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Project Management for Art

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By Nina Berman on April 5th, 2021

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5 Best Project Management Tools for Artists

Tips and Tools

We know most artists don’t dream of managing multiple administrative tasks, juggling deadlines, and delegating work to your team. But, it’s also true that artists need to be able to do that administrative work to realize your visions, especially if they are ambitious, complex, and involve multiple different team members . 

Thinking about your work in terms of project management can help you keep track of your responsibilities, improve your communications with collaborators, and see how all of your actions fit into your larger goals. Project management is the structuring of steps to help you reach a goal within constraints like time, resources, or budget. Projects are time-limited and specific. For example, writing a play, creating a zine, or producing a podcast are all examples of projects. 

We’ve already outlined the benefits of a project management mindset for artists , plus some questions to help you get started thinking about project management. The next step is to find the right tools to help you visualize your work, delegate responsibilities, manage deadlines, and see how different tasks flow into one another. 

Many project management tools are designed for teams of coworkers in professional contexts, but can be used for creative endeavors. Here are a few that we think make the best fits for creatives who are looking for easy-to-use, cost-effective solutions that aren’t going to add additional work. 

Here I am, reporting for duty once again telling you that Airtable is a great tool. I even made you a meme. 

In all seriousness though, we’ve recommended Airtable as a budgeting tool and as a CRM . The External Relations team uses it to plan the content calendar for this blog and our social media calendar. I also use it to organize my ceramics practice, including both projects and expenses. 

One of Airtable’s biggest benefits is that you can use it as a hub for a lot of different kinds of information, like your budget and your contact list as well as your project management. If you, like me, want to have as few administrative apps as possible, finding ones that can support a number of different needs will be important. 

In Airtable, you can assign different tasks to people to see who is responsible for what. You can tag tasks to indicate that they are part of a larger project. You can then take the same information and view it in different ways, such as grid, calendar, kanban, and gantt. Being able to flip around views can accommodate different people’s personal preferences as well as help you see aspects of your project differently.

For project management, specifically, Airtable offers several templates to help you get started, including this project tracker template . It also offers a webinar to help you get started.

Airtable is free to use. 

Monday has a nice, clean layout with bright and simple colors and an intuitive feel. With Monday, you can create projects and then different tasks within the project that are assigned to people on your team. It provides ready-made templates to help you get started.  

Like Airtable, you can use different views like calendar, timeline, and kanban. 

Team members can communicate with one another directly within the app and update their progress to let everyone know where they are at. Options include being “stuck,” “awaiting info,” “working on it,” and “done.” They are color-coded so that you can visually see where the roadblocks are. 

Monday also lets you use a star-rating system to show how important tasks are. So, for example, something very urgent might be a five-star task but something that could fall by the wayside if need be might be a one-start task. 

You can export images from Monday to show progress, which could be useful if you are reporting back to granting institutions or other partners who need to see how your work is progressing. 

Monday prides itself on providing quick customer support, noting that their average customer support response time is 60 minutes. 

Monday starts at $8 per month. 

Asana is designed to help teams work together on projects. It provides organizational templates and offers different views like timeline, calendar, list, and board. The timeline view is particularly useful in Asana and in other apps because it helps you see where a particular task starts and stops and where it overlaps with other work. 

Asana has a bright and clean look, which is helpful for managing complex projects. Within the app, you can set goals, projects, tasks, and subtasks. You can also set milestones to help you see your wins along the way to completing your larger project. 

Plus, you can look at the workload by team member to see who is being overburdened, who might have the bandwidth to take on more responsibility, and whose skills aren’t being used to their fullest extent. 

Asana is free for personal use, which would be for managing your to-do list or a project that doesn’t require much outside assistance. If you need more capabilities or to bring in a team, pricing starts at $11 per month.

Trello is what our engineering team uses to complete tech projects like updating apps, creating new apps, maintaining our backend, and other technical projects that I blissfully don’t have to understand. In the past, we’ve also used it to set team meeting agendas.

Unlike the other apps we’re suggesting here, Trello is specifically card-based. You can create cards for projects and then expand those cards into a whole “ecosystem” to have checklists, due dates, attachments, and conversations. Users can expand a card to see a fuller picture of the project that the card contains. If you’re the kind of person who works best with a bunch of Post-It notes, Trello could be a more streamlined version of that for you.

You can use a free version of Trello with limited capabilities. The paid version starts at $10 per month.

Casual  

Tools like Trello, Asana, Airtable, and Monday are designed to be used by large teams in professional contexts. They can certainly be repurposed for smaller projects or smaller teams, as we’ve demonstrated. But you might want something that feels more….casual, dare we say.

Casual is designed for people who need something more formal than hand-written to-do lists, but who might be overwhelmed by too many automations, integrations, bells and whistles. Casual lets you create a visual flowchart for a project that goes from top to bottom, beginning to end. Between the start of the project and the end, you can create tasks in the middle that flow into one another (and that diverge and re-join). Then, you can assign tasks to individuals or groups.

Once you have assigned tasks to individuals, they will see their personal workflow sorted into chronological order. That way everyone knows what is expected of them and in what order.  

Casual starts at $10 per month for two people.

Project Management Is Here to Help

However you decide to manage your projects, whichever tools you use, they should be there to make your life easier. Adding a project management app to your workflow isn’t meant to overwhelm you, stress you out, or confuse you. It’s meant to clarify work for you and your collaborators; to help you prioritize, and to help you save brain space for your visionary creative work instead of administrative details and deadlines.

Whatever system you have in place should support your needs, your collaborators’ needs, and serve the ultimate ends of your creative practice. 

A huge part of project management is working successfully with a team. Not sure how to start staffing a creative project ? We’ve got you covered, including some do’s and don’ts that we’ve picked up along the way as artists and creatives. 

About Nina Berman

Nina Berman is an arts industry worker and ceramicist based in New York City, currently working as Associate Director, Communications and Content at Fractured Atlas. She holds an MA in English from Loyola University Chicago. At Fractured Atlas, she shares tips and strategies for navigating the art world, interviews artists, and writes about creating a more equitable arts ecosystem. Before joining Fractured Atlas, she covered the book publishing industry for an audience of publishers at NetGalley. When she's not writing, she's making ceramics at Centerpoint Ceramics in Brooklyn.

