Spectrum in Motion Phoebe Reese Lewis Leadership Program January 20, 2012 2012
Technology and Social Media Group
Introduction
Spectrum in Motion is an organization that does amazing work, using the passion
and energy of dance to change lives and transform neighborhoods. We hope,
through the use of social media, this work can extend its reach even further into
the Greater Hartford community and beyond. Having a more professional web
presence will not only help keep current members of the Spectrum in Motion
family connected, but exponentially expand the number of people who know
about the organization--helping future dancers, potential investors, and
newscasters looking for a heartwarming story to find Spectrum in Motion and
spread the word about the astonishing things this group accomplishes.
Website
A website is meant to be a relatively static page about your organization, which
enables people to get to know who you are, what makes you different, and what
sustains you. Unlike Facebook, a website is not meant to be updated on a daily,
or weekly basis, but whenever necessary. In many cases, a website acts as the
face of an organization--the only thing many may remember about about that
organization, so it is very critical that your website is professional, and appealing.
Our team came up with some very important suggestions which you may want to
consider.
Original Website: http://home.comcast.net/~spectruminmotion/
Good:
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Logo is big and clearly visible
Different pages made into tabs
“30th anniversary” announcement clearly visible
Basic background information provided
Lots of images available
Need Improvement:
● Background color
● Too much text for a home page
● Quote/mission statement too small
● Instead of Youtube links, actual videos should be posted
● Contact information on home page
● Donation link is small and located in a hidden place
● Performance information on home page
● Ms. Olivia's Profile on home page
● Calendar has too much scattered information
Example Website
Changes:
● Background color
● Short half page home page
● Donation/volunteer link right in front for importance
● Different pages added: student profile, contact us tab links
● Less text
● Image to incorporate theme of Spectrum in Motion (culture/family)
● Latest News section
● Upcoming Dance concert section
● Calendar Section
● Links to Facebook, Twitter, and Youtube using icons instead of links
● Photos section
Overall: looks simpler, professional, shows how Spectrum in Motion feels to
students/staff
Kept from original:
● Logo
● Basic background information
● Different Page tabs
● Images
● General idea
Other Suggestions to Implement
.org
Right now, Spectrum in Motion’s website is at
http://home.comcast.net/~spectruminmotion/. This URL makes it very hard for
people to know at once that your organization is a nonprofit organization. Using a
domain name with .org, e.g. spectruminmotion.org will enable people to know
that you are a nonprofit organization, and just taking that step may enable you to
lure more potential investors. Any new website design should be hosted on the
.org site, and the old page should be redirected to the new .org domain name so
people will automatically be sent to the improved site.
Contact Information
You certainly want to make sure your contact information is on the website.
Whenever it changes, always update it, so that people will find it easy to reach
you.
Other Programs
It is very critical that you showcase the beautiful work that you do. Let people
know of programs and groups like Stretching for Life, Spectrum Too, and Parents
in Motion.
Donate Button/Tab
Making the donate button/tab very visible to people is one of the important
changes we added to the new example website. People do not have to search
for some time for them to find it if it is at a place where it stands out, and not
much navigation is needed to access it. You may also want to provide some
information about what certain amounts of money can accomplish, e.g. some
organisations may say, “$25 feeds a child for a month.” (Or, in Spectrum in
Motion’s case, “X amount of dollars buys costumes for a performance.”)
Calendar/Event Details
Let your fans know how to follow you. Advertising your events on your website
can also be a very influential way of marketing your organization. People will
know when and where to see your performances wit ease, and that is very
important. People do not have to call you to know when your next performance
is. A website well used may mean a reduced number of calls.
Testimonials
“Spectrum is more than a dance company,” many of the people we have met
have told us. Showcase stories of proud members of Spectrum testifying how
Spectrum has changed their lives. Include stories from some of your students,
current dancers, and alumni: what they have accomplished, and where they are
right now. People want to hear stories, and if there is evidence that their money
can make a difference in someone’s life, more people are willing to give.
Pictures & Video
Dance is a kind of art many people would be grateful to see in order to
understand it. Explaining that you dance is not enough. Providing snippets of
some of your performances on the website is very crucial. Pictures are important,
but they are not enough. You may want to consider uploading some very short
videos on your website. A video enables people to see the real beauty of your
work, and probably be prompted to give to your cause.
Facebook, Youtube & Twitter Links
On your website, it is very critical that you have links to your Facebook, Youtube,
and Twitter pages. This makes it easy for people to follow you, and always be
knowledgeable of some of the interesting events taking place in your
organization.
Facebook
Statistics
● There are 600 million+ Facebook users → Over ⅓ of users are on
Facebook Mobile
● Survey results of 500 Nonprofit Organizations:
○ Over 70% of nonprofit (350+) staff replied that after using
Facebook, they were able to attract new event attendees
○ 70% of nonprofit staff responded that Facebook helped increase
their website traffic
○ 80% of nonprofit staff replied that their Facebook helped them build
better relationships with existing constituents by:
■Helping nonprofits stay in touch
■Building community around their issue/cause
○
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Those who experienced success said that they spent about 2.6
hours per week on social networking.
○
Useful Sources:
○ http://www.nonprofitfacebookguy.com/
○ http://www.netwitsthinktank.com/
○ http://www.netwitsthinktank.com/social-media/20-tips-for-nonprofitsusing-twitter.htm
Changes
Spectrum In Motion’s Facebook was originally an “Interest Group”. This served
primarily as a conversation hub for dancers and a place for occasional updates
and events.
