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LLAMA Webinar -Online Management Systems 6.6.2012

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LLAMA Webinar -Online Management Systems 6.6.2012

  1. 1. ONLINE MANAGEMENT LLAMA CONTINUING EDUCATION WEBINAR SERIES 6.6.2012 SYSTEMS W I E LDI NG W E B 2 .0 TOOLS TOC OLLA BORATI VELY M A N AGE A N D T RAC K R. NICCOLE WESTBROOK P ROJ E C T S
  2. 2. WHAT IS ONLINE MANAGEMENT?Managin Managing Projects g People Online Management SystemDetailed Training AsynchronousProject Interaction Knowledge Logs Base
  3. 3. BACKGROUNDStaff, LIS interns and studentsCollaborative managementExamples and theories you can applySlides and additional information available after the presentation [LINK]
  4. 4. OUTLINEHow To Build an Online Management System Current Implementations Advantages of Managing Online
  5. 5. HOW TO BUILD AN ONLINE MANAGEMENT SYSTEM1. Build the 2. Build the Culture Technological of Online Infrastructure Management
  6. 6. BUILDING THE TECHNOLOGICAL INFRASTRUCTURE
  7. 7. BUILDING THE TECHNOLOGICAL INFRASTRUCTURE Google Docs Blogger Calendar Google Skype
  8. 8. BLOGGER Or any type of blog platform, CMS or home grown tool  Make sure it’s easy!  Capability to manage accounts  Privacy Reciprocal interactions between super visors and reports Asynchronous interaction between super visors and reports Record project status, task assignments, questions, instructions Use labels to collocate  By project  By Student  Training knowledge base
  9. 9. VIDEO: BLOGGER SET UP [LINK]
  10. 10. EXAMPLE BLOG [LINK]
  11. 11. RECIPROCAL INTERACTIONS BETWEEN SUPERVISORS AND REPORTSWe use these blogs primarily for three things:1. Please check the blog at the beginning of each shift to see what others have said and to read the assignment your supervisor left for you. Assignment posts will be titled as follows "Assignment--date--name." For instance, "Assignment--1.29.2010--Minh." Your assignment post will let you know what to get started on when you arrive and may sometimes contain instructions for how to work on your project.2. Each time you finish a shift, please come to the blog and post the status of the project you are working on. That way, we can all keep track of the status of projects and whether or not you are ready for another project. When you leave a status post, please make the blog title "Status--" and then write your project and your name . For instance, "Status --Texas Postcards-- Yuli."3. You can also include any questions you might have in your status post. Your supervisor will monitor the blog and respond to your questions in the comment section of your post, so check back regularly.4. Please also add a Label to every post you create so that we can find all information about a particular project using the Labels on the blog. You can also post any questions you have in your status post--especially if your supervisor is not around to answer them during your shift.5. You can also check the blog for general announcements about the department --such as office closings or upcoming events. You too can make general posts to the blog if there is something you would like to share with everyone in the department.Participating in the blog will help us stay on top of all of the work you all are doing and give you aforum to share instructions, tips and status with each other. Please do not post anything that mightbe inappropriate for work (I know you wouldnt do that!) or anything that may be private (such aspasswords to computers, CONTENTdm and the like).As always, feel free to let me know if you have questions!
  12. 12. 6.6.2012 Katie RECIPROCAL INTERACTIONS BETWEEN Assignment Hi, Katie! Today, when you come Post in, please continue work on SUPERVISORS AND REPORTS Yearbook scanning. 6.6.2012 YearbooksStatus Post Today I finished scanning the 1953 yearbook and edited up through page 245. Also, I could not remember if I Question was supposed to crop all of the edges when scanning yearbooks or leave a border. Thanks! Good question. Please crop to the inside of the page to get ridResponse of any background that might show from the scanner. Thanks, Katie!