The more alignment you have, the more autonomy you can grant. The one enables the other. —Stephen Bungay, author and strategy consultant

Agile Release Train

The Agile Release Train (ART) is a long-lived team of Agile teams that incrementally develops, delivers, and often operates one or more solutions in a value stream.

ARTs are teams of Agile Teams that align to a shared business and technology mission. Each is a virtual organization (typically 50 – 125 people) that plans, commits, develops, and deploys together. ARTs are organized around the enterprise’s significant  Development Value Streams and exist solely to realize the promise of that value by building and delivering  Solutions that benefit the Customer .

ARTs are cross-functional and have all the capabilities needed to define, build, validate, release, and, where applicable, operate solutions.

These capabilities allow the ART to deliver a  continuous flow of value , as shown in Figure 1.

ART Characteristics

Organized around value.

As virtual organizations, ARTs have all the people needed to define, deliver, and operate the solution, eliminating the functional silos that may exist, as shown in Figure 2.

In a “functional” organization, developers work with developers; testers collaborate with other testers; architects and systems engineers work with each other, and operations work by themselves. Although there are reasons why organizations have evolved this way, the structure slows the flow of value, as it must cross all the silos. The daily involvement of managers is necessary to move the work across silos. As a result, progress is slow, and handoffs and delays rule the day.

Instead, the ART applies systems thinking (SAFe Principle #2 ) and organizes around value (SAFe Principle #10 ) to build an optimized cross-functional organization. This facilitates the flow of value from ideation through deployment and release into operations, as Figure 3 illustrates.

Together, this fully cross-functional organization—whether physical (direct organizational reporting) or virtual (line of reporting is unchanged)—has everyone and everything it needs to define, deliver, and operate solutions. It is self-organizing and self-managing. This creates a far leaner organization, where traditional daily task and project management is no longer required. Value flows more quickly with less overhead.

To simplify the job of finding the optimum structure of ARTs within the organization and Agile teams within ARTs, SAFe recommends team topologies as described in the book Team Topologies [1]. SAFe recommends four ways to organize teams (Figure 4).

• Stream-aligned teams  are end customer-aligned and are capable of performing all the steps needed to build end-to-end customer value.
• Complicated subsystem teams are organized around critical solution subsystems. They focus on areas of high technical specialization, which limits the cognitive load on all the teams.
• Platform teams  provide application services and APIs for stream-aligned teams to be able to leverage common platform services.
• Enabling teams provides tools, services, and short-term expertise to other teams.

Further guidance on organizing Agile teams can be found in the extended guidance article Organizing Agile Teams and ARTs: Team Topologies at Scale .

Agile Teams Power the Train

ARTs include the Agile teams that define, build, and test features, as well as those that deploy, release, and operate the solution. SAFe Agile teams apply SAFe Scrum or SAFe Team Kanban or hybrids that suit their specific context. Each Agile team typically has ten or fewer dedicated individual contributors covering all the roles necessary to build a quality increment of value. Teams may be technology-focused—delivering software, hardware, and any combination—business-focused, or a combination of both. Each Agile team has two specialty roles, the Scrum Master / Team Coach and the Product Owner . And, of course, Agile teams within the ART are themselves cross-functional, as shown in Figure 5.

Aligned to a Common Cadence

ARTs also address one of the most common problems with traditional Agile development: teams working on the same solution operate independently and asynchronously. That makes it extremely difficult to routinely integrate the entire system. In other words, ‘The teams are iterating, but the system isn’t.’ This increases the risk of late discovery of issues and problems, as shown in Figure 6.

Instead, the ART applies cadence and synchronization to assure that the system is iterating as a whole (Figure 7).

Cadence and synchronization ensure the focus remains on the evolution and objective assessment of the full system rather than its elements. The System Demo , which occurs at the end of every Iteration , provides objective evidence that the system is iterating. As Figure 7 illustrates, a System Team is often formed as an enabling group to help with infrastructure development and full system integration and validation. Over time, however, many of the centralized services provided by the System Team can be automated or absorbed by the teams themselves.

Enabled by Critical Roles

In addition to the Agile teams, the following roles aid the successful execution of the ART:

• Release Train Engineer (RTE) is a servant leader who facilitates ART execution, impediment removal, risk and dependency management, and continuous improvement.
• Product Management is largely responsible for ‘what gets built,’ as defined by the Vision ,  Roadmap , and new  Features  in the  ART Backlog . They work with customers, teams, and Product Owners to understand and communicate their needs and participate in solution validation.
• System Architect is an individual or team that defines the system’s overall architecture. They work at a level of abstraction above the teams and components and typically define Nonfunctional Requirements (NFRs) , major system elements, subsystems, and interfaces.
• Business Owners  are key stakeholders of the ART, with final responsibility for the business outcomes of the train.
• Customers are the ultimate economic buyers or value users of the solution.

In addition to these critical ART roles, the following functions play an essential part in ART success:

• System Teams typically assist in building and maintaining development, continuous integration, and test environments.
• Shared Services are specialists necessary for the success of an ART but cannot be dedicated to a specific train. They often include data security, information architects, site reliability engineering (SRE), database administrators (DBAs), and many more.

Key ART roles rely on support from the teams. For example, the RTE depends on Scrum Master / Team Coaches for help with aspects of ART operations and improvement. Product Management relies on Product Owners to turn their product vision into reality. Architects collaborate with technology professionals on teams to devise viable architectures.

ART Responsibilities

The ultimate purpose of every ART is to deliver effective solutions to the customer. Essentially, ARTs are built for the sole purpose of establishing a fast flow of solution features. To achieve that, a train develops the solution iteratively, constantly engaging with the customer and adjusting the course of action towards an optimal solution.

Figure 8 shows the critical areas of responsibility of an ART that help achieve that objective:

Connecting with the Customer

• Apply customer centricity – An ART routinely focuses on customer needs and opportunities to benefit the customer. Customer Centricity is a necessary mindset for the ART and its constituent teams. The ART works to increase and maintain customer empathy and continuously research better ways to solve customer problems.
• Use design thinking – A recurrent process of understanding the problem and designing the right solution— Design Thinking —enables an ART to create desirable, feasible, and sustainable solutions. Paying close attention to user personas, journey mapping, and customer benefit analysis helps an ART discover new, valuable product capabilities. The use of lightweight prototypes validates customer value hypotheses quickly and keeps the ART on the right track.

