Effective collaboration lies at the heart of successful museum operations. Whether processing new acquisitions, mounting an exhibition, or producing a publication, projects often require coordinated contributions from multiple departments and individuals. Without clear workflows and centralized tracking, essential tasks can be delayed, duplicated, or overlooked entirely.

Yet, too often, institutions depend on fragmented systems and ad hoc processes to manage complex work. This blog shares proven strategies and enabling technologies that can help museums unify workflows, enhance collaboration, and achieve consistently stronger results, drawing on practical insights from a recent Gallery Systems webinar on workflows.

Why Structured Workflows Matter

The case for moving beyond ad-hoc processes

Museum work is inherently complex. An acquisition may require photography, rights clearance, and curatorial review before it can be shared with the public. An exhibition might involve dozens of departments with tightly linked deliverables. Without structure, essential tasks can slip through the cracks, causing delays and jeopardizing quality.

Common workflow challenges in museums include:

  1. Multiple stakeholders – Projects draw on expertise from many disciplines, each with specialized responsibilities.
  2. Scattered tools – Data and documents are spread across separate systems and communication channels.
  3. Limited visibility – Without a centralized tracker, it's hard to monitor progress or identify bottlenecks.
  4. Changing priorities – Shifting deadlines and requirements can disrupt carefully planned task sequences.

Embedding workflows directly into your CMS transforms it into a shared, transparent workspace. This centralization streamlines communication, improves accountability, and ensures that critical steps are never overlooked.

A group of museum staff members collaborating in a gallery space, reviewing artworks and discussing display arrangements.

Three Steps to Building an Effective Workflow

A strategic framework for organizing tasks
Designing a workflow starts with intentional planning. Whether the goal is to digitize a collection or launch an online catalogue, three steps can set the foundation for success:

  1. Identify the Team
    List all roles involved and their general responsibilities for the project.
  2. Define the Goal
    Clarify the final deliverable and any associated deadlines.
  3. Map the Steps
    Break down the process into sequential tasks, assign ownership, and note dependencies.

This approach ensures that every participant understands their role and how their contributions fit into the larger objective.

An example of cross-departmental coordination in action

Example: Publishing New Acquisitions to eMuseum:

  1. Create Object Records in TMS Collections – Curator or registrar adds initial records, even if incomplete.
  2. Additional Cataloguing – Confirm dimensions, credit line, status, and other details.
  3. Photography – Schedule and complete object photography; upload images to TMS Collections.
  4. Rights Clearance – Secure reproduction rights from artists, estates, or galleries.
  5. Curator Review – Approve record accuracy, completeness, and display images.
  6. Public Access Designation – Set the Public Access field to "true" for the next eMuseum refresh.

Each step is both a discrete task and part of a larger sequence, making it ideal for tracking through the TMS Suite's built-in features.

Tools to Support Workflows in the TMS Suite

Turning a collections database into a project management hub
The TMS Suite offers a variety of tools designed to help institutions manage and monitor workflows. These tools can be adapted to suit projects of any size, from single-object cataloguing to multi-year exhibition planning. Here are TMS Suite features that can transform your processes into a dynamic workspace:

  • Saved Queries: Create targeted searches, such as "Recent acquisitions needing curator approval," and save them to dashboards for instant access. Queries update dynamically, keeping the list current after records are updated.
  • Status Flags: Apply prominent, customizable indicators to records that need attention—Needs Photography, Missing Required Data, Condition Report Needed. Flags can be cleared individually or in batches when work is complete.
  • Batch Updates: Make bulk edits across multiple records, such as marking a set as Public Access. This reduces repetitive manual work and improves data consistency.
  • Packages: Compile custom lists of records for collaborative work—ideal for exhibition checklists or grouped acquisitions. Store in public or shared folders for team access.
  • Standard Fields: Leverage existing approval checkboxes and date fields to record milestones and verify readiness for publication.
  • Flex Fields: Build fully customizable fields for your institution's unique processes. Group related tasks, enforce completion order with dependencies, and track completion dates.

By making use of these capabilities, teams can work from a shared view of priorities and progress.

Beyond the Objects Module

Extending best practices across the museum's digital ecosystem

While object records are often the focal point of workflow discussions, other TMS modules offer similar opportunities for structured collaboration. By extending workflow practices into additional modules, institutions can achieve a truly holistic project management environment.

  • Loans Module – Track requests, approvals, agreements sent/received, and return schedules.
  • Exhibitions Module – Monitor object statuses, review approvals, and track deliverables.
  • Shipping Module – Maintain shipment schedules, carrier details, and actual delivery dates.
  • Projects Module – Manage customizable initiatives such as publications, digitization projects, or photography requests, with enhanced workflows when integrated with TMS Media Studio or TMS Conservation Studio.

The same workflow strategies, identifying tasks, assigning roles, and tracking progress, apply across all these contexts.

Best Practices for Lasting Impact

Ensuring adoption and long-term effectiveness

Implementing workflows in the TMS Suite is only the first step. For long-term success, institutions should follow a set of best practices to maintain efficiency and accountability.

  1. Centralize tracking in TMS Collections – Minimize reliance on separate spreadsheets.
  2. Leverage built-in tools first – Saved queries, flags, and packages often meet workflow needs without additional customization.
  3. Customize when needed – Use flex fields and tailored data entry views for specialized processes.
  4. Document workflows – Make sure all team members understand the sequence of tasks and their responsibilities.
  5. Review regularly – Adjust workflows as projects evolve and refine based on experience.

The most successful museums are those that combine cultural expertise with operational excellence. Structured workflows, supported by the right tools, give teams the clarity, accountability, and visibility they need to collaborate effectively.

As Sofia Retta, Training and Reports Specialist at Gallery Systems, noted during Improving Collaboration and Workflows with the TMS Suite webinar, "Your database can be more than a repository, it can be the central hub for your projects." By adopting this mindset, museums can ensure that every acquisition, exhibition, and publication is delivered with precision and care.

For more tips or in-depth training on implementing workflows in the TMS Suite, visit our Gallery Systems Training page or contact us to discuss how we can help optimize your team's processes.