There are thousands of actors and actresses looking for work at any one time. Some are registered with more than one agency and many don’t yet have an agent to represent them which means they must do all the work themselves. Why should talent agencies use smart document management software, like Paper Tiger Document Management Software and Filing System?
All talent/casting agencies are inundated with applications from actors seeking representation. It’s impossible to keep track of every single one of them. Therefore a filing system is needed. However, they shouldn’t keep using archaic solely paper-based systems because they’re too time-consuming to manage and simply don’t help the agent in times of urgency.
When you get a call or an email, or hear about an audition, it’s crucial that you can easily locate any suitable people on your books and send them along if they’re available. If you use an older system of filing cabinets which are overflowing with photos and files about every actor you’ve ever met, it can become an impossible challenge to find the right people.
Quite often the casting calls are advertised with little or no warning and you really need to get your people jobs so they earn money and you do too. BUT you also get your name out there every time you send a candidate along and that is vital to the continuing success of your business.
If you use a smart document management system, you can store documents in various formats. If some actors have headshots or video recordings to help sell themselves, you simply add that to their file for future use. It saves a lot of hassle if everything is kept together, regardless of format.
You can label the files in any way you choose. This means that you can cross-reference people who fit into different categories and still locate their files easily and quickly when the need arises. For example, you may have a male actor who is 25 years old. He may also have experience as a stuntman, a juggler, a singer and both stage and screen experience.
If you cross reference his details with keywords representing all his experience, you can conduct a search, using your new document management software, and see that he’s suitable for the job you were just told about.
This is much more efficient than a purely paper-based filing system reliant on alphabetical labels where a lot of this information would simply be overlooked or invisible because you can’t see it instantly and you can’t remember every single talent that everyone on your books possesses.
If you believe that you don’t need to instigate a more efficient and user-friendly filing system for yourself, keep in mind that most other agencies will be using some sort of intelligent, time saving system themselves and so you’re putting yourself into a position where you won’t be able to compete with them simply because you haven’t modernized your approach to filing effectively.
As a talent agent, you need to know about ALL the skills that your people have. Many people believe that a talent agency only provides people for movies, TV shows and commercials. However, there are a LOT more working opportunities out there if you’re resourceful enough to have people with the prerequisite skills.
Such jobs include: singing telegrams, party performers, singers for birthdays and special occasions, clowns, pantomimes, stage actors, performing on cruise ships, magicians, children’s party entertainers, musicians, expos and promotional shows, photo shoots for advertising catalogues, modeling and so much more.
Because this is such an extensive list, it would be impossible to place one person’s file in 20 different categories. However, through the use of an intelligent filing system software, you only need one big file for each person, and simply add the extra categories when entering the details into your computer database.
This information is crucial as generally an agency has more than one person working there and so you can’t know everybody that comes through the door. However, a few clicks of your keyboard should be able to tell you if there are people on your books that meet the criteria currently being sought.
Why should talent agencies use smart document management software? The answer is very simple. If you’re not using such a system, you’re not only losing money for yourself and the people on your books, but you’re losing the competitive edge that your rivals will have because they have been smart enough to implement a very efficient document management system to reap the enormous benefits. Implement Paper Tiger Document Management Software and Filing System today and regain that competitive edge.
Tags: document management software, paper filing systems, The Paper Tiger 'Finding' Filing System