Planning the Work

• Align ART priorities with portfolio strategy – Every ART operates in a broader portfolio context and needs to align with the overall portfolio strategy. Strategic Themes orient the ARTs within a portfolio towards a common goal. However, achieving the alignment also requires an established process that involves: 1) regularly engaging with portfolio stakeholders at the ART level and 2) including ART representatives in portfolio interactions. Organizing this communication and interaction is easier around PI cadence. Epic Owners often serve as an important link between portfolio strategy and ART execution.
• Prepare for PI Planning – Stakeholders and teams need to prepare carefully for PI Planning . Product Management and Business Owners develop the vision and agree on priorities for the next PI: teams take inventory of their remaining work, their attainable capacity, and any new effort that may emerge in the local context.
• Plan the PI – PI planning generates alignment within the ART. Teams create and agree on the PI Objectives that will guide them throughout the PI execution. Business Owners have an opportunity to share business and customer context with teams and, in turn, learn how the current technology and delivery capability can be employed to create optimal business value for the enterprise.

Delivering Value

• Frequently integrate and test – A fast development rhythm requires frequent integration and testing. This helps uncover technology and implementation problems early and gives the teams enough time to respond to the findings. Without recurring integration and testing, an ART operates in excessive uncertainty and variability. Built-in Quality and Team and Technical Agility provide guidance on these practices.
• Develop in short increments of value – An ART implements the PI as a series of short increments, each representing a small batch of integrated, tested, and demonstrable value. The ART’s iteration cadence provides a natural pace to create these increments. Each helps the ART learn about potential implementation challenges, get customer feedback, and agree on a decision point with possible course corrections for the rest of the PI.
• Regularly synchronize and make adjustments – While executing the PI, an ART has multiple checkpoints in the form of an ART Sync, which includes a Coaches Sync and PO Sync (see the PI article for further description). These events increase visibility into the progress toward the current PI objectives and help the ART make timely adjustments.
• Build a continuous delivery pipeline – An effective Agile development process provides the means for ongoing exploration and integration of work. Additionally, the teams need to establish a continuous deployment process via building a Continuous Delivery Pipeline (CDP). This requires value stream mapping to identify the sources of excessive delay and variability. As a part of CDP, Continuous Deployment often involves purposeful system design that favors low coupling of capabilities, which enables the teams to deploy value independent of each other.
• Aligning releases with strategic goals
• Validating releasable increments
• Ensuring compliance with standards and regulations
• Assessing customer impact
• Maintaining the supporting assets and activities for releasing
• Release frequently and continually optimize the process – Releasing frequently helps reduce time-to-market. Additionally, establishing successful continuous delivery and governance processes is only possible when the releases happen on a frequent, reliable basis. Over time, solution assets, architectures, and the infrastructure evolve and accumulate technical debt that may unexpectedly disrupt the release process. Releasing regularly helps uncover, mitigate, or even prevent those issues before they cause damage.

Getting Feedback

• Involve the customer in the development process – There is no substitute for direct customer input. Including it in a routine development process helps an ART move at a much higher speed to avoid the costly mistake of building capabilities the customer doesn’t need or cannot use. Preparation for PI planning, the PI planning itself, and system demos provide venues for customer interaction.
• Measure business outcomes and usage – Customer use of solutions may reveal issues and opportunities that otherwise might remain invisible to the ART. Creating the data capture and analytics capabilities, however, requires investment in the train’s capacity, a proactive approach, and the use of Architectural Runway . Additionally, an ART must measure whether delivered solutions enable the desired business outcomes—the ultimate purpose of the ART’s effort.
• Perform routine A/B testing – Successful solution development is contingent upon an ART’s ability to navigate the unknowns and make effective decisions. A/B testing enables effective decision-making and improves the development speed of an ART. Instead of prematurely committing to certain functionality, the ART creates two or more options and validates them with users, thus gaining a real sense of which alternative is performing better.
• Test User Experience – User Experience (UX) is essential to fully realizing the solution potential. But to provide productive UX, there needs to be an explicit, thorough UX design and testing strategy. As a part of this process, hypotheses are formulated, and then Minimum Marketable Features (MMF) are built and evaluated by observing the user in action, surveying them, or utilizing analytics. The SAFe Lean UX article covers additional topics of enabling effective UX.

Improving Relentlessly

• Measure competency, flow, and outcomes – Every ART should regularly assess against key applicable competencies. ARTs also should routinely measure ART Flow and apply Flow Accelerators to initiate forward momentum for ongoing flow improvement. Additionally, ARTs use their Value Stream KPIs to measure the outcomes that underpin the desired customer and business benefits.
• Inspect & Adapt at regular intervals – At every PI boundary, an ART has an opportunity to look back at the last PI, identify problems, and take corrective action during the Inspect & Adapt (I&A) event. This is the perfect time to identify significant, systemic improvement opportunities.
• Make small improvements on the fly – Every ART routinely discovers small, local, and tactical improvement opportunities. In most cases, it is best to address these as they occur and without waiting for the next I&A. This achieves quick wins and preserves the I&A for issues that require more attention and the involvement of high-profile stakeholders.
• Leverage Innovation & Planning Iteration – The IP Iteration offers an opportunity to allocate uninterrupted time to innovation and learning. This helps the ART to further advance its solution, technical infrastructure, and various processes.

Last update: 24 October 2022

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9 Best Artwork Management Tools In 2024

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In 2023, the artwork management software market was valued at USD 0.6 billion . By 2033, it's projected to reach USD 1.4 billion, with a growth rate of 8.8% from 2024 to 2033.

The artwork management software market is growing due to its rising adoption in the pharmaceutical and life science sectors, as well as its increasing use in the FMCG industry. 

Managing artworks the right way is crucial for brands looking to improve their productivity and go to market faster. These tools are specifically beneficial for industries with strict regulatory requirements where accuracy and compliance are paramount. Companies such as pharmaceutical, food and beverage, and cosmetics operate within regulations where each label needs to meet the regulatory standards. 

