Workflow: Making the Tools Work for You (NCCE 2011)


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These are accompanying slides for Jason Neiffer's presentation "Workflow: Making the Tools Work for You" at NCCE 2011 in Portland, Oregon.

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Workflow: Making the Tools Work for You (NCCE 2011)

  1. 1. things done in a web workflow: getting 2.0 world Jason NeifferC u r r i c u l u m D i r e c t o r, M o n t a n a D i g i t a l A c a d e my 3 March 2011 NCCE 2011, Por tland, Oregon
  2. 2. About me…
  3. 3. I am not a guru…
  4. 4. Agenda• The Problem• The Complications• The Solution
  5. 5. The Problem…
  6. 6. The problem…
  7. 7. Whoa!•  “The average ‘knowledge worker’ -- basically, anyone who works on a computer – gets about 93 e-mails a day…”•  “Because people can be connected 24/7, many of them are.”
  8. 8. Not new…“In this breakthroughbook, Richard SaulWurman explains whythe informationexplosion has backfiredleaving us strandedbetween mere facts andreal understanding…”
  9. 9. 1989!
  10. 10. The Complication…
  11. 11.
  12. 12. The core problem…“But, if we moved to a Web-basedcollaboration tool, itd mean that I and mycolleagues would have to keep track ofchanges on that tool…” -- Mitch Wagner, Information Week
  13. 13. The lesson?
  14. 14. The Solution…
  15. 15. Workflow “A workflow consists of a sequence of connected steps…” “A defined set of development stages applied to a content item…”
  16. 16. GoalCreate a regular set ofsteps to processinformation, content andknowledge…
  17. 17. The rules1.  Start with one process: develop more over time2.  Less is more: don’t use four tools when two will accomplish the same task3.  Review and evaluate: regularly review and evaluate, then eliminate, enhance or modify4.  Adopt new tools carefully: don’t assume that you need to use EVERYTHING that is cool, nifty or otherwise handy5.  Don’t follow these rules: ignore the rules if you stumble on something that works better for you!
  18. 18. AssumptionYou already have a basicset of tools that haveadopted and like…
  19. 19. M y B a s i c To o l s e t
  20. 20. Capture tool: RSS Reader
  21. 21. Tool organization: XMarks
  22. 22. Capture tool: Dropbox
  23. 23. Capture tool: Evernote
  24. 24. Archiving/Sharing Tool:Delicious Social Bookmarking
  25. 25. Sharing: RSS inWordPress/Moodle
  26. 26. Sharing tool: Shareaholic
  27. 27. Capture/reading tool: Instapaper
  28. 28. Devices:Laptop, desktop, iPad, iPhone
  29. 29. L e t ’s d e v e l o p a workflow!
  30. 30. ScenarioI am a world geography teacherthat has a unit for eachcontinent. I am looking forfresh, current content to supportmy unit on Africa as the textbookis dated and isn’t as engaging asI would like it to be.
  31. 31. Workflow Process •  Check existing resources1. •  Consider new topics •  Set up traps for information2. •  Process collected results3. •  Archive AND/OR4. •  Share •  Review5.
  32. 32. Workflow Process With Tools •  Check existing resources (Web Search; Delicious)1. •  Consider new topics •  Set up traps for information (Google Reader)2. •  Process collected results (Google Reader)3. •  Archive (Delicious, Instapaper) AND/OR4. •  Share (Shareoholic; Delicious RSS Feeds w/WordPress and Moodle) •  Review5.
  33. 33. 1. Review
  34. 34. 1. Review
  35. 35. 2. Set up traps
  36. 36. 2. Set up traps
  37. 37. 2. Set up traps
  38. 38. 2. Set up traps
  39. 39. 3. Process Results
  40. 40. 4. Archive: Delicious
  41. 41. 4. Archive: Instapaper
  42. 42. 4. Share: RSS Feeds
  43. 43. 4. Share: Shareaholic
  44. 44. 4. Share: Shareaholic
  45. 45. 5. Review•  Too wide a net? Too narrow a net?•  Still useful?•  Capturing too much information for my current projects?•  Using the right tools?•  Able to process the information?
