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Creative Remote Collaboration

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Remote collaboration is important for any line of work where people are divided by time and space, but the need is expanded in a creative industry where there is an increased requirement of …

Remote collaboration is important for any line of work where people are divided by time and space, but the need is expanded in a creative industry where there is an increased requirement of collaboration, communication, and execution of ideas.

When you work for a creative agency with colleagues and clients around the country (and developers around the world), how can you improve and streamline the creative collaboration process?

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  • 1. Copyright © 2010 by IQ Agency {CREATIVE}REMOTE COLLABORATION Tips and tricks for remote collaboration in the creative industry.
  • 2. Copyright © 2010 by IQ Agency JENIFERVANDAGRIFFEXPERIENCE ARCHITECT Email & Facetime: jenifer.vandagriff@iqagency.com Desk: 212.699.6488 Aim: javandagriff Skype: jvandagriff Twitter: @jeniferv 2
  • 3. Copyright © 2010 by IQ Agency BEING CREATIVE IN REMOTE COLLABORATION Remote collaboration is important for any line of work where people are divided by time and space, but the need is expanded in a creative industry where there is an increased requirement of collaboration, communication, and execution of ideas. When you work for a creative agency with colleagues and clients around the country (and developers around the world), how can you improve and streamline the creative collaboration process? 3
  • 4. Copyright © 2010 by IQ Agency CREATIVESPECIFICITIESINCOLLABORATION • Sharing, building, agreeing of ideas • Iteration & revision of design • Review & feedback of design • Multiple documents & multiple authors in one project ecosystem - Requires versioning, access, and documentation • Improvisation & personality 4
  • 5. Copyright © 2010 by IQ Agency 5 SameTimeSynchronous DifferentTimeAsynchronous DifferentPlaceRemote SamePlaceColocated RemoteInteractions video conferencing, instance messaging, chats/ MUDs/virtual worlds, shared screens, multi-user editors, ... Communication+Coordination email, bulletin boards, blogs, asynchronous conferencing, group calendars, workflow, version control, wikis, ... ContinuousTask team rooms, large public display, shift work groupware, project management FacetoFaceInteractions decision rooms, single display groupware, shared table, wall displays, roomware, ... Time/SpaceGroupware Matrix
  • 6. Copyright © 2010 by IQ Agency REMOTECOLLABORATIONREQUIRES RECIPROCITYINADOPTIONOFTOOLS ANDPRACTICESBETWEENTHE MOTHERSHIPANDSATELLITEOFFICES
  • 7. Copyright © 2010 by IQ Agency HAVEYOURTOOLSLOCKED&LOADED • Have software downloaded and installed (like YESTERDAY) • Have all necessary accounts set up, signed in, and passwords remembered • Keep applications in your dock or desktop for easy access and as a reminder 7
  • 8. Copyright © 2010 by IQ Agency AFEWOFTHETOOLSWEUSEINTHEOFFICE IQ Tools • iChat • Skype • Basecamp • Fuze • Server • Approvals Site 8
  • 9. Copyright © 2010 by IQ Agency 9 INCLUDEREMOTECOLLABORATIONTOOL ACCOUNTSINYOURVCARD • Include remote collaboration accounts in your vCard • Collect everyones vCards at the start of a project and PING them as a test run...
  • 10. Copyright © 2010 by IQ Agency ALLTHESMALLTHINGS...THATGOALONGWAY • Add a thumbnail of your face to your messengers and profiles on tools like Basecamp that help to identify you and put a face with a name, with a voice • Set up your work address to work with FaceTime on Mac • Make sure all your contact information is up to date 10
  • 11. Copyright © 2010 by IQ Agency UPYOURAUDIOQUALITY • Remote offices, use a headset and usb computer microphone when possible. • Motherships, remember to talk loudly and into the mic. If possible pick up a USB conference room mic for better sound quality. • When possible, use a direct conference line and mute streams to avoid feedback. 11
  • 12. Copyright © 2010 by IQ Agency SIGNINANDSTAYIN. • Be accessible all the time • Use the applications your team is using to avoid time lost switching between other third party applications and to have remote collaboration features ACTIVE • Use regular chat for quick and informal conversations 12
  • 13. Copyright © 2010 by IQ Agency {VIDEO CHAT IS} INVALUABLE {BECAUSE IT’S} NICE TO SEE PEOPLE -Mason Poe
  • 14. Copyright © 2010 by IQ Agency I’M NOT GOOD VIDEO MATERIAL -Scott Hickman
  • 15. Copyright © 2010 by IQ Agency I THINK IT'S {VIDEO CHAT} USEFUL TO SEE YOUR COLLABORATORS FACIAL EXPRESSIONS ESPECIALLY WHEN ROUGHLY 90% OF COMMUNICATION IS NON-VERBAL. -Patrick Aguilar