We have created a Facebook page that classifies Spectrum In Motion as a “NonProfit Organization” and provides a more professional Facebook presence.
Classifying Spectrum In Motion as an “Organization” rather than an “Interest
Group” gives the administrators of the page the ability to “Like” other pages, such
as potential investors, college groups, other dance companies, etc. It also allows
individuals and other companies to “Like” Spectrum in Motion.
Best Practices
Administration
● One or two people should administer the page.
● A person becomes an administrator by being added as one by the page
creator or another administrator.
●
●
Once the person is confirmed as an administrator the page is connected
to their facebook account. They can use Facebook as themself or as the
page admin. Using Facebook as the page admin is necessarily to “like”
other pages with that account, comment on other pages as that account,
or otherwise act as that account’s public face on Facebook.
Only administrators can update the page and post content.
Updates
● The page should be updated with new posts, photos, or video content at
least three times a week. This will keep new content appearing on fans’
newsfeeds on a regular basis.
● Posts should be spaced out—not three times in one day, but three
different days of the week.
● Posts can be automatically queued for posting using the third party web
application Hootsuite (www.hootsuite.com). Hootsuite allows you to post
to both Facebook and Twitter from one location and write updates in
advance and schedule them to be posted later.
Content
● Define your audience and what they would like to see on your page/what
information would be useful to them.
● Engage your followers: Instead of just posting preset statements about
the group, try to keep updates more like a conversation with followers.
Ask questions, seek opinions, let them know what they think matters.
● Videos and Photos: Because Spectrum in Motion is all about dance,
having pictures and/or videos of events, dancers, etc. is very important.
Try to add new content whenever it becomes available. Photos of posters
for upcoming events can also be uploaded. Create different albums of
photos for different events.
● Promote upcoming events, but do not just use the site as a social
calendar—that is what the main website is for. However, a few weeks
before an event (or earlier for a major event), creating a Facebook event is
a good way to tell your fans. Post about your upcoming events
periodically to remind people they are coming up (especially in the week
and days before the event).
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Let people know about fundraising campaigns you are running. Ask them
to share information about your fundraising efforts with their friends.
Link to other websites sponsored by your group (such as a Youtube or
Twitter account, your official website, etc.)
Also link to stories and articles of interest to your followers and related to
your mission and focus.
The site can also be used to touch base with students and parents: letting
them know if classes are cancelled, etc.
Celebrate milestones: 100 followers, your 30th anniversary, or other
relevant events.
Interaction with Other Profiles
● “Like” the pages of groups you interact with in real life (like the
Connecticut Dance Alliance), potential sources of funding or grants, other
similar dance companies, and other people, places, or subjects that are
important to your group. You can also “like” or comment on their posts,
building a dialogue between your groups.
● Pay attention to follower comments and respond when appropriate. Avoid
getting into arguments or personal discussions with followers-send them a
private message instead. However, from time to time responding to a
thread of comments on the page may be useful to clear up misinformation.
● If someone posts something blatantly hateful or damaging, you can delete
it/block them. If a conversation is going in a negative direction and you
cannot clear it up through private messages to those involved or mediating
the thread, try posting a lot to move the conversation to the bottom of your
page where it will draw less attention.
● Delete spam or advertising posted on your page.
Building the Audience
● Tell people you know in real life about the page- hand out slips of paper,
bookmarks, or flyers with your facebook username on them.
● Liking other organizations and commenting on their pages or events also
will gain you more exposure
● Promote the Facebook page on the website and link it to any other web
presences.
Things to Remember
● Think of everything posted as permanent. Search engines can turn up a
post years after it has been deleted. So do not post anything that might
be a cause for regret later.
● Remember you are representing Spectrum in Motion in the public eye.
Future Suggestions
Twitter
Statistics
● 165 million+ users are on Twitter
● 50% of them use Twitter mobile
Source: http://www.netwitsthinktank.com/friends-asking-friends/using-socialmedia-increases-fundraising-by-40-percent.htm
Youtube
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VHS to Digital
Copyright Laws
○ Because copyright law is a very specialized part of the law, it is not
that difficult to find copyright lawyers
○ Contact large law firms and ask if there is a possibility of them
helping Spectrum in Motion probono
Blogging
● Some blogging sites that do not require web design/computer science
knowledge:
○ Blogger
○
Tumblr
Networking
● Research contacts for possible collaboration work and advertising events:
○ Smith Alum Network
○ Press Release
○ Law Firms
○ College Departments
Resources
● http://www.grassroots.org/
○ This is a website that provides various services for nonprofits
(501c3) for free
● Free services for nonprofits are the following:
○ Web Hosting
○ Web Building
○ Web Design
○ Graphic Design
○ Language Translation
○ SEO Consultation
○ Project Consulting
○ Phone Service
○ Content Filtering
○ User Monitoring
○ Online Marketplace
○ Data Management
○ Social Media
● Some requirements to be a member of Grassroots.org (and be eligible for
free services) are:
○ Must be nonprofit with 501c3 status
○ Primary purpose is non-religious
○ Primary purpose is non-political
○ Must not primarily be a trade or sector association
○ See website for more specific information
FUNDRAISING TEAM
Kelly McMenamin
Judy Liang
Margaret Richardson
Belinda Nhundu
Linda Loi
Trishagni Sakya
SUMMARY
Spectrum in Motion is a newly established non-profit dance organization serving K12 underprivileged youth located in Hartford, CT. Recently, Spectrum in Motion was
granted a non-profit status. In order to sustain the organization, the fundraising team
has identified the following key areas for development.