Simultaneously, FMCG brands deal with numerous packaging and labeling updates that involve multiple departments and stakeholders. Artwork management software provides a streamlined solution that reduces approval time, ensures compliance, and automates complex workflows — providing accountability and minimizing risks. 

Artwork management: Features that make a difference

Manage artworks effectively with the right artwork management solutions to boost approvals, reduce iterations, and increase traceability.

These artwork management features ensure that your packaging and labeling process is more streamlined for faster market entry.

• Regulatory compliance: Check for any missing warnings, misplaced allergens, or incorrect labeling with automated compliance checks, and avoid costly product recalls.
• Quality control : Make sure all steps in your labeling process are completed to ensure you deliver accurate and quality labels.
• Artwork library: Store all your label artwork designs in one place for easy access and retrieval. Auto tags and custom metadata make asset search a breeze.
• Label management: Flexible workflows, Gantt charts, and share links with granular access ensure easy project management and seamless collaboration.
• Version control: Manage artwork versions in one place with version control. Track and access previous label versions for complete transparency and reduce iterations.
• Online proofing: Annotations and markup tools make artwork review and approvals smarter. Access to tools such as version compare, print inspection, image scanner, background generator, and more make artwork reviews faster.
• Brand guidelines: Ensure global access to your brand guidelines and keep everyone in the loop of any brand updates to ensure brand consistency on every label artwork. 

Now let's dive into our best picks for artwork management tools, where we'll be showcasing our very own Artwork Flow first because, let's be honest, we're a tad biased (but for all the right reasons, we promise!). But fear not, we'll give you the lowdown on all these fantastic platforms listed below.

• Artwork Flow
• Manage Artworks

Let’s look at the features and specialties that each of them provides.

1. Artwork Flow — artwork management and label compliance

Artwork Flow is an AI-powered artwork management tool that is designed to manage packaging labels, streamline label approval workflows, and automate label compliance.

Artwork Flow provides a range of features to manage artworks efficiently and boost productivity.

Key features

• Automated compliance for label regulations : Set your rulebooks for various compliance regulations, such as FDA, FSSAI, Bottle Bill, and others. Run automated checks to catch any label errors and ensure compliance.
• Manage labels with ease: Simplify label management with detailed label checklists and workflow templates that ensure your final labels are accurate.
• Build flexible workflows: Stay on top of projects with autocomplete workflows, manage timelines using Gantt charts, automate artwork review and approval with approval workflows, and stay in the loop with automated notifications.
• Accelerate approvals: Approval workflows streamline your review cycle. Leave feedback with annotations and eliminate human errors with AI-led proofing tools that measure dimensions, perform spell checks, compare artwork versions, generate AI backgrounds, and more.
• Stay brand compliant at all times: Ensure that all your label artwork aligns with your brand guidelines through a brand compliance score and quickly accessible guidelines.
• One home for all your artwork: Store artwork in one location with DAM and retrieve it faster using smart tags, contextual search, version control, and other filters.
• Scale your artwork from 0 to 100: Resize your label artwork to different dimensions and make copy edits with zero manual work. Expand your product line with ease.

In addition to these powerful features, Artwork Flow’s sleek and user-friendly interface comes with support available around the clock. 

Compare features

2. glams - labeling and artwork management.

GLAMS, known as Global Labeling Artwork Management System is a software solution designed to streamline the process of managing and organizing artwork and labeling across various industries. It helps in simplifying complex tasks of creating, reviewing, and approving artwork. 

• Artwork lifecycle management: GLAMS helps to efficiently manage the end-to-end lifecycle of artwork, from creation and editing to version control and archival, ensuring accuracy and compliance with regulatory standards.
• Collaboration and approval workflow: It enables seamless collaboration among stakeholders, allowing multiple teams and individuals to review artwork, comment, and approve, reducing bottlenecks and expediting the approval process.
• Regulatory compliance: It ensures that your creatives adhere to industry-specific regulations and guidelines minimizing the risk of non-compliance.
• Centralized asset repository: It offers a centralized repository for artwork assets, including images, logos , and brand guidelines, facilitating easy access, version control, and reuse of approved assets.
• Reporting and analytics: It generates comprehensive reports and analytics on artwork status, approval timelines, and compliance metrics, enabling data-driven insights for process optimization and continuous improvement.

‍With GLAMS, you can streamline artwork and labeling management, reducing errors, and improving collaboration across their operations.

3. Esko - design platform for packaging and labels

Esko web center digitizes the artwork management process from start to finish and improves packaging workflow for faster and smoother artwork approval.

• Track feedback easily: Multiple teams can work together, share feedback and comments on the artwork, and review it simultaneously on the platform.
• Work efficiently : Manage and reuse the content used in packaging labels without manually copying it to save time.
• Define roles and responsibilities : Assign tasks, upload information, and clarify deliverables for each project so members have clarity on the goal.
• Maintain regulatory compliance : Standardize information in the packages and use automated quality control tools like spell check to stay ahead of compliance.
• Make packaging pre-press easily : Automate mundane pre-press workflow tasks and execute more tasks easily.

If you have a limited budget and want artwork management software without the bells and whistles, Esko might not be suitable for your business.

4. Filestage - review and approval platform

Filestage is another robust software solution that simplifies the process of managing and organizing artworks for different industries. It offers comprehensive features that maintain efficiency and accuracy throughout the entire lifecycle of an artwork. 

• Review and proofing: With its proofing features, you can comment, annotate, and review files in a streamlined manner.
• Flexible review workflows: Automate the artwork review and approval process, setting up reviewers and deadlines to ensure a structured process.
• Version control: Allows users to track any changes and revisions done on an artwork and keep all file versions in one place.
• Asset management: Manage digital assets such as images, logos, and brand guidelines, ensuring consistent usage and easy retrieval during artwork creation.

Filestage empowers organizations to streamline artwork review and manage their label artwork process leading to enhanced brand consistency.

5. GoVisually - creative workflow and artwork management

GoVisually is a cutting-edge creative workflow and artwork review solution that significantly reduces approval time and streamlines artwork management for businesses. With its advanced features and intuitive interface, GoVisually simplifies the entire lifecycle of design and artwork processes, from creation to feedback and approvals.