  13. 13. ASYNCHRONOUS INTERACTIONSBETWEEN SUPERVISORS AND REPORTS
  14. 14. 6.6.2012 Katie Hi, Katie! Today, when you come in, please begin the Yearbook Project. 1. Checkout the first yearbook from Special Collections. 6.6.2012 Yearbooks 2. Scan each page of the yearbook and perform Today I finished scanning the 1953 USING LABELS TO standard cropping, color yearbook and edited up through correcting and photo editing. page 245. Also, I could not 3. Export single images as remember if I was supposed to 600DPI JPEGs and TIFFS crop all of the edges when scanning COLLOCATE 4. Save the images to yearbooks or leave a border. X:/Yearbooks/images. Thanks! 5. Partner with Jack to peer review for quality control. 6. Return the yearbook when you are finished and repeat the steps above for another year. Thanks!Katie 6.5.2012 Yearbooks Katie Procedures PeriodicalsKatie 6.3.2012 Yearbooks Katie Procedures YearbooksKatie 6.2.2012 Yearbooks Jack Procedures PeralesKatie 6.1.2012 Yearbooks Sam Procedures Scanner
  15. 15. EXAMPLE POSTSLengthy Procedures [LINK] Multiple Projects [LINK]
  16. 16. DEMO: SAMPLE POSTS AND COMMENTS
  17. 17. BUILDING THE TECHNOLOGICAL INFRASTRUCTURE Google Docs BloggerCalendar Google Skype
  18. 18. GOOGLE CALENDAR Or any type of shared calendar system  Make sure it’s easy!  Off site accounts Balance supervisor control with report accountability Record shifts worked/scheduled, project phases, rotating assignments Match with blog posts for detailed project log that can be used for post analysis of completed projects
  19. 19. GOOGLE CALENDAR
  20. 20. DEMO: EMBEDDING GOOGLE CALENDAR IN BLOGGERPages in Blogger [LINK] Embeddable Calendar
  21. 21. BUILDING THE TECHNOLOGICAL INFRASTRUCTURE Google Docs BloggerCalendar Google Skype
  22. 22. GOOGLE DOCS Or any type of shared document system  Make sure it’s easy!  Capability to manage accounts  Privacy Share, collaborate and collocate documents —live Deliverables from reports working of f -site
  23. 23. GOOGLE DOCSShare Project Folders Reuse Documents
  24. 24. BUILDING THE TECHNOLOGICAL INFRASTRUCTURE Google Docs BloggerCalendar Google Skype
  25. 25. SKYPE Heavy use of Skype for Online Management System without customization Makes it possible to host of f -site reports  Orientation  Project meetings Orientation conducted using screen sharing  Demos of online tools that comprise the Online Management System  Live checkpoints to verify reports understood procedures
  26. 26. BUILDING THE CULTURE OF ONLINE MANAGEMENT
  27. 27. CREATING DETAILED PROJECT LOGS VERSUS BUILDING RELATIONSHIPSFace-to-Face Interaction Interaction in the Online Management System
  28. 28. Supervisor Report EXPECTATIONS Creates assignment Reads supervisor posts before each report assignment posts at the BLOG shift beginning of each shift Regularly reviews report Creates status posts status posts and after each shift—details! responds to questions Performs blog oversight making sure each post is properly labeled and verifying that all reports make regular posts
  29. 29. Supervisor Report EXPECTATIONS CALENDAR Discusses weekly shifts with each report Enters weekly schedule at the beginning of into the calendar each semester and as needed Coordinates all report schedules to ensure Requests changes to work stations and scheduled shifts as equipment are not needed double-booked Approves long-term Performs changes to and ad hoc changes to shifts as approved by report schedules supervisor
  30. 30. Supervisor Report EXPECTATIONS Creates project Places all folder and deliverables in manages overall shared folder hierarchy of folder (sharing automatic) structure DOCS Gathers project team contact information to share folder with all team members Designs projects and produces project plans and documentation Regularly reviews documents in the project folder
  31. 31. Supervisor Report EXPECTATIONS Plans and schedules Participates in orientation and orientation and Online Management Online Management System training for System off-site reports SKYPE Gathers project Requests further team contact Skype meetings with information and supervisor as initiates Skype call needed Leads orientation Interacts with reports via Skype as planned or requested
  32. 32. EXPECTATIONS Clearly articulate your expectationsand plan to keep all members of the team accountable
  33. 33. CURRENT IMPLEMENTATIONS
  34. 34. CURRENT IMPLEMENTATIONS1. University of 2. South Asian Houston American Digital Libraries, Digital Archives Internship Services Program [LINK] Department
