Technology Solutions for Inter-branch Collaboration

1. Technology Solutions forInter-branch Collaboration M. Davidson, T. Erichson, J. Moore, K. Tripp

2. Problem Statement • We are a group of librarians from different branches of a multi-branch public library that covers a large geographic area. We have been assembled as a task-force to foster inter-branch communication and collaboration. Specifically we are looking for methods to share ideas and collaborate on county-wide projects efficiently while minimizing face-to-face meetings.

3. Solution Guidelines • Any solution should include methods to work together on the following; • Creation of text documents • Scheduling of events/meetings • Sharing/creating of other media types

4. Constraints • No budget- must use existing tools and technologies already owned by the library or free for public use • Technology must require limited training/support/maintenance • Must be accessible to users of varied levels of proficiency with technology

5. Evaluation Criteria • Setup/installation/ maintenance requirements • Platforms/OS/browsers supported • Product cost • Simultaneous use of technology (ability to update doc at same time, concurrent number of users in video conference, etc.) • Security/privacy • Ease of use • Product support • Flexibility and possible extensibility of product

6. How do we…? • Collaboration is difficult • meeting time is limited-long distance • working together requires planning • Specificity of assignments-individuals • Training • importance to project • peer training ability • Time • Problems with current software

7. Currently in use • Wimba Collaboration Suite • MS Office • MS Word • Shared network drive • MS Sharepoint –without sharing

8. Productivity Suites • Word Processing, Spreadsheets, Presentations • Currently using Microsoft Office ‘03, ‘07 • Major version compatibility issues (.doc vs. .docx, etc.) • Familiarity with Microsoft system • Key Requirements • Easy to install, learn, use, and get support • Interoperability with MS Office • Installed Software vs. Online Options

9. Microsoft Office 2003/2007 vs.

10. MS Office ‘03/’07: Pros • User familiarity • Solves problems with recall vs. recognition, training, help, support. • Near-universal interoperability • Stability: “It just works…” • Most powerful option around • More/better features • Allows VBA/scripting options • Office ‘07 is quite usable

11. MS Office ’03/’07 Cons: • MS Office ’03 usability issues • Relies on recall • Small, confusing icons with hard to understand features • Not attractive • MS Office ‘07 isn’t perfect, either • Online help not very helpful • Still some hidden features • Incompatibility between ‘03/’07 • No money to upgrade/retrain • Possible, but not easy to overcome

12. KingSoft Office 2012

13. KingSoft Office 2012: Pros • Familiar look and feel minimizes training needs. • Reads and writes .doc/.xls/.ppt files (mostly) • Works with existing documents • Establishes consistency • Solid help/documentation system • Explains functions and features • Available offline so users won’t be overwhelmed with documentation

14. KingSoft Office 2012: Cons • Almost the same…but not quite. • Few new good ideas, inconsistently implemented. • Same issues Microsoft fixed between Office ‘03 and ’07. • Small, confusing icons with hard-to-find/use features. • Employs recall, not recognition • NOT attractive.

15. Live Documents

16. Live Documents: Pros • Cloud offers easier collaboration/sharing • Imports and Exports MS Office formats • Not beholden to MS Office look/feel • Tries new things with features and interface. • Very attractive and clear interface ideas • Uses text instead of icons

17. Live Documents: Cons • Extremely inconsistent interface • Good ideas, but unevenly implemented • No universal look across apps • Very different from Office • Not as many features/options as desktop solutions • Help/documentation is non-existent • All-around lack of reliability • Buggy (e.g. version control) • Server downtime • Small storage space (100 MB/user for free)

18. Google Documents

19. Google Docs: Pros • Fantastic Collaboration and Sharing Tools • Multiple editors/viewers • Chat windows • Version control • Clean, minimalist interface • Reminiscent of Microsoft Office • Doesn’t distract with unnecessary features • Decent documentation, but may require advanced search skills

20. Google Docs: Cons • Fewer features than in desktop solutions • Page layout, document design • Formulas • Presentation Themes • Translation to/from Office formats can be rough • Full-screen presentations not self-explanatory

21. Productivity Suites: Recommendations • May require a combination of solutions • Cloud-based collaboration • MS Office Compatibility • Google Docs: The only logical cloud solution • Use internally • Working documents • MS Office: Market leader for a reason • When documents must be shared beyond the libraries • Advanced document design and features

22. File Sharing • Accessibility • Currently using a shared network folder • controlled by IT department at county level; limited access • Key Requirements • compatibility with multiple types of document publishing software • limited training needed • Online vs. off • Googledocs, Calaméo, Skydrive vs. Dropbox • use by all or limited employees

23. File Sharing Options

24. Calaméo

25. Calaméo Pros • Privacy • ability to control who can view each document, no need to create groups • Key Requirements • internet is the only tool necessary, no software requirements • Flexibility • upload any document, or file type • Appearance • display documents in a flashy web-friendly format • view, personalize documents, organize documents by subject • Numerous Features • No Space Limit

