Enhance Team Collaboration with the New TASKS feature

Details Team
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The TASKS feature is designed to enhance team collaboration by allowing details customers to break down complex processes into manageable sequences of tasks. With this feature, you can assign specific tasks to staff members, ensuring that everyone involved has a clear view of their responsibilities and the overall project progression. This structured approach to task management ensures that all team members are aligned and that projects are completed efficiently.

Modules with TASKS Integration

The TASKS feature can be found as part of the main menu and is integrated across several key modules within the platform, including BOOKING, CATALOG RELEASES and PRODUCTS as well as LICENCING.

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Whether it's managing release planning, coordinating product supply, handling licence deal procedures, or overseeing booking management, the TASKS feature allows you to break down these complex operations into manageable steps. By assigning tasks within these modules, you can ensure that every detail is attended to, responsibilities are clearly defined, and progress is tracked in real time across your team.

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Key Benefits to work with TASKS

1. Ensuring Transparency and Structured Processes

  • Real-Time Project Monitoring: The TASKS feature brings a new level of transparency to project management. Previously, processes may have been documented in Excel or not at all, relying heavily on the memory of individual team members. This could lead to challenges, particularly when those key individuals were unavailable. Now, with TASKS, every team member has real-time visibility into the status of each task. This structured approach ensures that everyone knows what has been completed, what is in progress, and what still needs to be done, making it easier to keep the project on track and avoid any missed steps.

  • Collaborative Workflow: Transparency is further enhanced as all team members can view the status of tasks, enabling more effective collaboration. With a clear, structured view of the project’s progression, team members can proactively address any delays by adjusting their own work or assisting others. This reduces the dependency on individual team members and ensures that the project moves forward smoothly, even if someone is on holiday or otherwise unavailable.

2. Customizing Task Sequences:

  • Tailored Task Sequences: The TASKS feature requires companies to set up their own sequences of tasks, tailored to their specific workflows. This customization ensures that the task structure aligns perfectly with your project requirements and organizational processes.

  • Scalability: As projects grow in complexity, the TASKS feature allows you to scale your task sequences accordingly. You can add new tasks, reorder them, or even create parallel task sequences that converge at a later stage in the project.

Setting Up the TASKS Feature for Collaboration

1. Initial Configuration:

  • Define Task Sequences: Start by defining the sequence of tasks required for your typical projects. Consider breaking down each major milestone into smaller tasks that can be individually managed.

  • Assigning Team Members: As you create tasks, assign them to the relevant team members. Ensure that the sequence reflects the order in which tasks should be completed.

2. Using the TASKS Dashboard and the Task Lists:

  • Tracking Progress: Use the TASKS dashboard to monitor the progress of each task. The status of each task (e.g., open, pending, completed) will give you a real-time view of where the project stands.

  • Collaboration Features: Team members can leave notes on tasks to update others on progress, share resources, or flag issues. This collaborative space keeps all communication related to the task in one place, making it easier to follow the project’s history and current status.
  • details provides specific task lists for each task category, i.e. Booking Tasks Lists, etc.

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3. Best Practices for Collaboration:

  • Regular Updates: Encourage team members to regularly update the status of their tasks and leave notes. This practice keeps everyone informed and ensures that any potential bottlenecks are addressed promptly.

  • Weekly Review Meetings: Consider holding brief weekly meetings where the team reviews the TASKS dashboard together. This ensures that everyone is aware of the project’s progress and can discuss any issues that need resolution.

  • Task Prioritization: Use the task filtering options to prioritize tasks based on due dates or importance. This ensures that the team focuses on the most critical aspects of the project first.

 

Inspiration for TASKS:

To help you get started, here’s a list of exemplary tasks that may be scheduled for an album release, which includes the release of two singles and a subsequent tour. This sequence reflects common industry practices and ensures that all critical aspects of the release are covered.