  35. 35. UNIVERSIT Y OF HOUSTONLIBRARIES, DIGITAL SERVICES DEPARTMENT
  36. 36. UHDS BLOG
  37. 37. SOUTH ASIAN AMERICAN DIGITAL ARCHIVES INTERNSHIP PROGRAM
  38. 38. SAADA BLOG
  39. 39. ADVANTAGES OF MANAGING ONLINE
  40. 40. ADVANTAGES OF MANAGING ONLINE1. Supervise asynchronously, remotely2. Collect detailed project logs just by using the system3. Manage collaboratively4. Spend less time creating training documentation and training reports5. Streamline managerial tasks6. Host of f-site reports
  41. 41. SUPERVISE ASYNCHRONOUSLYMeeting ConferenceHomeOffice
  42. 42. EXAMPLE SCHEDULED BLOG POSTS
  43. 43. •Katie and Sam •Began 6.6.2012 Digitization of •Completed 6.15.2012 •Question: Were we supposed to scan the back of the photographs Perales as well? What if some of the backs are blank? DETAILED PROJECT LOGS •Response: Please scan them but do not create access Photographs versions, just send the TIFFs along to the metadata team. •Total hours on digitization 87.5 •Total hours on scanning 56 •Total hours on photo editing 31.5 •Jessica, Karen and Susan •Began 6.20.2012 •Completed 7.20.2012 Metadata for •Question: If the LCSH headings do not include diacritical marks for names, should we include them in metadata or leave them off to Perales be consistent with LCSH? •Response: I checked with the curator and she preferred we leave Photographs them off for this collection. I anticipate that this question will arise on subsequent collections, so please continue with this practice unless otherwise noted in the project plan. •Total hours on metadata 176 •Total hours on metadata creation 170 •Total hours on metadata review 6 Promotion of •Nicci and DanPerales Collection •Promoted 8.1.2012
  44. 44. EXAMPLE PROJECT LOG [LINK]
  45. 45. MANAGE COLLABORATIVELY ReportSupervisor Report ReportSupervisor Report
  46. 46. EXAMPLE STAFF TRANSITION
  47. 47. LESS TIME CREATING TRAINING Scan each page of theHi, Katie! Today, when yearbook and perform Return the yearbook you come in, please Checkout the first Export single images as Partner with Jack to when you are finished yearbook from Special standard 600DPI JPEGs and Save the images to peer review for quality begin the Yearbook cropping, color X:/Yearbooks/images. and repeat the steps Project. Collections. TIFFS control. above for another year. correcting and photo editing. DOCUMENTATION Hi, Jack! Today you and Katie will be starting the [LINK to original blog yearbook project. Please post] check out her blog post for complete instructions. Hi, Jason! Last year Jack and Katie began our yearbook project. Please [LINK to original blog check out the original post] blog post for complete instructions.
  48. 48. EXAMPLE PROCEDURES POST [LINK]
  49. 49. STREAMLINE MANAGERIAL TASKS Blog postreferencin gdirections Verbal Blog post asking report to continue communication known project of directions Verbal request for report to continue known project
  50. 50. Remote RemoteVolunteer Staff HOST OFF-SITE REPORTS Remote Intern Remote Staff Office
  51. 51. MORE INFORMATION• Westbrook, R.N. (2012). "Online Management System: Wielding Web 2.0 Tools to Collaboratively Manage and Track Projects." Journal of Librar y Innovation , 3:1 , 86-100. [LINK]• Westbrook, R.N. and Reilly, M. (2012). "Growing a Mutually - Beneficial Digital Curation Internship Program that is Sustainable and Low Cost." Archiving 2011: Preser vation Strategies and Imaging Technologies for Cultural Heritage Institutions and Memor y Organizations , 21-25. [LINK]• Westbrook, R.N. (forthcoming). “How to Use Free Online Tools to Recruit and Manage Remote LIS Interns.” in review at Librar y Leadership and Management.
  52. 52. MORE INFORMATION• Westbrook, R.N. (2012). "Using Social Media to Improve Workflow at Academic Libraries." Texas Library Association Annual Conference. [LINK]• Westbrook, R.N. (2011). "Managing Online: How to Make the Most of Unpaid Workers AND Track Your Projects Without Going Mad." Internet Librarian Annual Conference. [ LINK]• Westbrook, R.N. (2011). "Wielding Web 2.0 and Social Networking Tools to Recruit, Super vise and Interact with Workers." Texas Library Association Annual Conference. [ LINK]• Westbrook, R.N. and Reilly, M. (2011). "Growing a Mutually - Beneficial Digital Curation Internship Program that is Sustainable and Low Cost." Society for Imaging, Science and Technology, Archiving Annual Conference. [LINK]
  53. 53. QUESTIONS?http://tiny.cc/nicci

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