• Artwork management: Centralize and manage artwork files to ensure version control and easy retrieval, facilitating seamless collaboration.
• Workflow automation: Automate repetitive tasks and approval workflows, reducing manual effort, minimizing errors, and expediting time-to-market.
• Review and approval : Streamline artwork reviews with markup tools, annotations, file attachments on comments, and easy revision tracking.
• Design collaboration: Facilitate seamless collaboration with external clients and internal team members, enabling efficient communication, file sharing, and project tracking for timely delivery.
• Integrations: Tools like Slack make it easy to keep everyone in the loop, streamlining creative processes for the entire team.

With GoVisually, businesses can optimize their digital asset management, achieving faster turnaround times, cost savings, and enhanced brand integrity.

6. Kallik - label and artwork management

Kallik is a cloud-based artwork and label management software that aims to provide a platform that can manage the entire lifecycle of designing and approval of label artwork specifically for regulated industries.

• Collaborate easily: Get multiple stakeholders from various teams to collaborate on the artwork easily and reduce speed-to-market time with real-time collaboration tools.
• Stay ahead of compliance: Generate updated artworks and check label compliance automatically.
• Eliminate inconsistency: Ensure visibility across the entire supply chain.

While the platform allows collaboration and partnership, some features are a bit complicated for new users. Understanding their working takes substantial time and hands-on training internally in the organization.  Their manufacturing print module also needs to develop its operational aspects to perform better.

7. Teklynx - label design and artworks software

Teklynx helps small and large businesses manage the entire label management process centrally, from designing to printing. Here are some useful features of the software.

• Integrate with important software: Connect with Enterprise Resource Planning (ERP) and other business systems to enhance performance.
• Simplify the printing process: Access and control all the plants and printers from a central location or the headquarters and also connect them to the supplier.
• Manage assets easily: Use label archive to refer back to older versions and reprint labels easily. ‍

The only downside of using Teklynx is that it doesn’t have exclusive features that help a business stay compliant with regulations.

8. Loftware - labeling and artwork management

Loftware is a powerful cloud-based platform that helps mid-sized and small businesses streamline the entire artwork management process and stay compliant.

Key features 

• Communicate effectively: Improve collaboration, increase visibility, and improve efficiency with an organized approval process.
• Take control of workflows: Streamline projects and ensure external and internal stakeholders can add feedback in a single place.
• Reduce revisions: Shorten time to market by instantly showing reviewers the correct label artwork version.‍

While Loftware is among the first of its kind, the migration of artworks from the old system to the new one can create an issue sometimes. Another downside can be that some of the barcode parameters are not accessible or explained.

9. Manage Artworks - packaging and artworks software

Manage Artworks is another artwork management tool that simplifies the process of managing and organizing artworks for different industries. It offers comprehensive features that maintain efficiency and accuracy throughout the artwork lifecycle.

• Artwork repository : With its centralized repository, easily store and organize all artwork files enabling easy access for all stakeholders.
• Workflow automation: Automated workflows ensure the review and approval of label artwork is done seamlessly.
• Collaboration and annotations: Facilitate collaboration among teams by providing tools for feedback comments and annotations.
• Asset management: Manage digital assets such as images, logos, and more, ensuring consistent usage and easy retrieval of artwork files.

Manage Artworks empowers brands to manage their artwork process in a streamlined way to strengthen brand consistency.

Picking the right artwork management tool

If you are in the creative industry handling labeling and packaging designs, it is important to manage artworks the right way. This means, having an artwork management system that streamlines your artwork lifecycle right from design to the final print, all the while staying compliant. 

Errors in packaging and labels can cause heavy fines, costly product recalls, and judiciary actions against a brand. An artwork management system not only makes managing designs and approvals easier but also helps avoid such errors. With Artwork Flow, LesserEvil was able to cut down revisions by 50%. Another retail conglomerate saw 3x approvals with 100% project visibility and personalized workflows.

By bringing your entire team together in one place, speeding up artwork reviews, and centralizing label management, Artwork Flow ensures quicker approvals, fewer revisions, and heightened productivity. So, get a demo today to experience the benefits firsthand.

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• Cambridge, MA
• Posted on May 20, 2024

ABOUT THE DEPARTMENT:  The Cambridge Historical Commission (CHC) is the City’s historic preservation agency. The Commission was established in 1963 “to promote the educational, cultural, economic, and general welfare of the public through the preservation and protection of … [significant] buildings and places.” It has jurisdiction over historic and neighborhood conservation districts comprising more than 3,000 buildings, as well as 48 landmarks and 43 individually restricted properties. CHC’s public archive focuses on the architectural and social history of Cambridge and comprises atlases, manuscripts, photographs, and ephemera; an inventory of the city’s approximately 13,000 buildings; and biographical, business, and municipal files. The Department works with individuals, community groups, city and state agencies, and property owners on matters relating to local history and historic preservation. It communicates with the general public through print publications, near-daily social media posts, and an extensive system of public monuments and historic markers.

ESSENTIAL DUTIES & RESPONSIBILITIES:  Historic markers are an important method of communication with the public. Texts must be factually correct and clearly communicate narratives that reflect the city’s goals for diversity and inclusion. Markers should be designed to the highest graphic standards and produced with high quality durable materials.

The HMP Manager will work under the supervision of the Executive Director and assume substantial responsibility for development of new markers and maintenance and/or replacement of existing markers.

• New markers. New marker programs include extension of the African American Trail, currently funded at $240,000; the African American and Indigenous Peoples Historical Reckoning project, funded at $180,000; and a Sennott Park marker, funded at $20,000. The HMP Manager will work with CHC staff to review draft texts and select illustrations; edit, refine, and fact-check subsequent drafts; and in collaboration with a graphic designer develop suitable sign designs; manage the municipal bid processes; and oversee fabrication and installation.
• Existing markers and public monuments. The HMP Manager will assess existing markers for maintenance or replacement, work with other CHC staff and volunteers to evaluate existing texts for accuracy and appropriateness, prepare specifications for fabrication and installation, and develop budgets. The HMP Manager will supervise graphic design, fabrication, and installation of the replacement markers and panels and participate in the public bidding process. Substantial funds have been appropriated for these activities. Maintenance of other monuments, including grave markers, will follow established procedures.
• Undertake related tasks and duties as directed.
• Serve on various staff committees as assigned.
• Perform related duties as assigned.