 

1. Initial Planning and Setup

  1. Confirm Release Date(s): Finalize the release dates for both singles and the album, and align with all parties.

  2. Confirm Release Formats and Packaging: Finalize the formats in which the album and singles will be released, including digital, CD, and vinyl. Ensure all packaging details are confirmed, such as special editions, limited runs, and any bonus content or unique packaging features.

  3. Coordinate with Artists and Manager for Release and Tour : Ensure the artists and management are fully informed and aligned on key dates, responsibilities, and tour plans.

  4. Confirm Responsible Booking Agents for Key Territories: Identify and confirm booking agents responsible for managing tour dates and promotional events in key geographic regions. Ensure that each territory has a dedicated agent aligned with the tour strategy and local market needs.
  5. Outline Publishing Activities: Verify the primary publishing contact(s) responsible for the album and singles. Ensure they are aligned on key activities such as song registration, royalty collection, synchronization opportunities, and liaising with performing rights organizations (PROs).

  6. Commission and Approve Remixes: Identify and collaborate with remix artists to create alternative versions of key tracks. Ensure that remixes are completed, approved, and ready for release in line with the overall promotional strategy.

  7. Finalize Mastering: Complete and approve the final master of the album and all singles.

  8. Set Preorder Start Date : Establish the date when the album will be available for preorder.

2. Creative and Production Setup

  1. Design Album Artwork : Create and finalize artwork for the album and singles, ensuring it meets all format specifications.

  2. Organize Photoshoots: Plan and execute a photoshoot for the album cover, promotional materials, and social media content. Ensure that the photos align with the album's visual theme and are available for use in marketing campaigns and packaging.

  3. Provide Liner Notes: Develop and approve liner notes for the album, including credits, acknowledgments, and any additional content that provides context or storytelling. Ensure the notes are ready for inclusion in physical formats such as CD booklets and vinyl sleeves.

  4. Prepare Digital Promo Assets: Develop all necessary digital promotional materials, including social media graphics, videos, and other assets.

  5. Plan and Produce Music Videos: Develop concepts, hire production teams, and schedule shoots for music videos. Ensure that videos are produced, edited, and approved in time for strategic release alongside singles or the album.

  6. Create and Schedule YouTube Content: Plan and produce additional YouTube content, such as behind-the-scenes footage, lyric videos, and interviews. Schedule uploads to align with the promotional timeline, maximizing audience engagement and reach.

  7. Set Up Analytics Tracking for Campaigns: Ensure all digital promotions, social media campaigns, and streaming links are integrated with analytics platforms to track engagement and performance.

3. Pre-Release Promotion

  1. Schedule Promotional Artist Appearances, Promo Tours, and Interviews: Plan and coordinate a series of promotional appearances, including live performances, optional radio and TV interviews, and in-store events. Develop a detailed schedule that aligns with the release timeline, ensuring maximum media coverage and fan engagement.

  2. Distribute Links / Marketing Sheets : Prepare and distribute marketing infos to distributors, retailers, and key partners.

  3. Distribute Links / Promo Copies to Media : If you have, send out promotional copies of the album to media outlets, influencers, and playlist curators.

4. Single 1 Release

  1. Arrange Test Pressing for Single 1: Schedule and produce a test pressing for the first single.

  2. Approve Test Pressing for Single 1: Review and approve the test pressing.

  3. Distribute Links / Promo Copies to Media for Single 1: Send out promotional copies of the second single to media outlets and influencers.

  4. Arrange Test Pressing for Single 1: Schedule and produce a test pressing for the second single.

  5. Approve Test Pressing for Single 1: Review and approve the test pressing for the second single.

  6. Launch Social Media Campaign for Single 1: Start the campaign for the second single, leveraging the momentum from the album release. 

  7. Distribute Finished Product (Single 1) to VIPs: Send out physical and digital copies of the second single to VIPs and key partners.