Areas in Need of Development
1. Income
a. Attracting Grants and Donors
b. Staff and Organizational resources
2. Expenses
a. Food Supplies
b. Areas for Occupancy
Recommendations
1. Income
a. Additional Funding Sources and Grants: Compiled a list of possible
grants and funding sources
b. Suggested possible unpaid internship positions organize finances
2. Expenses
a. Available local food stores that pledged to provide food and additional
food grants
b. Suggested available interested non-profit dance studios for future use
1. INCOME
SECTION 1(a): Grants and Income Sources
This section is designed to provide helpful information on foundation, corporate, and
government funding opportunities for individual choreographers and dance
organizations. A number of grant sources are listed that are appropriate for Spectrum
in Motion.
A. Potential Grant Resources For Spectrum in Motion
1. The Dance Journal
This calendar is designed to provide helpful information on foundation, corporate, and
government funding opportunities for individual choreographers and dance
organizations. The information is arranged in chronological order according to
application deadline date.
http://philadelphiadance.org/blog/grant-calendar/
2. Dance USA
Established in 1982 as the national service organization for the professional dance
field, Dance/USA is a membership organization currently serving over 400 ballet,
modern, ethnic, jazz, and tap companies, dance service and presenting organizations,
individuals, and related organizations.
For more information on other dance grants please see
http://danceusa.org/opportunitiesforfunding
3. New England Foundation for the Arts
NEFA’s grant programs and services reflect the creativity and breadth of the artistic
endeavors they support. Whether in the performing arts, Native arts, or public art,
their grant programs provide artists with funding and other resources necessary for
creating and presenting successful work. Individual grants range in focus from
production and touring to professional development and networking. Guidelines,
funding criteria, and deadlines are thoughtfully structured to ensure that the funding
generates positive, tangible outcomes.
http://www.nefa.org/grants_services/grants_services
4. Funds for Arts Programs for Teens
The Surdna Foundation seeks to foster just and sustainable communities in the United
States—communities guided by principles of social justice and distinguished by
healthy environments, strong local economies, and thriving cultures.
Through the Thriving Cultures priority area, the foundation is currently accepting
letters of inquiry for the Teens Artistic Advancement initiative. This initiative aims to
stimulate fresh thinking and new approaches to address the isolation and lack of
opportunities for artistic advancement for young people from disadvantaged
communities. Support will be provided to nonprofit organizations that offer programs
where young people have long-term opportunities to create art with accomplished
artists, often resulting in strong mentoring relationships, as well as organizations that
create professional artistic development opportunities for staff.
Letters of inquiry may be submitted at any time. Visit the Foundation’s website for
more information on the Teens Artistic Advancement initiative.
5. The Bank of America Charitable Foundation
http://www.bankofamerica.com/foundation/index.cfm?template=fd_volunteergrants
The Bank of America Charitable Foundation focuses resources on creating
neighborhood excellence in the communities throughout the United States where the
bank does business. While the priorities of specific company communities drive how
funding is used, giving at the local level typically falls into the following four generic
categories:
•
•
•
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Community Development/Neighborhood Preservation
Education and Youth Development
Health and Human Services
Arts and Culture
Requests may be submitted throughout the year. Visit the Bank’s website to access
the online application information.
6. Doris Duke Charitable Foundation
The Arts Program's mission is to support performing artists with the creation and
public performance of their work.
List of arts programs supported in the past:
http://www.ddcf.org/Grants-Awarded/
Application process:
http://www.ddcf.org/Grantmaking-Process/
7. Foundation Grants from insurance companies in Hartford Travelers
Arts and Culture: Travelers supports organizations that enrich lives through arts and
cultural activities and contribute directly to enhanced academic learning and access
for low-income and underserved communities.
To determine eligibility, please read the complete Grantmaking Guidelines that apply
to all charitable corporate and foundation contributions made by Travelers.
Please note: All grant applications must be made online.
https://www.travelers.com/about-us/community/foundation-grantsguidelines/index.aspx
8. Lincoln Financial Group
Grants support arts education and economic development through increased access to
the arts and cultural activities. Arts education expands opportunities for school
children and underserved audiences to experience the arts. Opportunities for increased
access to the arts and cultural activities focus on individuals of all ages, economic
strata, varying abilities, and ethnicities.
Arts grant applications must be received by December 6, 2012.
https://www.lfg.com/LincolnPageServer?LFGPage=/lfg/lfgclient/abt/fingrp/hta/index.
html&LFGContentID=/lfg/lfgclient/abt/fingrp/hta/htah
9. MetLife Foundations
The MetLife Community Connections initiative at the New England Foundation for
the Arts/National Dance Project supports the national tours of dance companies with
well-developed community engagement components, including workshops, lecturedemonstrations and other forms of collaboration with local schools and community
centers.
http://www.metlife.com/about/corporate-profile/citizenship/metlife foundation/index.html
10. Wells Fargo Corporate Giving
Arts and Culture
We consider requests from organizations that work to enhance community diversity
through:
• Access to and participation in cultural experiences for low- and moderateincome individuals
• Availability of a broad array of artistic opportunities and venues that reflect
the community’s diversity
https://www.wellsfargo.com/about/charitable/ct_guidelines
B. Non-profits similar to Spectrum in Motion
We have identified dance non-profits that are doing work similar to Spectrum in
Motion, and we recommend that you take a look at each company and tap into the
funding sources they are utilizing.
