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Using Technology to Work More Efficiently

Discover how to leverage technology for efficient collaboration in project management. Learn about using wikis, video conferences, and project organizer applications to streamline workflow and communication. Overcome challenges and maximize productivity in your projects.

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Using Technology to Work More Efficiently

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  1. Using Technology to Work More Efficiently If I knew then what I know now . . .

  2. NYS SPDG • Our money is invested in people (Project staff and districts) • We wanted a collaborative project but struggled with supporting travel or even video bridging to bring people together • Phone conferences and email just don’t cut it for significant, synergistic planning • We soldiered on, but our product could have been better

  3. Logic models • LM can and should be the roadmap • If created by evaluators and Project Director without input from potential beneficiaries, there’s a lack of reality to the logic! • Collaboration at this point, BEFORE major Project design elements are created, can save much angst

  4. Technology marches on • New and free or low-cost technology • Even in three years, options for video conferences without expensive bridges have proliferated • Options like DimDim offer video/audio conferencing with desktop sharing, whiteboards and chat pods • Document creation and editing using a wiki avoids overlapping/conflicting edits and keeps documents dynamic

  5. Using a techie cache • Wikis are great places to keep it all together • Build a wiki with places for data, resources, documents in progress • Invite key people to participate • Use wiki preferences to open only relevant sections to different stakeholders • No one can use the excuse of “I don’t have the most current version . . .”

  6. Keeping it all together • Consider a project organizer application • Everything in one place, everyone’s agreed upon actions in one place • Easy to set and send reminders • The application, and not you, does the nagging • Can interface with other applications • Basecamp is one such application that also provides whiteboard (and chatpod functions for • an additional fee)

  7. Nothing’s perfect . . . • Are there potential issues? Sure . . . • Not everyone comes trippingly to technology; be ready to create “wiki for dummies” documentation and do some hand-holding • Be certain to pick applications that do not have banner ads or other security issues; Wikispaces and DimDim both seem pretty acceptable to sensitive servers • Make accommodations – not just for people with physical disabilities, but for those who just will not use technology. Pair them with a techie, perhaps

  8. Resources • DimDim http://my.dimdim.com • Free for limited service, or $200/year with bells and whistles • Does require participant call in, no 800 # • Wikispaces http://www.wikispaces.com • Free for limited service, $50/year some bells and whistles, $200/year full ride • Basecamp http://basecamphq.com/ • Free for limited service, from $24/mo for more features

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