MINIMUM REQUIREMENTS:

The Historic Markers Project Manager will have practical experience in public signage design, fabrication, and installation.

Education & Experience

•  A master’s degree in American history, public history, historic preservation or a related field and two years of public signage project management experience, or a bachelor’s degree in American history, public history, or a closely related field and four years of full-time project management experience. The successful candidate will be knowledgeable about marker production and able to communicate effectively orally and in writing with historians, graphic designers, property owners, city staff, and the general public.
•  Experience with government project administration.

Knowledge, Skills & Abilities

• Excellent research and writing abilities, a high level of organizational, communication, and interpersonal skills, and the ability to work both independently and collaboratively.
• Good judgement, demonstrated customer service skills, excellent interpersonal, presentation, and communication skills (written and oral)
• Strong computer skills, including demonstrated proficiency with essential software (primarily Word, Excel, Outlook)
• Excellent organizational, time management, and project management skills; ability to set priorities, manage multiple responsibilities, and meet deadlines
• Ability to interpret and work with complex procurement regulations; ability to understand, interpret, summarize, and communicate with project sponsors and stakeholders
• Ability to gather, assemble, and analyze relevant data for program development
• Ability to work collaboratively and cooperatively with coworkers and members of the public
• Ability to read and organize written and graphic material
• Demonstrated success in project implementation in a municipal, state, federal, or private organization
• Basic DIY mechanical skills.
• Valid driver’s license preferred but not required. Ability to visit sites around the city, as well as out-of-town vendors, occasionally requiring travel to locations not easily accessible by public transportation.

PHYSICAL DEMANDS:  Hand-eye coordination is necessary to operate computers and various pieces of office equipment. Ability to negotiate obstacles such as staircases and stepladders and visit sites throughout Cambridge without assistance. The employee is occasionally required to climb or balance, stoop, kneel, crouch, or crawl and occasionally perform basic manual functions related to installation and maintenance of markers. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT : Work is performed primarily in an indoor, shared setting with normal office exposure to noise, stress, and interruptions. Work in the field may involve inventorying existing markers, performing basic maintenance, and supervising installation of new markers. This position may be eligible for hybrid work under the City’s Telework Policy, depending on operational needs.

WORK HOURS:  37.5 hours per week, generally Mondays 8:30AM-8:00PM,Tuesdays-Thursdays 8:30AM-5:00PM,and Fridays 8:30AM-12:00PM. Schedule will also include occasional evening and weekend hours for meetings and special events. Flexibility is required.

Position is funded by a Community Preservation Act grant for one year from hiring date. Additional annual funding is anticipated but not guaranteed.   

BENEFITS SUMMARY:

• Competitive health, dental, and vision insurance
• Vacation and sick leave eligible
• Sick Incentive Pay Eligible
• 3 Personal days
• 14 Paid Holidays
• Management allowance, $2,700/year
• Discounted MBTA monthly pass, Bluebikes membership and EZRide Shuttle pass

REQUIRED DOCUMENTS:

Please upload the following documents to complete your application.

• Cover letter
• Writing sample

Most recent

What Does a Project Administrator Really Do?

P roject management is a multifaceted domain where various roles interlace and collaborate to achieve success. Amidst these roles, the duties and responsibilities of a project administrator often need to be more understood. While they may not always be in the limelight, they are the backbone of any project, tirelessly working behind the scenes to ensure smooth operation. So, this article will shed light on the vital tasks of these experts that make them indispensable in project management.

Mastering the Art of Organization

At the core of every successful project lies a solid foundation of organization. As such, these professionals are the architects of this foundation, meticulously planning and coordinating the various components of a project. Their ability to create and maintain detailed schedules, timelines, and resource allocation is essential for project efficiency.

Communication Nexus

They serve as the nexus through which information flows seamlessly. They facilitate communication between team members, stakeholders, and other key players. This involves scheduling meetings, sending out notifications, and ensuring everyone is on the same page, thus preventing misunderstandings and missteps.

Resource Management

They are responsible for allocating and tracking resources such as personnel, finances, and materials. They must ensure that resources are used efficiently and available when needed, optimizing the progress.

Quality Assurance

Quality is non-negotiable when it comes to outcomes. These administrators play a pivotal role in maintaining and upholding the quality standards established. They take charge of quality assurance procedures, closely track deliverables, and promptly initiate corrective actions as needed to guarantee that the endeavor achieves its objectives, striving for excellence.

Risk Management

No endeavor is without its share of risks. They are adept at identifying potential risks and developing mitigation strategies. They create risk management plans, monitor risk factors, and implement contingency measures to keep the endeavor on track, even in the face of unforeseen challenges.

Financial Stewardship

These experts monitor expenditures, ensuring they align with the allocated budget. They also manage procurement processes, negotiate contracts, and track expenses to prevent cost overruns and financial hiccups.

Adaptive Problem Solvers

In the unpredictable sphere of management, challenges are bound to arise. They are seasoned problem solvers who tackle issues head-on. They use their analytical skills to identify root causes, brainstorm solutions, and implement corrective actions swiftly to keep things on course.

Team Support

While the manager often takes the lead, these administrators are the reliable support system for the team. They assist team members in various ways, from arranging training and resources to resolving interpersonal conflicts. This support fosters a harmonious and productive work environment.

Compliance Champions

Adherence to regulations and compliance standards is essential in many industries. They ensure the project complies with all relevant laws, regulations, and company policies. This mitigates legal risks and enhances the project’s reputation and credibility.

Data Analysis and Reporting

These administrators are expected to be proficient in data analysis. They gather, process, and analyze data to provide insights and recommendations. Well-crafted reports and presentations enable informed decision-making at all levels of the organization.

Continuous Improvement

The sphere of management is ever-evolving, and these administrators are at the forefront of embracing change. They continuously seek ways to improve team processes, adopting new tools and methodologies to enhance efficiency and effectiveness.