1. The Musical Theater Center (MTC) in Rockville, Maryland
Serves about 1,800 students with classes in tap, jazz, hip-hop, ballet, voice, and
acting. Executive director Rex Bickmore reports an annual budget of $1.3 million, 75
percent earned from tuition and ticket sales and 25 percent raised through grants from
local government agencies, private foundations and corporations, and parents. The
website has a long list of corporate and grant funds the organization has received in
the past.
http://www.musicaltheatercenter.org/support/corporate.html
2. Blue Ridge Studio for the Performing Arts in Berryville, Virginia
(No publicized funding sources, but they have a simple but yet appealing website that
can serve as a good example for Spectrum in Motion)
http://www.blueridgestudio.org/
Information for 2-4 found in an article entitled “Nonprofits: Filling a need”
http://www.dancestudiolife.com/2009/07/nonprofits-filling-a-need/
3. Axis Dance Company
Their website provides a break down of how they raise funds, and it would be worth
looking over to get some ideas.
http://www.axisdance.org/support.php
SECTION 1(b): Alternative Organizational Resources
In order to be sustainable, Spectrum in Motion must tap into three different resources:
the students, alumni network, and interns. The following sections present ideas to
generate extra funds and utilize resources already in place.
A. Student Engagement
Students in Spectrum in Motion are given many opportunities. One of the ways to
help raise more money and create a culture of giving is to help them learn how to give
back. If they are able to help raise funds for their classes, costumes, food, and other
resources they are given, they will take a deeper pride in the work they are doing and
opportunities they are given.
1.) Fundraising
o Restaurant Fundraiser Nights
 Ninety Nine: 15%
http://www.99restaurants.com/resources/pdf/DiningforaCause
Guidelines.pdf
 TGI Friday’s: 20%
http://www.fundraiseattgifridays.com/
o Bake sales
 Before and after shows, students/volunteers/parents should sell
inexpensive refreshments for the show
o Car Wash
 Students could help throw a car wash on the weekend in the
parking lot of a school or church
All three of these ideas could be marketed as a way to help Spectrum in Motion raise
funds for a specific project (i.e. “Car Wash in order to help us raise money for our
Spring show!)
B. Alumni Outreach and Network
Beginning to develop an alumni network is a key factor in establishing the future of
Spectrum in Motion. With an alumni network, Spectrum in Motion will be able to
keep alumni in touch with the organization. An extensive network also enables
alumni to give back to a life-changing program. These opportunities include, but are
not limited to, volunteering, donating, or providing other mentoring opportunities for
the students and staff of Spectrum in Motion. With the help of a hired intern as
suggested in section C of 1(a), Olivia could compile an extensive list of contacts into
a database.
With a database of alumni, the intern could do the following:
1.) Contact and maintain alumni database
a. Facebook, phone, email, through friends and family
b. Each current and future session should include an Excel
spreadsheet with Name, Date, Contact Information columns
2.) Send out a quarterly alumni newsletter illustrating the work of the dance
company in hard copy and digital form
(Note: This work can be delegated to an intern if Ms. Olivia needs help
or does not have the time)
a. The newsletter could include the following sections:
i. Stories from students – interviews, profiles,
pictures, etc.
ii. Goals for the year
iii. A letter from Ms. Olivia
3.) Create a letter of appeal for individual donations and support
a. Spectrum in Motion could review the Budget Summary to
determine how many dollars are allocated to each dollar, supplies,
and rented space, if applicable
i.
Use numerical amounts to specify dollar
donations
a. Example: “$3,000 covers the monthly rent
on our teaching space per month”
C. Intern Jobs
Interns are an important resource to utilize. By hiring interns from outside the
organization, Spectrum in Motion will be able to effectively separate dance education
and administrative tasks. The intern program should be designed to suit students
looking for unpaid internships that are willing to work during the summer or during
the year. Spectrum in Motion should advertise in local Career Development Offices
using the job descriptions provided.
•
•
Fundraising Interns
o 2 students hired during the year
 Responsibilities include:
• Planning fund raising
o Car washes with the students
o Bake sales, etc.
• Researching fund raising opportunities
• Writing grant proposals
• Tracking reporting deadlines to make sure that
Spectrum in Motion complies with the Terms of the
grant
• Writing letters of intent for the food donations and
researching opportunities to get free food
• Maintaining alumni connections and updating the Excel
database
Accounting Interns
o An intern hired to organize finances
 Responsibilities include:
• Assisting with organization of budget
• Coming up with ideas about how to better manage
finances
• Helping to organize grant and donation money
• Work to research other fund raising opportunities
• Research sponsors in area
Research possible spaces for permanent Spectrum of
Motion Dance Company
o Places to look for these interns: Local universities with arts
administration programs (Hartford, Trinity, UConn, Conn College,
etc.) and any place that has an accounting program
•
2. EXPENSES Section 2(a): Food Supplies
A. Restaurant Chains
More established restaurant chains tend to give away their unsold food at the end of
the day. Check in with these groups and see if you can work out a special deal with
them so you can save some money on food.
Au Bon Pain
185 Asylum St # 8
Hartford, CT 06103-3464
(860) 728-8793
Ask for the Manager, (we spoke to David). You need to send them a letter of intent,
and specific days of the week you want to pick up pastries. If it is a weekend, you
may want to check in with another Au Bon Pain, as this Au Bon Pain is closed on the
weekends.
