There is a fascinating post by Joe Patti up at Butts In The Seats, which in turn, is examining a post from Brian Taylor Goldstein, Esq at MABlogs about ownership of an artist’s booking data; for example, name and contact information for arts org artistic administrators or performing arts center venue managers that are either leads or established contacts. Although the initial topic touched on the touchy issue of proprietary data (spoiler: it belongs to the artist, not the agent), it is an excellent gateway to a topic that comes up like clockwork via my consulting work: “how do I know if I’m getting my money’s worth from my agent’s retainer?”
The solution is actually quite straightforward so get ready to hit the print button as I’m going to save everyone an hour’s worth of consulting fees ($300) by spilling the beans here in print.
Doveryai No Proveryai (trust, but verify) – Russian Proverb
- Require your representation to provide lead list tracking on a monthly, quarterly, or bi-annual basis.
That’s it. It really is that forehead-slap simple and as the posts from Patti and Goldstein confirm, that data is yours anyway so there’s nothing inappropriate about asking for it in the form of a CRM report.
A CRM, or customer relationship manager, is a system for managing and tracking interactions with current and future business contacts. There are loads of good cloud based systems to choose from, one of my favs is Highrise from 37signals.com, but it can be as simple as a free google spreadsheet.
An important point here is when I say “require” your representation provide reports that can take the form of a clause in your written representation agreement to a simple verbal understanding. There’s no hard and fast rule about getting it in your agreement and a firm deliverable but making it known at the onset of your relationship that you expect that data and why it’s meaningful to you is what really matters.
Ultimately, what you want to see in a contact report are the following:
- Organization name
- Name and title for each related contact
- Dates contacted
- Type of contact (telephone, email, conference, FTF, etc.)
- Contact details (phone, email addy, SMS, etc.)
- Communication summaries
- Lead generation follow-up actions and results
In short, you just want to know who they spoke with, what they talked about, and the outcome. And if you ever part ways, you’ll have the contact details to use as you see fit.
If your representation uses a cloud based CRM to manage this data, most systems provide the ability to set up users with non or limited editing access which you can use to pop in at your leisure to keep tabs on everything, thereby releasing the agents from having to compile a formal report (time s/he can spend getting out there and promoting you).
What If My Representation Says No?
If your representation baulks at the idea (and don’t be surprised if s/he does at first), calmly explain why the information is important to you and that you want to be as involved as possible in promotion efforts to help advance your career. Don’t go off screaming “It’s my data anyway so give it up you good for nothing parasite!” Simply put, flying off the handle isn’t an approach I recommend.
If your agent shuts down the idea and simply won’t have any part of it, then you’re going to have make a decision about whether or not it is worth paying someone a retainer for work you can’t verify while hustling most of your own gigs or simply hustling most of your own gigs with a few extra dollars in your pocket you could reallocate toward other promotional activities.
The choice is yours.
Now, go treat yourself to something special with that $300 you just saved.