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Problem
From Chaos to Cohesion
As Norway’s leading improvisational theater, this creative arts organization runs dozens of projects and productions across multiple departments—artistic programming, external gigs, volunteer coordination, classes, and bar operations. Despite the team’s creativity, operations were fragmented:
- Trello was used by the external team but lacked structure for managing high-volume gigs and workshops
- A custom scheduling app built by an external developer handled performances but was hard to evolve
- Volunteer and class scheduling, production management, and team communications were all disconnected
The artistic director, realized that without a centralized system, key details were falling through the cracks—especially when project leads were absent or deadlines were missed. Weekly project meetings lacked a consistent source of truth, and there was no clear way to reassign tasks or maintain continuity across departments.
Q1
Solution
Unified System for Cross-Team Operation
The artistic director implemented SmartSuite to unify all of the theater’s operational processes into a single digital workplace—while preserving the flexibility needed for creative workflows.
- Project Management Hub: A form-based intake system feeds a centralized project tracker, with linked marketing plans, production schedules, and contact lists. Tasks are automatically created based on input criteria and assigned to the right team members.
- Department-Specific Views: Each team—from external gigs to volunteer coordination—uses filtered views tailored to their daily operations, simplifying onboarding and usage.
- Volunteer & Bar Scheduling: 70+ volunteers and 8 bar employees are scheduled with SmartSuite views and checklists, replacing manual coordination.
- Permissions & Privacy: Sensitive project and personnel data are restricted via SmartSuite’s granular permission settings, ensuring only designated users can edit or view key records.
- Internal Feedback Loops: A dedicated feedback form lets team members request changes or report issues with workflows—fostering continuous improvement.
SmartSuite's visual and relational model allowed him to replicate the flexibility of spreadsheets while adding structure, automation, and cross-department alignment.
Q2
Results
Powering Creative and Operational Growth
SmartSuite has transformed this creative arts organization’s behind-the-scenes operations. The weekly project meeting is now guided by real-time data, ensuring that nothing is overlooked—even when team members are absent.
With intuitive dashboards, relational records, and automated task generation, departments that once operated in silos now collaborate with ease. Tasks are visible, responsibilities are clear, and volunteers are engaged through a transparent, documented process.
What began as a project management initiative is now expanding into every operational area of the theater—including box office, class registration, and performance reviews. And with the artistic director leading the buildout, SmartSuite is enabling a new level of creative collaboration—backed by data and operational discipline.
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