B. Other Food Grants
Ask for donations from established grocers:
Many established grocers expect nonprofit groups to ask them for donations and they
have an entire department dedicated to donating food. Popular grocers include:
•
•
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Big Y: http://www.bigy.com/contact/donation.php
Stop And Shop:
http://www.stopandshop.com/about_us/community/donation_request/index.ht
m
Whole Foods: Call the Marketing Director of Whole Foods
o Also, several times a year, Whole Foods stores hold community giving
days (otherwise known as “5% Days”) where five percent of that day’s
net sales are donated to a local non-profit or educational
organizations.)
Section 2(b): Areas for Occupancy
A. Space
Recognizing that Spectrum in Motion is not presently able finance an independent,
physical structure, the two suggestions below are medium term space options the
organization should strongly consider. In order for them to be a sustainable institute,
Spectrum in Motion could explore a more suitable dance space to further their
mission to educate dancers.
Circle of Life, Arts for All Inc.
50 Chapman Place, East Hartford, CT 06108
www.circleoflife-eh.org
Located near downtown Hartford, COLAFA is dedicated to enriching and improving
the community of greater Hartford through the art of dance. Executive Director
Reggie Darall offers a beautiful ballroom space and a flexible schedule to house
dance practice and performances at a reasonable cost for non-profit organizations.
•
Specifications
o Price: $20/hour; negotiable long-term rent for monthly use
(p) 1-(860)-291-8747
(e) circlelifearts@hotmail.com
Hartford Arts Center
420 New Park Avenue, Hartford, CT 06106
www.hartfordcityballet.org
In conjunction with School of Hartford City Ballet, the Hartford Arts Center offers
pre-professional dance programs as well as music and photography presentations.
The facility offers two studios and a performance room available for monthly and
yearly rentals.
•
Specifications
o Price:


Studio 1: (36 X 32) = $20/hour
Studio 2: (20 X 20) = $15/hour
(p) 1-(860)-233-8552
(e) Dartanion@hartfordcityballet.org
CONCLUSION
During the transitional period as a newly established non-profit organization,
Spectrum in Motion could benefit greatly by heeding to the aforementioned
recommendations. Generating and maintaining alumni connections for individual
grants and attracting suitable donors are an integral part of sustainable income flow.
Hiring additional, unpaid staff will successfully delineate the management of the
dance and creative sector and the business development sector of the organization.
Tapping into local resources for donated food supplies could significantly lower the
food expenses. Although space is not an immediate concern, Spectrum in Motion
may want to further their mission as an independent organization by occupying a
suitable space equipped to serve the dancer’s needs.
On behalf of the Fundraising Team, we would like to extend our thanks to the Lewis
Leadership Program, as well as Miss Olivia for giving us an opportunity to manage
her needs for the future of Spectrum in Motion.
Team Olivia
A Description of Olivia Davis
Who are you?
● Artistic Director of Spectrum in Motion
● Mother to dancers, choreographer, transporter, clothes washer, teacher, provider
of food, events planner, fundraiser, grant writer, homework helper, and leader
What makes you different?
● Optimistic and ambitious (wants to help as many people as possible and is
excited by challenges)
● Hopes to achieve manageable goals (would rather have meaningful effect on
children than be a huge organization)
● Passion and drive
● Visual, physical, holistic ways of thinking
● Builds strong relationships
● Willing to take on any and every responsibility
What sustains you?
● Currently: Enthusiasm and love for students and dance
● Challenges: Miss Olivia is overly willing to take on responsibilities. This makes it
difficult to finish tasks efficiently.
● For the future: Implement supportive structures in the program. Delegate Miss
Olivia’s jobs to facilitate management and allow the program to flourish in the
future.
Short-Term Goals for Ms. Olivia
1 - 6 months
Set up Miss Olivia’s schedule to make time for what she wants to do and
maximize productivity after eliminating delegated tasks.
Example of Olivia’s Current Daily Schedule
8:30am…
Opens the office – check e-mails, look at upcoming events, answer inquiries from
parents, write parts of grants, finalize schedule, dry clothes at laundry mat,
purchase food at Big Y
2:003:00pm
Drive to Hartford, listen to music for choreography
3:004:00pm
Purchase food, transport students, prepare studio
4:005:45pm
Teach class
5:456:30pm
Dinner, homework help, set studio back up
6:309:00pm
Teach class
9:0010:00pm
Transport students, drive home to Northampton
10:003:00am
Wash dance clothes, check e-mails, maintain database of students, etc
Model of Olivia’s New Daily Schedule
9:00-9:30am
Take time to look over schedule and upcoming events; brainstorm for any new
things
9:30-10:30am
Office open – check e-mails, answer inquiries, finalize schedule to distribute
10:3011:30am
Dance/Choreograph in Smith College studio
11:3012:00pm
Lunch
12:00-2:00pm
Office tasks, contacting students, etc
2:00-3:00pm
Drive to Hartford
3:00-4:00pm
Prepare for class
4:00-5:45pm
Teach class
5:45-6:30pm
Dinner, time with students
6:30-9:00pm
Teach class
9:00-10:00pm
Drive home
10:0010:30pm
Office tasks
10:3011:00pm
Wind down – read a book, watch the news, time to think
Improve The Things You Already Do
Area of Concern #1
● Cell phone rings constantly throughout the day
Reflection Questions
● How much time do I need to devote to telephone communication?
● How important are the phone calls? Is there anyone else who could handle
them?
