The Systems That Let Creative Work Flow
- Kimberly DiVito
- May 18
- 4 min read
Good operations are invisible. When intake systems work, artists focus on making art. When POS workflows are solid, exhibitions run smoothly, and revenue is tracked. Invoices that come in with a method, accounts remain balanced. Blog posts are drafted quietly while SEO performs to attract new visitors to a website.
The skills acquired while meeting these milestones paved the path for certifications from real-world experiences. I've built the operational backbone for arts organizations, from exhibition intake to sales systems to board infrastructure as a technical lead and invoicing.
These milestones were not met alone, as I had the privilege of co-creating with other magical humans who believe in creating meaningful and memorable experiences. My leadership style is one of always asking are we meeting the goal, with the data and fiscal responsibility. The happiness factor of the team during all cycles is always a priority, as it creates the energy for measurable success.
$55K+
Exhibition sales processed through Clover POS system
$56K
Annual art sales through Shopify + POS gallery system at Creative Pinellas
350+
Artists moved through intake, agreements, and the content pipeline
How I view creative operations
People who are having fun doing what they love are the most centered part of my vision when it comes to operations. The systems, digital optimization, and data required to enhance an organization's structure are required to uplift the people so that they can ultimately spend their time being creative. My operational mindset developed to lead with creativity because throughout my entire career, I have had the pleasure of working alongside the most amazing creative humans, and I learned that the one thing they all wanted was to be able to focus on what they love to do. My goal as a leader is to build the systems that allow the team to do what they love and not be caught up in what drains their energy.
Certifications & Credentials
monday.com Certification Badges earned April 2024, expires April 2027
Product Badge
Platform proficiency & core product knowledge
Certified April 6, 2024
Advanced Workflow
Automations, complex workflow design & multi-board systems
Certified April 26, 2024
Implementation
Rolling out monday.com for teams: onboarding, setup & adoption
Certified April 26, 2024
Google Project Management Certificate
Foundations of Project Management Certified March, 2026
Project Initiation Certified March, 2026
Project Planning
Certified April, 2026
Project Execution
Certified May, 2026
Projects Artist Intake & Exhibition System
Exhibition Intake and Sales Pipeline Project
Creative Pinellas · Built & Managed 2019 – 2025
When an artist received a grant they were eligible to participate in an exhibition at Creative Pinellas, they needed to hand off lots of information that included: artwork details, agreements, biographical content, photography, pricing, and communications. All of these items were part of the content strategy for the sales and communication strategy for the exhibition on view. Before this process, the Gallery at Creative Pinellas was not selling artwork and operated as an art-on-view exhibit space only. I designed the end-to-end, point of sale, and intake workflow that brought it all together so that artists could attract collectors.
How the system worked
1 - Artwork Manifest Submission
Artists submitted a full artwork manifest, which included titles, dimensions, media, and pricing, via a structured online form linked to a home page specifically for the exhibition. The form data was submitted directly into the Monday.com database for the internal team to access. This data set allowed for art tags, didactics, and online sales materials to be launched for each exhibition.
2 - Marketing & Storytelling Submission
A second form collected bio/artist statement, headshot, and online links (socials and website), feeding directly into the gallery's marketing and public profile system.
3 - Content Strategy & Artist Profile Publishing
Submissions flowed into a content pipeline I managed training artists on blogging and digital storytelling, then publishing their work across Creative Pinellas' platforms to drive audience and exhibition engagement.
4 - Gallery Sales Integration
Artwork data fed into the integrated Shopify + POS gallery sales system, generating $56,000 in annual art sales at peak performance, artists could sell originals and prints with QR-linked purchasing. Gallery sales expanded to include hotels in 2020 and sales were made possible by the QRLink purchasing.
5 - Replicated Process
I have replicated this process at Mi Gente Mi Pueblo for the past 3 years, with the same success. During 2024 Mi Gente Mi Pueblo held an exhibition at Creative Pinellas and the artists were used to the process and all went very smoothly.
WordPress Monday.com Custom Forms ShopifyPOS integration Content Management SEO
Digital Optimization
Microsoft 365 - WIX Website - Clover POS System
Miniature Art Society of Florida · Built and Managed 2024-Present
The Miniature Art Society of Florida holds juried exhibitions that require coordinating hundreds of artwork entries, artist communications, acceptances, wall placement, and sales during one exhibition a year. The group was looking to update their systems and collaboration tool capabilities, along with updating to be able to accept credit cards other than through PayPal.
After a technology review, I updated the group to a non-profit Microsoft account that allows for 10 free accounts for Microsoft 365, along with a Sharepoint Landing page for file and communication management. Zeffy was implemented as the donor management system, and Clover was updated to include all artwork for the exhibition with artist names, titles, and prices.
$55,000+ in exhibition sales processed through the Clover POS system during a single show.
What the system looks like
Built a Clover POS workflow covering sales transactions, receipt processing, and revenue tracking during the exhibition run. Created process documentation and trained 12 board and staff members to use the system.
Established Microsoft 365 infrastructure for board communications, shared file management, and organizational efficiency.
Documented processes so future staff and volunteers could maintain systems without starting over.
Created a brand guide for MASF and started a strategic WIX Studio website set to launch in Fall 2026.
WIX Studio Clover POS Microsoft Zeffy
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