  46. 46. ScenarioI am a Curriculum Director for anonline K-12 program. I am incharge of mentoring students,teachers and site facilitators onvarious technical processes relatedto our learning management system,student information system and otherassets.
  47. 47. Workflow Process •  Check existing resources1. •  Consider new topics •  Set up traps for information2. •  Process collected results3. •  Archive AND/OR4. •  Share •  Review5.
  48. 48. Workflow Process •  Check existing resources: Site Facilitator/Student/Parent Blog, Moodle (LMS)1. •  Set up traps for information: Need screen capture software2. •  Process collected results: Student, parent, teacher or site facilitator asks for help, I use the screen capture software to create a series of screen shots3. •  Share: Blogs and Moodle4. •  Review5.
  49. 49. In review…•  Questions: –  Time? –  Right tools for the job? –  More efficient way to do the job?
  50. 50. Skitch for Mac
  51. 51. Screen Presso for PC
  52. 52. Workflow Process: Email •  Establish regular email practice (check email 31. times a day) •  Choose action items: immediate action, short term2. action, long term action •  Immediate action: complete, schedule, share3. •  Short term action: Schedule, archive, share4. •  Long term action: Schedule, archive, share5.
  53. 53. Workflow Process: Email With Tools •  Establish regular email practice (Gmail; check 3 times a day with weekly review on Sunday mornings to find lost or forgotten action items)1. •  Choose action items: immediate action, short term action, long term action2. •  Immediate action: complete, schedule (Google Calendar, CalenGoo on iPad), archive (Delicious, InstaPaper, Dropbox) share (Delicious, Shareaholic)3. •  Short term action: Schedule (Google Calendar, CalenGoo on iPad), archive (Delicious, InstaPaper, Dropbox), share (Delicious, Sharaholic)4. •  Long term action: Schedule (Google Calendar, CalenGoo on iPad), archive (Delicious, InstaPaper, Dropbox), share (Delicious, Sharaholic)5.
  54. 54. Tweak for other projects•  Dissertation research•  Professional reading•  PLN collaboration/communication•  Fresh content•  Exposure to new ideas and resources•  Complete projects and action items•  Have fun
  55. 55. Long-term strategies
  56. 56. Less is more…•  Don’t use tools to try to gather all information; use filters to gather only information you think you would use•  Example: the RSS Feed for the New York Times or even my local newspaper
  57. 57. “Media Diet” (Mark Hurst’s Bit Literacy)Stars•  “Rare sources that consistently give useful, relevant information”•  In workflow: tools that are the core tools you use all the timeScans•  “Reliably deliver at least some relevant information”•  In workflow: tools that may not be used every day, but so something very wellTargets•  “Sources good for a targeted, single use”•  In workflow: highly specialized tool that you use for special projectsTryouts•  “Sources that are applying to be in your lineup, but are applying to be there)•  In workflow: new tools form discovery or referral that could end up above
  58. 58. “Weekly review”Davis Allen’s Getting Things Done
  59. 59. Limit email/voicemail distractionsTimothy Ferriss’s Four Hour Workweek And Merlin Mann’s Inbox Zero
  60. 60. Additional ResourcesDavid Allen’sGetting ThingsDone: The Art ofStress-FreeProductivity…available in print, audio book and via Kindle
  61. 61. Additional Resources Timothy Ferriss’s The 4-Hour Workweek …available in print, audio book and via Kindle
  62. 62. Additional ResourcesMark Hurst’sBit Literacy…available in print, audio book and via Kindle
  63. 63. Additional Resources
  64. 64. Additional Resources
  65. 65. Questions?
  66. 66. Thank you! Jason Neiffer http://www.tec hsavvyteac her.comTwitter: @tec hsavvyteac h @neiffer