Solution
● Designate ―telephone times‖
○ Tell everyone to call you during your ―telephone times‖
● Rely on voicemail
○ Determine a time in your daily schedule to devote to checking voice
messages and returning telephone calls
● Turn cell phone on silent during class time, meetings, etc
Benefit
● Telephone calls no longer interfere with the rest of the day’s tasks
Area of Concern #2
● Using lists to remember task and track their progress
Solution
● Make one daily To-Do list using the index card method
○ Write today’s To-Do list on 1 side of standard size index card
○ At the end of the day, transfer tasks that were not completed to the next
day’s card
○ Tear up today’s index card and throw away
Benefit
● The index card will limit your To-Do list to a more manageable amount of work
Area of Concern #3
● Not enough time devoted to choreography
● No place to move at home, limited use of space at Boys & Girls Club
Reflection Question
● How much time can I devote to choreography now?
Solution
● Reserve Smith studio spaces for personal use
○ Contact Pat Rist, Administrative Assistant to the Smith Dance Department
■telephone: (413) 585-3232
■e-mail: prist@smith.edu
Details
● May need to sign a waiver before reserving the space
● Space is available when not in use for classes and performances
● Availability changes three times a year (fall semester, spring semester, &
summer)
Area of Concern #4
● Significant amount of time spent daily commuting to and from Hartford, CT
Solution
● Use time in the car productively
How-To
● Listen to music for future choreography
○ Take 5 - 10 minutes before driving to prepare for driving activity (ex.
queue CD)
○ Take 5 - 10 minutes after driving to record thoughts, finish story, etc
● Record stories about Spectrum in Motion that you would like to live on
○ Invest in handheld recording device (price estimate ~ $75)
- Consider Sony ICD-PX312D Digital Flash Voice Recorder,
which includes Dragon Naturally Speaking Voice to Print
Software (so you do not have to worry about transcribing
anything you record!)
Short-Term Goals for Organization
1 - 6 months
Current OrganizaAon Miss Olivia Carol Dance Faculty Miss Olivia The Board Miss Olivia President Carol: Secretary and Treasurer Steve Mitchell Mr. Davis Parents in Mo9on 12 Regulars Tristan Rebecca Nini Ashley Kristen Current Job Responsibilities
Critical People
Miss Olivia
Founder, Artistic Director
Board Members
Responsibilities
Everything!
Niggling Things*
Focus:
Relationships
Creative Projects
Future of the company
Unclear
President
Signs documents,
finances
Carol
Secretary, Treasurer,
Grant Writer
Steve Mitchell
Provides events and
space
Mr. Davis
Enforcer, Grunt Work
Dance Faculty
Tristan, Rebecca, Nini,
Ashley, Kristen
Teach
Niggling Things
Parents in Motion
12 Parents
Unclear; Provide support
*
“Niggling Things” refers to the things that must be done for class to even begin. This
includes set-up and clean up of the space, food purchase and set-up, laundering dance
clothes, changing the children into dance clothing, transportation of children.
Projected OrganizaAon Carol Miss Olivia Regular MeeAng Regular MeeAng Dance Faculty Regular MeeAng Parents in Mo9on The Board Projected Job Responsibilities
Person
Focus
Miss Olivia
The Heart
Board Members
Vision and Strategy
Dance Faculty
Student-Focused
Responsibilities
Relationships, Creative
Projects
Plan for Future:
Investment decisions:
new funding sources,
new opportunities for
space
Succession
Recruitment
Teach
Keep track of student
attendance
Help with niggling things
Parents in Motion
Organize the Niggling
Advertise Performances
Sell tickets & concessions
Food: purchase & set-up
Clothing: Launder &
change
Space: set-up & clean up
Transportation
President of Parents in
Motion
Organize the Parents
Delegate responsibilities
Establish volunteer
schedule
Steps to take over next week
1) Decide on a method to record student attendance
a) Suggestion: a binder with a sheet for each day
2) Designate niggling things
a) Suggestion: two faculty members set up food, two change kids, one
records attendance
3) Set a date for next board meting
Short-term Organizational Goals for Spectrum in Motion
1) Dance Faculty
a) Maintain Weekly Meetings between Olivia and Faculty
i) Focus:
 Students
 Identify students doing well, those who need extra
attention
 Review attendance book
o Try to establish a pattern to better plan laundry
and food needs
 Upcoming Performances
 Understand expectations
 Report challenges
 Other Concerns
2) Board
a) Create a Strategic Plan for Academic Year 2012-13
b) Establish Regular Board Meetings
i) Focus: Future of the Company
(1) Financial
(2) Staff
3) Parents in Motion
a) Elect a Leader
i) Leader attends Olivia and Faculty meeting
b) Establish volunteer structure
i) Responsibilities
(1) Food Purchase
(2) Food Set-up
(3) Space Set-up
(4) Space Clean-up
(5) Changing kids
(6) Laundry
(7) Transportation
Mid-Term Goals for the Organization
6 to 12 months
Internship Model
INTERN QUALIFICATIONS:
● Must be at least a sophomore student during the academic year; first years can
●
●
●
●
●
apply for the summer internship
must have an expressed interest in the arts, dance is preferred
team-player and able to work well independently
strong written and oral communication skills
has to be comfortable speaking with all types of people
must be able to think on their feet
BACKGROUND INFORMATION
(Notes from Olivia Davis on http://home.comcast.net/~spectruminmotion/)
Spectrum in Motion was founded in 1982 in the Pioneer Valley/5 College Community of
Western Massachusetts. Its premise is that dance should once again be part of
everyday life. Dance should help us to tell and share the stories of our lives. Dance
should embrace all peoples. I originally gathered people from all walks of life: those who
danced professionally and have moved on to other things; students of dance; instructors
of dance; those who supported dance; those who never danced. It was a community of
folks who were excited to move together as an ensemble and once or twice a year, we
presented original work.