While the role of a project administrator may not always receive the recognition it deserves, its importance must be balanced. These unsung heroes are the glue that holds a project together, ensuring it runs smoothly, stays on budget, meets quality standards, and overcomes challenges. They embody meticulous organization, effective communication, and problem-solving prowess. With these administrators, the sphere of management would be manageable.

Collaborative ML research projects within a single cloud environment

Andika rachman.

AVP, Head of AI, Bank Rakyat Indonesia

Yoga Yustiawan

AI Research Lead, Bank Rakyat Indonesia

Try Gemini 1.5 models

Google's most advanced multimodal models in Vertex AI

As one of the largest banks in Indonesia and Southeast Asia, Bank Rakyat Indonesia (BRI) focuses on small-to-medium businesses and microfinance. At BRI, we established a Digital Banking Development and Operation Division to implement digital banking and digitalization. Within this division, a department we call Digital BRIBRAIN develops a range of AI solutions that span customer engagement, credit underwriting, anti-fraud and risk analytics, and smart services and operations for our business and operational teams.

Within Digital BRIBRAIN, our AI research team works on projects like the BRIBRAIN Academy — a collaborative initiative with higher education institutions that aims to nurture AI and ML in banking and finance, expand BRI’s AI capabilities, and contribute to the academic community. The program enables students from partner universities to study the application of AI in the financial sector, selecting from topics such as unfair bias and fairness, explainable AI, Graph ML, federated learning, unified product recommendations, natural language processing and computer vision.

Based on our long history and work with Google Cloud, with some Vertex AI technology implemented in other use cases, we selected its products and services to provide a sandbox environment for this research effort with partner universities. This research covers a range of use cases and concepts, including the following:

1. Fairness analysis on credit scoring research in banking

Industry-wide, banks and other financial institutions use credit scoring to determine an individual’s or organization’s credit risk when applying for a loan. Historically, this is a manual and paper-driven process that uses statistical techniques and historical data. There is considerable potential benefit to apply automation to the credit scoring process, but only if it can be done responsibly. 

The use of AI in credit scoring is a noted and well-documented area of concern for algorithmic unfairness. Providers should know which variables are used in credit scoring AI models and take steps to reduce the risk of disparate model outputs across marginalized groups. To help bring the industry closer to a solution where unfair bias is appropriately mitigated, we decided to work on fairness analysis in credit scoring as one of our BRIBRAIN Academy research projects.

Fairness has different meanings in different situations. To help minimize poor outcomes for lenders and applicants, we measured bias in our models with two fairness constraints, demographic parity difference and equalized odds difference, and reduced unfair bias with post-processing and reduction algorithms. As a result, we found that the fairness of demographic parity improved from 0.127 to 0.0004, and equalized odds from 0.09 to 0.01. All of the work we have done thus far is still in the research and exploration stage, as we continue to discover the limitations that need to be navigated to improve fairness. 

2. Interpreting ML model decisions for credit scoring using explainable AI

Historical data is used to train a model to evaluate the creditworthiness of an application. However, the lack of transparency in these data can make it challenging to understand, and the ability to help others interpret results and predictions from AI models is becoming more important.

An explanation that truly represents a model’s behavior and earns the trust of concerned stakeholders is critical. With explainable AI, we can get a deeper level of understanding of how a credit score is created. We can also use the features we built in the model as filters for different credit scoring decisions. To conduct this research collaboration, we needed to leverage a secure platform with strict access controls for data storage and maintenance.

3. Sentiment analysis of financial chatbots using graph ML

Chatbots are computer programs that simulate human conversations, with users communicating via a chat interface. Some chatbots can interpret and process users' words or phrases and provide instant preset answers without sentiment knowledge. 

Unfortunately, responses are sometimes taken out of context because they do not recognize the relationship between words. This means we had to represent chatbot data that can learn relationships between words through preprocessing using graph representation learning. These methods help to account for linguistic, semantic, and grammatical features that other natural language processing techniques like bag-of-words (BOW) models and Term Frequency-Inverse Document Frequency (TF-IDF) representation cannot catch. 

We built a sentiment analysis model for financial chatbot responses using graph ML, allowing us to identify which conversations are positive, neutral, or negative. This helps the chatbot avoid mistakes in categorizing user responses.    

Deploying data warehousing, ML, and access management tools

Google Cloud met our needs for these projects with infrastructure and services, such as its cloud data warehouse BigQuery and  its unified machine learning (ML) development platform Vertex AI , which offers a range of fully-managed  tools that enabled us to undertake our ML builds.

We also used Vertex AI Workbench , a Jupyter notebook-based development environment, to create and manage virtual machine instances adjusted to researchers’ needs. This enabled us to perform data preparation, model training, and evaluation of our use case model. 

Using the structured data stored in BigQuery, we were able to write our own training code and train custom models through our preferred ML framework. Furthermore, we employed Identity and Access Management (IAM) to deliver fine-grained control and management of access to resources.

The general architecture we used to support each research topic is below:

We loaded masked research into BigQuery and gave researchers access to Vertex AI for specific BRIBRAIN Academy projects, assigning a virtual machine on which to conduct research. They could then use Vertex AI Workbench to perform the pipeline steps illustrated above in Vertex AI Workbench and access required data in BRIBRAIN Academy projects via BigQuery. 

To build and run our ML solution efficiently and cost-effectively, we limited the resources available to each user. However, Vertex AI enabled us to modify instance resources to accommodate cases where significant data volumes were needed to create a model. 

At the same time, Google Cloud data security services allowed us to protect data at rest and in transit from unauthorized access while creating and managing specific access to project data and resources. We provided specific access to researchers through BigQuery and notebook custom roles, while developers received administration roles.

Undertaking research projects within a single platform

With Google Cloud, Digital BRIBRAIN now has the power to explore use cases from BRIBRAIN Academy and apply lessons learned in live business projects.

For example, we have already used research around AI explainability to help us develop end-to-end ML solutions for recommender systems in our branchless banking services, known as BRILink agents. We also built a mobile application containing recommendations with AI explanations. In an environment where many users are unfamiliar with ML and its complexities, AI explainability can help make ML solutions more transparent so they can understand the rationales behind recommendations and decisions.  

