as team

Week 5: Release decisions

• Admin releases decisions
• Team notified of outcomes
• Follow up with accepted artists

Troubleshooting#

Next Steps#

After setting up team collaboration:

1. Establish Workflows: Define your team's processes
2. Train Team Members: Ensure everyone knows how to use tools
3. Monitor and Adjust: Review collaboration effectiveness regularly
4. Read More Guides:
   • Reviewing Applications
   • Best Practices

Related Resources#

• Team Management
• Reviewer Tools
• Workflow Templates

Effective team collaboration makes managing opportunities and reviews much more efficient and enjoyable. Take time to set up your team well, establish clear processes, and maintain good communication. Your team will thank you!