The second generation of dancers was launched in the fall of 2003 at Charter Oak
Cultural Center and comes from an ensemble of my student dancers I called The Youth
Dance Performance Project. I have been blessed to have an opportunity to raise
dancers (1998 to the present) and to continue to build original work. It is with excitement
that The Company and I look forward to what lies ahead as we continue to take baby
steps and inspire others (young and not so young) to dance, embracing the simple
notion that Dance is for everyone. We all should be dancing!
Spectrum's dance education program known as Stretching for Life has a new home.
The program is now located at the Asylum Hill Boys & Girls Club at 170 Sigourney
Street in Hartford.
JOB DESCRIPTION:
The Spectrum in Motion intern will perform arts administrative tasks. Those tasks
include assisting, Artistic Director, Ms. Olivia, with creating weekly schedules, assist
with event planning such as setting up meetings associated with upcoming dance
performances, maintaining the student contact information database, updating
Spectrum’s Facebook page and YouTube account with performance videos, and attend
a company board meeting to take notes, follow-up with those things proposed and make
sure they get done. In addition, the intern will have the opportunity to help with setting
up snacks for the dance students as well as assisting dance teachers with setting up,
cleaning up, and breaking down the dance space at different stages. The intern may
also be asked to help hire the next intern. Note, that the position is not designed to be
rigid and it won't always align as closely with the descriptions. So everything is subject
to change.
BENEFITS OF THE INTERNSHIP FOR SPECTRUM AND THE INTERN:
Spectrum in Motion would benefit from the internship because it would shift some of the
administrative duties from Ms. Olivia onto an intern that is interested in learning about
Spectrum’s mission and how non-profit organizations operate. If the program is
maintained for several years it would provide Spectrum with a steady flow of
administrative assistance and in turn Spectrum could provide interested college
students with a rewarding experience where they can develop skills, build relationships,
and become inspired to continue work in the community.
HOW TO GO ABOUT CHOOSING AN INTERN:
1.
Submit Internship details to local colleges such as Smith and ones in the
Hartford area
2.
Hold an informational session at the colleges that are interested in having
students participate in your internship program.
3.
Once students begin to apply: call them in for interviews, in person or via
telephone if necessary
4.
Choose a student with whom you could envision forming a bond with and
who has the best energy about working with Spectrum in Motion.
CLARIFYING POINTS TO IMPLEMENT INTERNSHIP:
● The internship should be a mid-term goal: it should be phased into the
organization. It shouldn’t be implemented too soon, but soon enough because
Spectrum could use the help and an intern would benefit from the experience
● In order for the internship to successful, there must be a person from Spectrum
who would devote time to train, manage, and supervise the intern in order for
them to receive a rewarding and in-depth experience.
SMITH COLLEGE SUMMER INTERNSHIP PROCESS (WITH PRAXIS FUNDING):
Praxis is a source of funding provided by Smith College to students who secure unpaid
internship positions, usually over the summer.
1. Job description and application –
a. approval through Smith Career Development Office
2. E-Access—students contact organization directly.
3. Arrangement of interview (mutual or on-site)—latest before spring break.
4. Praxis deadline—last day of classes.
5. Hire—students meet with Smith CDO in funding aspect.
SMITH COLLEGE “HOT SUMMER INTERNSHIP” LIST
The Smith College Career Development Office (CDO) e-mails students of with lists of
―Hot Summer Internships.‖ These e-mails can be advantagious to Spectrum in Motion
because they notify and inform students about offered internship positions. The Smith
College CDO chooses internships from a wide range of career fields that are robust in
nature, where students are performing challenging tasks on a daily basis.
SPECTRUM IN MOTION AS AN OFF-CAMPUS FEDERAL WORK STUDY SITE
WORK-STUDY SITE OPTION: AN ALTERNATIVE TO THE INTERNSHIP
●
Spectrum could also utilize federal work study students in the Hartford area to help with
administrative tasks
●
All colleges have federal work study programs; thus, there would be no cost to Spectrum
to employ the students
●
A work study program would not require as much supervision and guidance for the
students because the students would not be required to have as in-depth of an
experience
FEDERAL WORK-STUDY PREPARATION
The Federal work-study program process differs by college
1.
Organization should contact the financial aid office of desired schools to obtain
information about their program process.
2. The organization presents the financial aid office with a description for the work position.
3. Approval of job by financial aid office—job will be listed on school’s career service
system.
