Switching from a mishmash of spreadsheets and calendars to a system that makes it easier to work together: Our UK team explains why they think Yesplan is a good match for cultural venues in the UK.
Patrick: If you look at Yesplan, the first thing you see is the shared, colour coded calendar that shows everything that’s happening in all the various spaces in a venue for each day. But it is actually so much more than that. Underneath that calendar, attached to each of the events, is all the information that your staff needs to run the events smoothly. The ideal is that all of the staff use it, from the CEO to the cleaners and from the front of house to the stage door. This way, anyone who needs any information can simply log in and get it.
And of course there's so much more: the software will give you warnings for potential clashes or conflicts, we have integrations with ticketing, websites and accounting systems and you can run reports with the click of a button.
“Most are not thinking about the systems, they just want people working together better.” - Patrick Morsman
Darren: It’s kind of a back end thing, but we have a team of professional programmers who have developed the system in such a way, that there’s minimal downtime if any problems arise that they need to look at. And they set up some amazing checks to make sure everything works.
Another big advantage is how easy the system is to use. You could be up and running with the basics in as little as a couple of hours. Even though that’s just the basics of the calendar, it’s a great start and from there you can use more of the systems intuitive modules very quickly.
Patrick: Yeah I agree, right from the first time you see the system, you’re impressed by how straightforward it is to use and how little training is actually required. I think that is a direct result of the teamwork by the event planners and computer programmers, bringing the best of both worlds into this collaboration. I also continue to be impressed by the attention to detail they put into it and the strength of the user interface.
“Event planners and computer programmers worked together to bring the best of both worlds - and it shows.” - Patrick Morsman
Andrew: I have only had 90 minutes of Yesplan training…..ever. From just that small amount I managed to build a complete installation mirroring the operations of an arts centre to demonstrate the tools of Yesplan, so that says something, doesn’t it? Secondly, I only succeeded twice in ‘breaking’ Yesplan. Not even really breaking it, I received an error message. This engineering quality together with the superb usability makes it an easily adoptable product.
Patrick: When I joined Yesplan, I was struck by how many organisations didn’t have anything in place at all. They were either just using a mishmash of spreadsheets and calendars or very old and outdated planning systems. So bringing something in that’s going to help them with centralising their information is a really big bonus. And at the same time, it offers a chance to professionalise an organisation. Most are not thinking about the systems, they just want people working together better. And this becomes a tool to actually help them communicate better and drive efficiency right through the business. This makes it not just another piece of software, but something much more than that.
Andrew: Another point why it’s a good match, is that in the UK a lot of arts organisations encounter funding challenges. They need to be able to analyse their resources and they need to make sure they’re making the best possible use of everything they have. And Yesplan can clearly help them do that.
“A lot of arts organisations encounter funding challenges, so they need to be able to analyse their resources.” - Andrew Thomas