26. Calaméo Cons • Uploading may become tedious • each document must be uploaded individually, privacy settings selected • Multiple features; overwhelming to new users • less experienced users may need to “hunt” • training required • Social Site • public sharing may distract employees

27. Google Docs

28. Google Docs Pros • Privacy • share single documents with contacts list • Key Requirements • Gmail account • Flexibility • saves automatically while working, all documents can be viewed, no software necessary, upload your documents • Appearance • simple tools-limited training

29. Google Docs Cons • Privacy • Sharing of each document required by email • Flexibility • limited tools, uploaded documents must be converted to Google docs format-loose some formatting, organization of documents not for public view • Tools • lack of advanced tools • Limited Storage • 1 GB of free storage, additional storage per GB available at $0.25

30. SkyDrive

31. SkyDrive Pros • Flexibility • Compatible with all versions of Microsoft, limited tools • easy to train • Appearance • Personalize with photo-see your colleague • Privacy • Groups- group by branch, then by county

32. SkyDrive Cons • Cost • Microsoft costs are considerable • Flexibility • Microsoft Only-limited document type, limited functionality of Applications-fonts, formatting, text-wrapping • Automatic save in Notebook, but not in Word, PowerPoint, nor Excel • Appearance • Copying and Pasting from Microsoft Documents does not maintain formatting

33. Dropbox

34. Dropbox Pros • Privacy • ability to control who can view each document, add contacts to a folder • Key Requirements • download ability • Flexibility • any type of document may be uploaded and accessed through the internet anywhere • Appearance • simple view, non-cluttered

35. Dropbox Cons • Marketing • get paid in storage by completing the get started list, adding contacts, linking to Facebook and Twitter • Flexibility • upload confusing, seems to need application download, software for readability required on receiving end • Appearance • Advertisements distract user, key functions difficult to locate- pop-ups

36. RecommendationsFile Sharing • Dropbox • Formatting kept the same regardless of document editing software • Storage can be increased by sharing with branches • Googledocs • Ease of use, no need to download • Very limited training

37. Calendars • Currently use Outlook (2003) to a limited extent • Key Requirements • Easy to install, learn, use, and get support • Ease and flexibility of: • Creating multiple calendars for various groups with differing permissions for users to view and modify specific calendars • Creating meetings/events; setting times, dates, recurrences • Inviting others; responding to invitations/requests • Accessible from multiple computers • Options Considered: • Microsoft Outlook • Google Calendar • Yahoo Calendar • Doodle

38. Calendar Options

39. Outlook Calendar

40. MS Outlook: Pros • Flexibility: • Multiple calendars, can adjust calendar views, easy to create a calendar for a specific subset • Already installed and in use somewhat • Training: Outlook help provides detailed explanations • Integrated with Outlook email, facilitating scheduling and invitations • Once it is set up, it is easy to sync with other calendars and to import/export

41. MS Outlook Cons: • Compatibility issues between Outlook 2003 and 2007 • For most effective use, would be ideal if all upgraded to 2007; budget constraints make this unlikely • Perhaps too many features • Less experienced users may become overwhelmed • Although self-tutorials are available, may require training to use effectively • Initial set-up of Microsoft Exchange involves many steps • may be difficult for inexperienced users • May require more work of IT staff to set up • Must be connected to the library network for full functionality; limited functionality via Outlook Web Access

42. Google Calendar

43. Google Calendar: Pros • No installation necessary; can access from any computer with internet connection • Easy to add calendars and set different levels of permission and access for different calendars; • Easy to schedule meetings and/or send invitations which need a reply and to schedule details such as start/end time and recurrences • Allows five-day view as well as day, week, and month views

44. Google Calendar: Cons • Requires all participants have gmail account • Somewhat cumbersome for larger group meetings • Online web support can be frustrating; there is no email or phone support • Syncing and import/export with other calendars can be problematic

45. Yahoo Calendar

46. Yahoo Calendar: Pros • No installation necessary; can access from any computer with internet connection • Easy to add calendars and set different levels of permission and access for different calendars; • Easy to schedule meetings and/or send invitations which need a reply and to schedule details such as recurrences • Includes ‘year view’ allowing for long-range planning (as well as day, week, and month views)

47. Yahoo Calendar : Cons • Requires all participants have Yahoo account • Somewhat cumbersome for larger group meetings • Online web support can be frustrating; there is no email or phone support • Not as intuitive as Google for choosing meeting details such as start/end time and recurrences • Syncing and import/export with other calendars can be problematic

48. Doodle

49. Doodle: Pros • Simple to use: minimal training required • No registration required; can be used with any sort of email address

50. Doodle: Cons • Not really a calendar; all meetings are scheduled as “polls” which require a response • Every meeting scheduled results in an email message; could very quickly fill up inboxes • Minimal support or help information • Cumbersome to invite many people • Has an informal feel; may not be as appropriate in a professional setting