Trello? Can you hear me?
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Innovative use of a cloud-based technology enabling enhanced communication for library staff by Narelle Hampe and Sally Turbitt. Presented at the Health Libraries Australia Professional Development Day, 18 July 2016.
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Trello? Can you hear me?
- 1. Trello? Can you hear me? Narelle Hampe, Librarian - Copyright and Promotions, University of Newcastle Sally Turbitt, Library Technician, Central Coast Local Health District
- 2. Innovative use of a cloud-based technology enabling enhanced communication for library staff.
- 3. CCLHD LIBRARIES STAFF PROFILE Ourimbah Gosford Wyong
- 4. COMMUNICATION “Communicating accurate and timely information in the workplace is critical to developing a well-informed, productive, and engaged community of workers” (Gillis 2013, pp. 93-4).
- 9. WHAT WE NEEDED •Collaborative technology •Accessible from all sites •Cost neutral •Enable preferred communication style (succinct, visual, clear, timely and easy to use) •Secure (password protected)
- 10. THE BEST FIT FOR US?
- 14. INNOVATIVE ADAPTATION “Technology adoption is a complex, inherently social, development process” (Straub 2009, p. 625).
- 15. ADAPTING TRELLO FOR CCLHD
- 16. ANALYSIS STRENGTHS • Accessibility • Consistent, simultaneous messages • Interactivity across sites • Easy collaboration • Secure WEAKNESSES • Requires a change in practices • Training across sites
- 17. STAFF SURVEY RESULTS • Are you using the Trello tool? 100% positive response • Do you find using Trello is - Very Easy 85% Easy 15% • Has communication across hospital campuses improved since the introduction of the Trello tool? +7 and -1
- 18. STAFF SURVEY RESULTS How often do you access the tool?
- 20. Date and time of journal club Citation PDF to download or view in Trello Add comments, ask questions, tag other journal club members
- 21. TRELLO RESOURCES Musings about Librarianship: Libraries and Trello – how are librarians using it? • http://musingsaboutlibrarianship.blogspot.com.au/2015/11/libraries-and-trello-how-are- librarians.html#.V4WwQH1N-1L Trello Inspiration Boards • https://trello.com/inspiration Teen Services Underground: Organizing Library Tasks with Trello • http://www.teenservicesunderground.com/organizing-library-tasks-with-trello/ Open Scholarship, University of Edinburgh • http://libraryblogs.is.ed.ac.uk/openscholarship/2016/06/15/managing-publishers-open-access- memberships-with-trello/ Library Lost & Found: Increasing Transparency in the Library with Trello • https://librarylostfound.com/2014/12/18/increasing-transparency-in-the-library-with-trello/
- 23. REFERENCES Gillis, T.L. 2013, 'Communicating accurate and timely information around the workplace', in J.S. Wrench (ed.), Workplace communication for the 21st century: tools and strategies that impact the bottom line, Praeger, Santa Barbara, CA., pp. 93-109. Straub, E.T. 2009, 'Understanding technology adoption: Theory and future directions for informal learning', Review of Educational Research, vol. 79, no. 2, pp. 625-49.
Editor's Notes
- Narelle Trello? Can you hear me? I’m Narelle Hampe and my colleague Sally Turbitt and I are here to share with you our library’s experience of using a cloud-based tool to enhance communication for our library staff.
- Narelle The real driver of our innovative use of technology was the need for a robust communication channel for all library staff.
- Narelle The Central Coast Local Health District libraries have a professional staff team working across two branches, Gosford and Wyong, which are geographically separated by a distance of approximately 30 kilometres. We have one staff member who works cross-institutionally with the local Ourimbah campus of the University of Newcastle, and the rest of the team consists of a Library Manager, five Librarians and two Library Technicians, which includes a mixture of part-time and full-time staff. Though the team is relatively small, we found that cross-campus and cross-institutional team communication was proving difficult, particularly for ensuring all staff are kept informed regarding day to day events and activities at each site.
- Narelle As we all know communication and knowledge sharing are key elements for ensuring successful and cohesive team dynamics. Communication is particularly important where team members work across multiple geographically and institutionally diverse work sites. We have seen with the increase in virtual teams, where members of work units are not co-located, the development of online collaborative tools which promote information sharing, however these are not always well-aligned to the needs of the workplace. This was certainly an issue that faced our library and one our library staff needed to overcome.
- Narelle Because of the nature of our team (combining full time, part time, and cross-institutional staff) we needed to find a way to communicate and share information easily. We discussed this at team meetings and decided that what we wanted was to have easy access to weekly calendars including schedules for marketing or training events, and to encourage transparency in projects. Our traditional practices were just not adequate. These included
- Narelle email which is accessible across sites but these discussions can turn into lengthy email trails or staff may be inadvertently excluded from email conversations and thus be out of the loop for information distribution.
