3 Ways to Improve Communication in Your Arts Organization

Our music might be hundreds of years old, but our communication doesn't have to be.

The string quartet sits on the stage. Instruments ready. Bows on strings. The first violinist breathes, then raises the scroll of her violin to cue. The quartet launches into motion. Music fills the concert hall. The cellist nods his head to the beat as his melodic line soars above the sixteenth notes the violins play. The violist leans towards the cellist as she picks up the melody where his phrase ends. At the end of the first movement, the first violinist’s scroll bobs to the beat as the tempo slows. The rest of the quartet follows, moving with her until the last note rings through the hall.

To the untrained eye, the musicians on stage play seamlessly together as if by magic. In reality, every movement or gesture means something. The nod of a head. A member of the quartet leaning towards someone they share a phrase with. A quick intake of breath and a movement of a violin scroll. Where the audience sees movement, the musicians on stage see information. Movement is how musicians communicate. 

All musicians are familiar with the nonverbal communication required to play together as part of an ensemble. But outside of rehearsal, communication in a musical organization is rarely so simple.

Text messages might be overlooked, leading to missed rehearsals or confusion about dates and times. Emails get lost in spam folders. Tone of voice can be misinterpreted. 

Poor communication can lead to frustration, poor performance, and lost business—something most musical organizations can’t afford. Here are 3 ways your ensemble can make communication as stress-free as possible:

Centralize your communication on one app.

We’ve all been in a situation in which set changes, time changes, or logistical changes for a gig have been sent, often last minute, though a hodgepodge of different apps. As a result, musicians waste a lot of time digging through emails, texts, and Facebook messages.  It's easy to miss information when we're juggling different mediums of communication. 

It’s time to admit it: cobbling together information from texts, Whatsapp, emails, and notes scribbled on music at rehearsal is as archaic as the flip phone. 

These days, there’s an app for everything. So why waste time and energy communicating on a handful of apps when you can streamline your communication on an app?

Keep your communication to 1 app rather than email, text, or phone. Consider this app “mission control.” Refer to this app when communicating with your group.

An example of a great “mission control” app is Trello. Trello is a digital corkboard that visually organizes all stages of planning and production. 

Just because we're performing Haydn doesn't mean we have to communicate in handwritten letters with wax seals. Our music might be hundreds of years old, but our communication doesn't have to be.

Create a clear organizational structure.

In the same way you decide that the second violinist cues at a certain section or that the cellist is responsible for the ritard, you also have to decide who plays what role in your organization.

While taking the time to write a job description for each individual might feel tedious and overly formal at first, it will pay off later in a streamlined list of tasks and responsibilities. 

Organizations who don't take the time to designate tasks and to clearly define roles risk dropping the ball on things that need to get done. Not defining job descriptions can lead to scope creep: one person being stuck with the majority of work, which breeds resentment and job dissatisfaction. 

Keep in mind that you might also need to write descriptions for jobs that you haven’t yet filled. For example, your quartet might want to hire a virtual assistant for a few hours a week when you produce enough income to be able to afford one. This way quartet members can delegate administrative tasks, freeing up more time for practice and rehearsal. Without a vision for the future that includes outsourcing work once your organization grows, you’ll limit the growth potential for your organization.

Having a solid plan in case something goes wrong keeps your organization running smoothly with minimal stress for all involved. If you decide who handles what and how they'll handle it before a problem arises, that problem will never become a disaster. 

Define the unique needs of each member.

Like the different voices of each instrument in an ensemble, each member of your musical organization has a different voice, personality, and way of thinking. Does one person thrive under pressure and not mind short time frames to complete projects, but dislike working on a predetermined schedule? Is another person great at scheduling rehearsals and choosing the program, but drained by social media? 

Base your organizational structure on each member's strengths. Let the extrovert handle social media and cultivate sponsorships and client relationships. Let the member with health issues or family commitments work at their own pace rather than adhere to regular hours.

You wouldn’t ask the first violinist to play the bassline. Let each ensemble member take on the role that matches their strengths and identity.

Any good musician knows that an amazing concert doesn’t just happen. It takes practice, organization, and a lot of behind-the-scenes work to create an experience that audience members never forget. Good communication within a musical organization doesn’t just happen, either. But with a little foresight and planning, all members can work together in harmony.