  • 16. Copyright © 2010 by IQ Agency SOMEEXPERTSSUGGEST2/3OFOUR COMMUNICATIONISNONVERBAL 16 55%FACIAL EXPRESSION 38%VOCAL INTONATION 07%WORDS *Percent of communication sent, by type.
  • 17. Copyright © 2010 by IQ Agency FACETIMEALLTHETIME. • Increase presence through video chatting - Facial and hand gestures increase communication - Increase expression and personality - I want you to see me as much as I want to see you! • Get use to seeing yourself on camera to get more comfortable until it becomes second nature • Plan and be prepared to do video chat in all group meetings 17
  • 18. Copyright © 2010 by IQ Agency SCREENSHARE ISYOURFRIEND
  • 19. Copyright © 2010 by IQ Agency {SCREENSHARE} ALLOWS US TO SHARE A FOCUS VISUALLY -Scott Hickman
  • 20. Copyright © 2010 by IQ Agency IT'S OFTEN HARD TO GET THE OTHER PERSON SET UP (IF THEY HAVEN'T EVER DONE IT) -Mason Poe
  • 21. Copyright © 2010 by IQ Agency I USE SCREEN SHARE ON SKYPE, WEBEX AND FUZE MEETING... I USE IT FOR PRESENTING THINGS TO PEOPLE AND COLLABORATING ON IDEAS -Marina Filiuhina
  • 22. Copyright © 2010 by IQ Agency IT’S {SCREENSHARE} EXTREMELY USEFUL BECAUSE IT ALLOWS BOTH COLLABORATORS TO NOT ONLY TALK ABOUT THE CONTENT, BUT IT ALSO HELPS TO FACILITATE USE OF LOCAL LANGUAGE. -Patrick Aguilar
  • 23. Copyright © 2010 by IQ Agency SCREENSHARINGISYOURFRIEND. • Screen Share in the draft phase to eliminate extra time needed to export and send works in process • Use real-time editing to work through and finalize ideas - Similar to Pair Programming in the Extreme Programming practice 23
  • 24. Copyright © 2010 by IQ Agency THEWHITEBOARDISTHE DINNERTABLEOFDESIGN
  • 25. Copyright © 2010 by IQ Agency I ALWAYS FAVOR USING A WHITEBOARD. PEOPLE ARE VISUAL, IF THEY CAN SEE ABSTRACT IDEAS SKETCHED OUT IT GIVES A BETTER STARTING POINT FOR DISCUSSION. SEVERAL TIMES I'VE BEEN IN MEETINGS WHERE WE TALK ROUND AND ROUND. AS SOON AS SOMEONE JUMPS ON THE WHITE BOARD TO EXPLAIN, THERE IS USUALLY CONSENSUS AT LEAST ON WHETHER IT'S RIGHT OR WRONG. -Chesley Lowe
  • 26. Copyright © 2010 by IQ Agency I LIKE TO WORK OUT IDEAS QUICKLY IN GROUPS... THE WHITEBOARD HELPS FACILITATE CONVERSATION... -Mason Poe
  • 27. Copyright © 2010 by IQ Agency I USE THE WHITEBOARD TO HELP FACILITATE BRAINSTORMING AND THE EXCHANGING OF IDEAS. I ALSO USE IT AS A PLACE TO PUT IDEAS AND LATER REFER TO THEM. -Patrick Aguilar
  • 28. Copyright © 2010 by IQ Agency USEYOURCOMPUTERASAWHITEBOARD CAMERA • At a minimum dedicate a computer as a camera to capture the whiteboard • Use dark colored markers to help with contrast and draw big! 28
  • 29. Copyright © 2010 by IQ Agency SCREENSHAREYOURWHITEBOARD • Recreate the whiteboard session for those remotely through a recursive screen share of the whiteboard environment • Screen share a video stream of the whiteboard back to the whiteboard location. The remote office can use the mouse or other desktop drawing tools to illustrate and point out ideas to the mothership 29
  • 30. Copyright © 2010 by IQ Agency AS A PM YOU NEED TO DOCUMENT EVERYTHING. I THINK IT {RECORDING} IS AS OLD SCHOOL AS MEETING MINUTES. -Marina Filiuhina
  • 31. Copyright © 2010 by IQ Agency ROBUSTREMOTECOLLABORATIONTOOLS FUZE,GOTOMEETING,ETC. • Set up a video conference meeting to better accommodate multiple remote parties • Send out meeting invitations with web meeting directions to streamline process • Record sessions to capture and playback important details (especially client feedback!) 31
  • 32. Copyright © 2010 by IQ Agency BEONTHESAMEVERSIONOFVERSION CONTROL. • Post files to base camp and server (follow instructions from project manager during a project kickoff) • Explain your versioning and documentation method to those you hand off to • I typically use a 1.0 for the first client deliverable, make internal updates 1.1, 1.2, 1.3, and deliver the second client version at 2.0 32
  • 33. Copyright © 2010 by IQ Agency HOWREMOTECOLLABORATIONCANHELP STREAMLINECOLLOCATIONHABITS Do you ever feel like you are caught in too many meetings? • Adhoc or poorly planned brainstorming sessions are counterproductive. • Using the same remote collaboration tools can be used even between collocated individuals to increase time at the desk expanding and executing ideas. • Using remote collaboration tools allow users to quickly call on another persons opinion in real time and contextual to their work, instead of planning and/or waiting for a future meeting. 33
  • 34. Copyright © 2010 by IQ Agency REMOTE COLLABORATION TOOLS ARE ALSO IMPORTANT FOR BUILDING OFFICE PRESENCE AND PERSONAL RELATIONSHIPS WITH COLLEAGUES! -Jenifer Vandagriff
  • 35. Copyright © 2010 by IQ Agency 35
  • 36. Copyright © 2010 by IQ Agency 36
  • 37. Copyright © 2010 by IQ Agency 37 THANKYOU ATLANTA,NORTHCAROLINA, NEWYORK!
  • 38. Copyright © 2010 by IQ Agency QUESTIONS & DISCUSSION

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