With our success to date, we plan to evolve our ML and data management capabilities. At present, we use BigQuery to store mostly tabular data for training and building models. Now, we are expanding these capabilities to store, process, and manage unstructured data, such as text, files and images, with Cloud Storage . In addition, we plan to monitor app usage using reports generated through Google Analytics for Firebase with some of the ML solutions available in our web-based applications. 

Google Cloud gives us the ability to store our data, build and train ML model workflows, monitor access control, and maintain data security — all within a single platform. With the promising results we’ve seen, we hope to be able to tap into more of Vertex AI capabilities to support ongoing developments at BRIBRAIN Academy.

• AI & Machine Learning
• Financial Services

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Lately: The wild capabilities of GPT-4o, power-hungry AI and an art project gone wrong

Welcome to Lately, where every Friday, I bring you the biggest tech stories of the week. The Lately newsletter is still new, and I’d love to hear what you think of it – what you’re enjoying or what you’d like to see. Send me an email at [email protected] . – Samantha Edwards

In this issue:

👀 The battle of the voice assistants continues

🔋 The energy-hogging new era of generative AI

🚕 The time the taxi drivers won

⭕ The Portal is another example of why we can’t have nice things

OpenAI unveils GPT-4o, while Google teases Project Astra

GPT-4o is giving Samantha in Her. Michael Dwyer/The Associated Press

It was a big week for AI assistants. On Monday, OpenAI shared a demo of its updated AI assistant GPT-4o, which is capable of realistic voice conversations. It can detect emotions and facial expressions, translate languages in real time, and change its tone depending on the request. Want it to tell you a bedtime story? GPT-4o will switch to a dulcet whisper. GPT-4o will be free for all ChatGPT users and will be available in the next few weeks. (OpenAI’s Ilya Sutskever – chief scientist and one of the board members behind CEO Sam Altman’s ousting last year – and senior researcher Jan Leike both left the company this week after the announcement. In a statement to the New York Times, Sutskever said he’s confident “OpenAI will build A.G.I. that is both safe and beneficial.”)

On Tuesday, Google showed an early version of its Project Astra, an AI assistant meets virtual chatbot. Using a phone’s camera, Project Astra was able to answer a variety of questions based on its surroundings, including identifying a London neighbourhood from its office window and locating missing glasses. Google said it’s testing different smart glass prototypes that could be compatible with Project Astra.

The environmental costs of power-hungry AI

Projected investments in AI have reached the absurd. Photo illustration by The Globe and Mail/iStockPhoto / Getty Images

It’s easy to feel like generative AI is a weightless technology, like some abstract omnipresence that can answer any pressing question, such as, “What can I make for dinner with these five ingredients?” But AI’s technology is actually tangible. A chatbot query is pinged to a data centre somewhere in the world that’s filled with supercomputers, which are fuelled by energy-hogging graphics processing units.

As generative AI becomes more ingrained in our everyday life, more data centres and super computers will be needed. (Microsoft and OpenAI are reportedly spending US$100-billion on a supercomputer.) As my colleague Joe Castaldo explains, these plans come at a cost: increasing energy needs, strain on power grids, and potentially more carbon emissions and water use. These costs prompt another question: Do we need generative AI for everything?

Ottawa taxi drivers win a rare case against Uber, kind of

The taxi drivers are asking for $215-million. Adrian Wyld/The Canadian Press

Let’s rewind to 2012, when Uber first launched in Canada, flouting municipal bylaws and angering local taxi drivers, who were required to comply with strict rules and pay hundreds of dollars in yearly licensing fees. It was the classic case of a flashy Silicon Valley disrupter moving into a market and blowing it up.

Uber’s arrival in Canadian cities launched a slew of lawsuits – against municipalities and the company – and most have been unsuccessful. But this week, taxi drivers got a rare win against the City of Ottawa. An Ontario Superior Court judge found that the city failed to stand up to the company as it operated illegally from 2014 to 2016. The plaintiffs, many of whom had multiple taxi plates whose value plummeted when Uber came, will need to return to court to establish the losses suffered. They’re seeking $215-million.

A video portal promised a cool art experiment. Then it got messy

An example of a wholesome Portal interaction. Seth Wenig/The Associated Press

The New York-Dublin Portal is an art installation with the lofty ambition of acting as a “bridge to a united planet ,” with livestream videos between large cameras stationed in each city. But after being open for one week, the portals were temporarily shut down on Tuesday after visitors began showing explicit images and gestures, such as an OnlyFans creator flashing the portal and people in Dublin displaying images of 9/11. Officials are planning to reopen the portal, but they first need to come up with a technical solution.

What else we’re reading this week:

Ontario’s self-proclaimed ‘crypto king’ charged with fraud (The Globe and Mail)

What happens when a romance writer gets locked out of Google Docs? (Wired)

Austin was supposed to be America’s next big tech hub. Here’s how it went wrong (Sherwood)

Adult Money

Aeropress Go for Lately newsletter Supplied

EDITOR’S NOTE: This week’s Adult Money is decidedly low tech. We’ll return to our regular programming of high-tech stuff next week.

It’s the May long weekend, and for the brave among us unafraid of chilly nights and even colder lakes, it’s also the official start of camping season. Every year, I like to get a new camping gadget, like a fancy headlamp or some 3-in-1 cutlery set. This summer, I’ve planned to up my coffee game. I’m dreaming about the Aeropress Go, travel-sized brewer that comes with its own travel tumbler and uses a micro-filter to prevent grit in your cup. Some bonus content: A look at the camping sites beloved by Globe readers .

Culture Radar

Ted Lasso was one of the biggest hits of Apple TV+. APPLE TV+

Some actors could join the class of commission-based workers

AppleTV+ is reconsidering how it pays creative talent: If your show flops, goes overbudget or no one watches it, that could be reflected in your paycheque. The proposed performance-based compensation regime, according to an internal memo seen by Bloomberg , would see talent in series and movies produced in house receive bonuses based on a points system. They would take into account the number of people who signed up for AppleTV+ to watch, how many minutes they watched and the cost of the program relative to the size of its audience. The plan isn’t final, but some top producers and talent representatives say they’re skeptical and believe the proposed change is solely to save money.

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