4. Students seek for job and contact employers directly.
5. Upon hiring, employer fills out proper employment forms.
6. Student works.
COLLEGE CAREER SERVICE CONTACT INFORMATION
Albertus Magnus College
New Haven, CT 06511
(203)401-4046
careercenter@albertus.edu
Mount Holyoke College
South Hadley, MA 01075
Deborah Wijnhoven (Director)
(413)585-2582
dwijnhov@smith.edu
Laura Stathis (Recruiting Coordinator)
(413)538-2080
lstathis@mtholyoke.edu
American International College
Springfield, MA 01109
Abby Mahoney (Director)
(413)205-3263
abby.mahoney@aic.edu
Quinnipiac University
Hamden, CT 06518
(203)582-6486
careers@quinnipiac.edu
Amherst College
Amherst, MA 01002
Patricia Brown
(413)542- 2265
pebrown@amherst.edu
Smith College
Stacie Hagenbaugh (Director)
(413)585-2582
shagenba@smith.edu
Bay Path College
Longmeadow, MA 01106
(413)565-1000
Springfield College
Springfield, MA 01109
(413)748-3222/3110
Barbara Kautz
barbara_kautz@spfldcol.edu
Central Connecticut State University
New Britain, CT 06050
(860)832-1751/1756
Trinity College
Hartford, CT 06106
(860)297-2307
Peter Bennett
Peter.Bennett@trincoll.com
Connecticut College
New London, CT 06320
(860)439-2085
University of Connecticut
Storrs, CT 06269
(860)486-6156
Cynthia F. Jones, Ed.D (Director)
cynthis.f.jones@uconn.edu
Elms College
Chicopee, MA 01013
Nancy Davis (Director)
(413)265-2272
davisn@elms.edu
University of Massachusetts at Amherst
Amherst, MA 01003
(413)545-2224
Hampshire College
Amherst, MA 01002
(413)559-5445
Nancy Osgood (Job Posting)
nosgood@hampshire.edu
Sharon Friedner
sfriedner@hampshire.edu (Internship)
Wesleyan University
Middletown, CT 06459
Michael Sciola (Director)
(860)685-2180
Holyoke Community College
Holyoke, MA 01040
Richard Powers
(413)552-2361
rpowers@hcc.edu
Yale University
New Haven, CT 06510
(203) 432-0800
undergraduate.careerservices@yale.edu
Strengthen and Train the Board of Directors
1. Recruit new board members with connections to funding sources as well as a
passion to serve the Hartford community
2. Bring in experts for professional training
3. Create an annual fundraising event such as a dance gala, etc.
Professional Training Experts Contact Information:
(provided by Rev. Andrea Ayvazian)
Board Development and Fundraising Training
● Jennifer Ladd, Leadership and Money Coach
○ (413)-297-5626
○ jladd@jenniferladd.net
Fundraising Training
● Kathy LeMay
○ Company: Raising Change: http://raisingchange.com/
○ Transformative Fundraising: rita@raisingchange.com
● Kristi Nelson (Speak with Rev. Ayvazian for contact information)
○ Formerly Worked with the Women’s Fund of Northampton
Idea for Raising Funds to Pay for Professional Training
● Getting board members to make donations for the training since it will benefit
them and the entire organization. Example: a board member could make a
donation of one amount and others could try to match it to pool financial
resources more quickly and creatively.
Long-Term Goals for the Organization
1 to 5 years
●
Use more time for grant-writing and fundraising
● With more structured time schedules of the organization, the organization
will be able to have some time in their schedules. These times can be
used for the following:
○ Meetings about fundraising ideas
○ Grant-writing sessions
● Recruit new dance staff and dance students
○ Recruitment of new dance staff may be necessary in the future once the
staff settles into their desired profession. With better structure of the
organization and set responsibilities and times, new staff may be hired.
○ This is great way to utilize social media outlets such as the website,
Facebook, Twitter, Tumblr (blogging), and YouTube to reach out to a
wider range of possible dancers in the community who are interested in
teaching, or dancing with the company.
● Hiring can be conducted via:
○ Spectrum Too students-- internally promote to staff positions
○ Advertisement methods
○ Job offers to colleges for dance students.
● Incorporate more interns into Spectrum In Motion
○ As soon as the idea of of one or two intern(s) is incorporated into
Spectrum’s culture the organization can begin to think of expanding its
internship program to include more defined and specific positions.
○ Some possible positions could include:
● Fundraising
● Accounting
● Grant-writing
● Arts Administration
● Marketing
● Technology and Social Media
○ Incorporating more specific positions can allow Spectrum to get more work
done in certain areas and it can also provide local college students with
specific career field experience, etc.
Tips for Success
1. Five Minute Rule: at the start of the day, complete small tasks that require only a
few minutes
2. If no one else wants to do it, Miss Olivia should not do it either
3. Be comfortable saying NO
4. Think of time as a contract with yourself
5. You can only do a few things really well, so don't try to do everything
LEWIS LEADERSHIP PARTICIPANTS
Olivia’s Work Flow
Bianca Bryant
Hana Cha
Julianne Roseman
Melissa Tandy
Kaitlyn Willcoxon
Fundraising and Development
Judy Liang
Linda Loi
Kelly Mcmenamin
Belinda Nhundu
Meg Richardson
Trishagni Sakya
Technology and Social Media
Lucy Chikwetu
Stephanie Greenlaw
Andrea Kang
Hyunkyung Kang
Jessie Kaplan
We would like to thank the multitude of people who helped make this SecondYear Project possible, including:
Andrea Ayvazian
Jeff Baker
Erica Banz
Ashley Brickhouse
Rae-Anne Butera
Kristin Cole
Mary Colwell
Maria J. Coolican
Sarah Craig
Alice Hearst
Jeannette L. Jackson
The Phoebe Reese Lewis Leadership Program
The Smith College Campus Center Staff
The Smith College Media Relations Office
The Smith College Office of Student Engagement
Carol Terry
Patti Thornton
Susan Waltner
Nancy Whittier
Most importantly, this booklet is dedicated to Olivia Davis and all of the amazing
dancers, students, and parents who bring Spectrum in Motion to life.