Checklist of C’s for Outsourcing Success
In years gone by I am sure we all worked and studied very hard to get nothing less than A's & B's in school. Why?...to be a success in the academic world and to please our parents of course! Now that we have moved on and our school days are far behind us, I want to Convince you that in some studio business transactions a "C" is OK....and actually the best letter to use when working hard to be successful with "outside Contractors". You will still be pleasing your parents only this time around they will be Content studio parents.
As studio owners and directors we are quite Competent and Comfortable that the majority of the times, our events are done "in house" and we have Complete Control over the final results. But there are a few times during the dance year that we must rely on outsourcing our projects in order for them to be Considered a success. In most instances these projects are related to a performance such as Costumes, Music Recordings, Scenery Rental, Program and Ticket Printing, Videographer, Recital Boutique Items, Photographer, Facility Rental, Production Support and Technical Crew. In future articles, I will be addressing all the varied topics
mentioned. But now for starters, I want to share some general hints as well as a Checklist that I hope will serve as an easy guide for you to follow when venturing into the world of outsourcing.
Compare before you reach a decision as to which Contractor you will use. Create a list and do your research on each Candidate. Check out their Credentials. Be a good shopper; look for a bargain, but that does not mean use the Cheapest. Establish the best values for the Cost before you make your final Choice. Be sure the prices they are quoting are Competitive with the rest of the market.
Confidence is a great attribute to exude when negotiating terms. Even if you have the slightest bit of doubt, display Courage and stand by your Commitment to excellence. Self-assurance as well as a broad scope of knowledge in regard to the project should be Conveyed prior to reaching a verbal agreement. There is no need to be Cocky, just be Competent. Be your Charming self as you Communicate to the Contractor what you want and what you expect. Be sure to Cover each facet and include all the details in your initial Conversation. Leave no stone unturned. Visit every Corner.
Concepts in marketing that are Creative and Clever are A-OK...but that does not mean tricky or sly. Being honest and Candid is the only way to go at all times. Every phase of the project, from forms to the final delivery, should be Customer Friendly. Studio parents respect business decisions that are made in the best interest of their children as well as themselves. If they are pleased they will Contribute as well as Cooperate with your requests, which will Certainly reflect in the success or failure of your project.
Current dance trends in Costume Design, Videos, DVD's, Music, Recital Boutique Items or Photographs do not necessarily mean they are right for your Clientele. Be Connected to what will please the parents purse and students persona. Your personal favorite might not be Cohesive and gel with your Clientele...so step back and Critique your decision. If it does not "float their boat" it will certainly Capsize your profit and even possibly your good reputation.
Contracts are very important. Do not be Conservative when writing up or agreeing to this vital document. Be Consistent with making reasonable requests as to the wording and Contents. Be sure the vernacular is Clear and Concise. Contributions as well as benefits, whether financial or hours spent, should be on par and Copy each other. You and the individual Contractors are "temporary business partners" for each specific event. It is Critical that you both agree that all policies, terms and requirements are Correct. Do not be Coerced into signing before you are Comfortable with all the terms presented.
Your Commitment to Caring and Concern for your Clientele will Certainly show if you are able to use all or some of this Checklist of C's when Considering an outsourcing partnership. Take all Characteristics into Consideration before making a final Choice. Consider all Choices before you actually Choose. Don't turn your head when it is time to Create or enforce a policy. Take Charge of all situations and decision-making. Be sure to Clench every opportunity to show your true Compassion and dedication to your students and your profession. Keep the flow of Communication open. Prove to them that you are a good Collaborator and strive to avoid Conflict.
Demonstrate to your parents and your studio parents that your principles and work habits learned as child are still Carried with you today. Confirm that you are an able Commander and run a fair but tight ship. Be Confident, Cheerful and Courteous when at the helm. Prove that you are a Caring Captain in Command of a Content and Comfortable Crew. If your CAN achieve that goal it will be smooth sailing on the "high C's" for many a year! Happy Voyage to All!!
**Writer's Footnote - As those of you who read my articles on a regular basis have probably figured out by now...I love to use clichés when I write. They inspire me to venture into many facets when I sit to scribe. Well now I find that I must use a very common cliché as a footnote to this article...."Honesty is the best policy." I must be sincere and candid and tell you some facts that made me chuckle...but not in a happy way...when I finally decided to "come clean" and submit this article for publication.
When I start the thought process to compose articles for Dancer, I sometimes write the actual draft months ahead of publication and then send the finished product in when I feel it would best serve the reader's time clock. The above article was written last April and was scheduled to be submitted in July...but I had a change of heart because when submission time came ... I was in the middle of a studio mess of my own!
Even though I followed the guidelines above it was not enough ...we got scammed by a photographer and scammed big time! He was not someone new; we have known him for years! He was and is well known in the industry and has taken photos for many other studios and competitions around the country. He had been asking for years to work with us and because we were looking to make a change of photographers ...we took him up on his offer. We contracted with him for our 5 days of posed recital photo sessions and to take action shots of our 3 shows as well.
He did take the photos as planned, it is what actually happened after the recital that caused the problem. Now is not the proper time to go into details, the issue is not yet solved. I will share all the details with you when the time is correct. Just know he took all the money from the studio posing and package fee, all the money from the orders the studio parents placed and absconded with all the cash, photos and masters. We and our parents have nothing but heartache and aggravation in place of fond mementos. It was really a big recital year for us as we were jointly celebrating our studio's 35th year in business and my 50 anniversary year of teaching. It was a year of personal hurt and a year we will remember, but not in a positive way.
Our luck had run out. Our record had been blemished for the first time. I tell you of this problem because I want you to know about this incident, as it proves it can and will happen to anyone. But I don't want it to be YOU. Take extra precautions to prevent this from occurring...ever. It will cause you, as it has caused us, major PR problems and some loss of clientele. We are back at a rating of zero in this outsourcing area and really have to prove ourselves 100% to our parents this coming year. I know we will, but it will not be easy...we have an uphill battle ahead of us.
Have you had a similar problem with an individual in the trade? What was it? Were you able to solve it and how? Did it cost you a loss of student clientele? Please share this information with me and other readers. Who knows, it might be YOU who is the hero of the day and the one Captain who was able to Confirm Calm amidst the Conflict. Let me know. Until next time...Thanx for chatting!