CONCEPTUALIZATION

In the conceptualization stage, early conversations begin to be formalized through collaborative and crossdepartmental convenings, including one-on-one, roundtable, and/or focus group discussions.

Identifying key internal and external stakeholders to participate in the conceptualization process is important and ensures an open and productive dialogue throughout. Seek to garner representation across lived experiences and identity groups as well as to secure staff members who are known for their advocacy for equitable practices in the past. Even if the latter are not able to participate in the full project directly, they should be contacted to aid in this part of the conversation and/or recommend a colleague who might welcome the commitment. Black, Indigenous, and People of Color (BIPOC), women, LGBTQIA+, and other staff from historically marginalized groups should feel welcome and be invited to participate; however, they should not be made to feel obligated and should never be invited solely for their identity. It should never be undertaken or even entertained that their voice in the process is to represent or speak for and/or on behalf of any affiliated group. Be sure to invite a team member from all departments at the start, regardless of whether they will regularly work with artist demographic data, to gather varying views and opinions.

Later in the process, key stakeholders in collecting and using the data will take on larger roles to negotiate the varied needs and potential data uses throughout the organization. Departments or roles that may be part of the initial conceptualization group that might continue as deeper stakeholders, which will later be referred to and work as a project team, are board relations, conservation, communications/ marketing, curatorial, development, education (perhaps in a facilitation role as well), human resources, leadership office, library, membership, public relations, publications, registrar, and visitor services. Critical to the success of these efforts is a sole project lead who is responsible for the coordination and completion of all work across the entire project team. It is also recommended to invite artists and members from constituencies that the organization serves to participate at any and all stages. This involvement should ideally be compensated.

During these early conceptualization conversations, identify and discuss foundational questions and considerations for an artist demographic data project. The initial questions addressed should be asked again and the earlier responses presented:

• Request: Where has the request come from and what is that person’s/ group’s stakeholder role in the project?

• Goal: Why has an artist demographic data project been requested? What is the goal? Is the organization open to the data analysis process changing this goal?

• Timing: Is there a reason for the request at this specific time? What is the timeline expected for all stages?

• Mission and Vision: In what way does the project speak to the mission and vision of the organization?

• Motivation: Is the desire to move this project forward authentic? Is it a checkbox for data or is it seeking information from the data to forge a way forward with DEIAB work?

• Trust: What trust building would need to be done if the organization’s voice in DEIAB is not trusted or respected by internal or external constituencies?

• Voice: Will the project give voice to underrepresented constituencies?

• Additional Goals: Are there motivations and goals not discussed in the original request that should be considered?

• Intersection: How does the project intersect with other larger initiatives (e.g., strategic planning, capital campaigns) conceptually and in terms of bandwidth and timing? Is there openness to the project itself initiating programmatic shifts?

• Usage and Audience: How will the information collected be used? Is the intent for internal usage or public viewing? Is the original intent for it to be used for public relations, development, or education to advance the institution’s profile and funding and/or is it to change and meet directions of DEIAB goals? Will it be used to ensure equitable practices?

• Data Storage and Security: Is there a plan for storing the information? Does the plan take into account security concerns?

• Staffing: Is there a clear plan for staffing for the project? Who will it impact and how will their day-to-day schedules be balanced? Who is the project lead who will ensure that the work gets done and is coordinated across all staff and stakeholders?

• Funding: Are there specific funds allocated for the project or is it expected to be executed within an existing budget? Are any additional staff members or consultants required?

Differing views should be reviewed and discussed with the original team, though it is probably better that they simply be part of this phase, as long as it does not hinder open conversation. Advancing a deeper dive into additional questions and discussions will be useful at this stage. While developing and considering new questions to ask, ensure they center on authenticity, trust, capacity, service, and reflection as much as the path forward. A few examples are listed here, with some repeated due to importance:

• Review and discuss openly who is initiating the project and why was it first considered.

• Ensure it is clear why you are collecting this information.

• How does the project concretely relate to the mission and the values of the organization?

• How will the artist demographic information be used, internally and/or externally? Will the data be used for internal benchmarking, accountability, and/or tracking progress in diversifying the collection? Will it impact existing labels and object records? Who will then manage updating information across physical and online platforms for this variety of uses?

• How does this type of information benefit the organization and/or its constituents?

• Which departments are needed to realize a project like this?

• What are the roles needed to execute it?

• What is the time commitment from the staff and additional voices involved?

• Does the request take into consideration the capacity of current staff?

• What guidelines need to be set up for those working on the project (conflict of interest, fair and equitable voice regardless of title, agreement of nonretribution, etc.)?

• Which artists or community constituents does this initiative impact?

• What would constitute a misuse of data based on the organization’s values and its obligations to artists and the public?

• What are the organizational strengths and weaknesses that could benefit or undermine the success of this project?

• Does the institution currently support and acknowledge unique and varied visible and invisible expressions of identity? Does this support and acknowledgment align with the purposes of the artist demographic data collection?

• Does the institution actively demonstrate inclusivity in building spaces of belonging, in particular for artists?

• What is the capacity of the organization to not only undertake this project but also maintain and update it indefinitely? Does the organization need external consultants to help with this assessment?