  8. Monitor Manufacturing Progress and Delivery for Single 1: Track the manufacturing process for the second single to ensure timely availability.

  9. Monitor Streaming Performance for Single 1: Continuously track streaming data to optimize ongoing promotional efforts.

  10. Monitor Sales Progress for Single 1: Track the overall sales for the second single for fast response.

5. Album Release

  1. Arrange Test Pressing for Album: Schedule and produce a test pressing for the album.
  2. Approve Test Pressing for Album: Review and approve the test pressing for the album.
  3. Place CD Order for Album: Confirm quantities and place orders for the album's physical CD production.
  4. Set Preorder Start Date : Establish the date when the album will be available for preorder.
  5. Launch Pre-Order Campaign for Album: Execute a targeted campaign to drive pre-orders, including social media, email newsletters, and paid ads.

  6. Set Stock Dates for CD/LP (Album): Organise for the stock to be available well before the album's release date.

  7. Arrange Test Pressing for Album: Schedule and produce a test pressing for the second single.

  8. Approve Test Pressing for Album: Review and approve the test pressing for the second single.

  9. Monitor Manufacturing Progress for Album: Continuously monitor the production process for the album to ensure timelines are met.
  10. Distribute Promo Copies to Media for Album: Send out promotional copies of the second single to media outlets and influencers.

  11. Run Social Media Campaign for Album: Shift focus to promoting the upcoming album through various social media platforms.

  12. Complete Repertoire Registration with Relevant Authorities: Ensure that all tracks, compositions, and associated metadata are registered with performing rights organizations (PROs) and other relevant music industry databases.

6. Single 2 Release

  1. Distribute Links / Promo Copies to Media for Single 2: Send out promotional copies of the second single to media outlets and influencers.

  2. Arrange Test Pressing for Single 2: Schedule and produce a test pressing for the second single.

  3. Approve Test Pressing for Single 2: Review and approve the test pressing for the second single.

  4. Launch Social Media Campaign for Single 2: Start the campaign for the second single, leveraging the momentum from the album release. 

  5. Distribute Finished Product (Single 2) to VIPs: Send out physical and digital copies of the second single to VIPs and key partners.

  6. Monitor Manufacturing Progress and Delivery for Single 2: Track the manufacturing process for the second single to ensure timely availability.

  7. Monitor Streaming Performance for Single 2: Continuously track streaming data to optimize ongoing promotional efforts.

  8. Monitor Sales Progress for Single 2: Track the overall sales for the second single for fast response.

7. Tour Preparation

  1. Confirm Tour Availability: Early on confirm the band's availability and finalize tour dates, ensuring alignment with the release schedule.

  2. Launch Social Media Campaign for Tour: Promote the tour, highlighting the album and singles to drive ticket sales.

  3. Identify and Secure Brand Partnerships: Collaborate with brands for cross-promotions and sponsorships that can be featured during the tour.

  4. Collaborate with Influencers and Playlists: Engage influencers and playlist curators to feature the album and singles, boosting tour visibility.

  5. Organize Virtual Events: Plan virtual events such as live-streamed concerts or Q&A sessions to maintain fan engagement.

  6. Coordinate Tour Logistics (Venues, Travel, etc.): Manage all logistical aspects of the tour, including venue bookings, travel arrangements, and merchandising.

8. Post-Release Activities

  1. Review Promo Results for Tour: Analyze the effectiveness of the promotional efforts and adjust strategies for the remaining tour dates.

  2. Conduct Post-Release Review: Analyze overall performance metrics, including sales, streaming, and fan engagement, to refine future release strategies.

  3. Plan Continuous Fan Engagement: Develop ongoing engagement strategies to maintain momentum after the tour, including surprise content drops or special editions.

  4. Ensure Timely Processing of Reporting and Royalty Statements: Establish a schedule for generating and distributing royalty statements and payments. Confirm that all necessary data is collected, processed, and reported to artists and managers on time.

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