- Narelle We had phones, but calls can be time consuming and are not always able to capture all participant staff when disseminating information
- Narelle And we had the Intranet, while an extremely useful tool, was only accessible within the health environment and not cross-institutionally.
- Narelle So what we needed was an online tool That incorporated collaborative technology That was Accessible from all sites simultaneously and through IT firewalls That was Cost neutral and therefore affordable And one which could Enable our preferred communication style (succinct, visual, clear, and timely) It also needed to be Secure preferably password protected, supporting open and accessible communication and knowledge sharing in an enclosed online environment.
- Sally So? What was the best fit for our team? Even though Trello is an online collaborative productivity tool. We decided to try using it as a communication tool. Teams -> Boards -> Lists -> Cards Checklists, labels, due dates, calendars, comments, tags Easy to upload files for sharing Encourages transparency and easy discussion Easy to copy boards, checklists, cards or lists from one board to another – like a template e.g. Weekly Notes – from one week to the next. No need to reinvent the wheel. So how did we start to innovate with Trello? We researched! Which led us to how other libraries were using Trello for their own purposes – project management, communication, timetables, calendars We needed to know how it worked for other libraries
- Sally Manage Marketing Resources & Processes – Champaign Public Library Collect the ideas A list for each month. Captures all the necessary information for each promotion – approved image, URL, notes, speaker details. Any staff member could open this up and see what is coming up, what needs to be done and even run the promotion. It’s all here. This is where project management/collaboration and communication collide – more cohesive teamwork
- Sally University of Edinburgh Library Managing open access institutional memberships. Lists for Scope, Current Memberships, Action Required and Dropped Memberships Colour coded labels = publishers http://libraryblogs.is.ed.ac.uk/openscholarship/2016/06/15/managing-publishers-open-access-memberships-with-trello/
- Sally Dig down to card level Due Dates Checklist for actionable tasks Labels to filter by publisher Huge amount of communicable information can be shared here
- Sally So after researching and discussions at work We adapted what we found to make Trello work for us – a way of communicating across 3 different sites that sidestepped in-house connectivity issues Initial structure and design of the boards was guided by specific activities, working with our part-time staff to make sure they were kept in the loop and discussion at our annual strategy session about how to capture activities like marketing and training: weekly communication; Notes about activities, sick leave, holidays, issues at each site, and occasionally interesting articles and funny pictures ongoing communication ie. technical issues, marketing and training plans; Important to note that as we all used Trello, we began to see more ways to adapt and make it useful for our communication needs.
- Sally Screen shot of training board and marketing one OR CLICK THROUGH TO TRELLO BOARDS Most frequently used boards = Tech issues board, the Training board and the Marketing timetable Weekly board – not the most frequently used board but still enables day to day communication
- Narelle As with all technologies we identified some strengths and weaknesses of the tool, The Strengths included Accessibility from sites and through firewalls Consistent messages are delivered simultaneously Ability to interact and contribute online Collaboration is made easy and includes the ability to communicate directly with one person though the @tool And its secured behind password protections And the weaknesses were that implementation of the technology required a new way of communicating, remembering to login every morning and have the tool up each day, and staff need to be proactive in using the tool. Training of staff was required in using the tool and to help trouble shoot and iron out any issues or concerns they had
- Narelle We surveyed our staff to gain some insights into their approach to the Trello tool. The results were very positive with 100% of staff agreeing that they are using the tool, its ease of use was confirmed and at the time of the survey only one staff member felt that communication hadn’t improved.
- Narelle The most varied response within the survey came from the question regarding how often staff were accessing Trello. The fact that some of our staff work on a part-time basis may account for some variation in responses but it was encouraging to see that at least a third of our staff were staying logged in all day.
- Sally Because Trello is so flexible, it’s easy to be innovative
- Sally Title of article Date and time of journal club Citation PDF to download or view online Discussion questions as a checklist Room for comments on the card as well Synopsis/round up of discussion can be saved here too for future reference Person who is chairing or leading the session can be responsible for setting up the card and adding the material. Remember that you need to point people to Trello resources to LEARN how to use Trello Other ideas: Collection Development board for long absences – allows for questions and answers/discussion/clarification
- New procedure Checklist can be used to capture the new information as it is happening. Then we will use this list to create a new work procedure.
- Sally These blog posts and sites got us started with Trello.
- Reporting for a symposium Allows for adaptation and changes each month – always in beta Add members to each card so they receive the alert when their report is due Easy to copy and paste into a document from each card Up to the chair for each meeting to organise the list, but it’s really easy to copy lists and cards across to the next month
- Agenda for use during meeting. Let’s everyone see where we are up to in our meeting (live). Team members can add agenda items easily and the Chair can rearrange if needed.