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Technology Solutions for Inter-branch Collaboration M. Davidson, T. Erichson, J. Moore, K. Tripp
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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.
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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
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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
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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
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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
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Currently in use Wimba Collaboration Suite MS Office MS Word Shared network drive MS Sharepoint –without sharing
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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
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Microsoft Office 2003/2007 vs.
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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 MS Office ‘03/’07: Pros
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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 MS Office ’03/’07 Cons:
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KingSoft Office 2012
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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 KingSoft Office 2012: Pros
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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. KingSoft Office 2012: Cons
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Live Documents
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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 Live Documents: Pros
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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) Live Documents: Cons
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Google Documents
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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 Google Docs: Pros
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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 Google Docs: Cons
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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 Productivity Suites: Recommendations
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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 File Sharing
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File Sharing Options
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Calaméo
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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 Calaméo Pros
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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 Calaméo Cons
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Google Docs
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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 Google Docs Pros
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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 Google Docs Cons
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SkyDrive
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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 SkyDrive Pros
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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 SkyDrive Cons
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Dropbox
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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 Dropbox Pros
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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 Dropbox Cons
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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 Recommendations File Sharing
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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
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Calendar Options
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Outlook Calendar
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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 MS Outlook: Pros
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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 MS Outlook Cons:
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Google Calendar
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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 Google Calendar: Pros
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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 Google Calendar: Cons
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Yahoo Calendar
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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) Yahoo Calendar: Pros
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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 Yahoo Calendar : Cons
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Doodle
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Simple to use: minimal training required No registration required; can be used with any sort of email address Doodle: Pros
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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 Doodle: Cons
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Best option is probably Outlook Provides a combination of flexibility and support Is already in use somewhat Would especially make sense if Microsoft Office is deemed the best solution for other Productivity areas such as document creation Both Google and Yahoo calendars have merit and either could be a good solution if the decision was made to discontinue upgrades to Microsoft Office. Google has the edge in ease of scheduling recurring meetings; Yahoo has the ‘Year View’ feature which is good if long- range planning is a priority Doodle does not have enough functionality to make its simplicity worthwhile. Calendars: Recommendations
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Currently using Wimba Classroom State funded contract for MD public libraries Key Requirements Easy to install, learn, use 12+ meeting participants, audio and chat capabilities, screen/application sharing Options Considered: Wimba Classroom, Blackboard Collaborate Skype Google Hangouts AnyMeeting Web Conferencing
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Wimba Classroom
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User familiarity, product support, and product stability Continued use reduces need to train on new product Support via phone, online chat, and email Use by other MD Public Libraries Sharing of wimba-based training materials, Inter-district meetings Very robust set of meeting features Unlimited number of meeting participants, screen/app sharing, session whiteboard, recording capabilities, telephone and microphone audio, breakout rooms and private chat Easy installation for end-users via wizard Wimba Classroom: Pros
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On-going product costs may not be sustainable with future budget cuts Not as user-friendly as other products and can be challenging to learn and use Screen design/layout isn’t as intuitive as other products Screen-sharing features are confusing Requires installation/management of host server components Blackboard plans to discontinue product Wimba Classroom: Cons
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Blackboard Collaborate
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Provides the same robust meeting features included in Wimba Plus: Improved UI and Usability: Much more intuitive, user-friendly design Easier to share screens/applications New and improved features: New web tour allows moderator to push websites Improved whiteboard functionality Blackboard’s future development path for current Wimba classroom users Blackboard Collaborate: Pros
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On-going cost remains a concern with future budgets Upgrade from Wimba may require re-training and may require coordination with other MD libraries Blackboard Collaborate: Cons
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Skype
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Product is stable and well-supported Long-term existence Millions of users Microsoft owned/supported Well-developed help site Provides privacy controls to manage Skype interactions Easy to learn and use Skye: Pros
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Free product not a viable solution for web conferencing Screen sharing requires premium subscription Lacks other desired web-conferencing features No built-in whiteboard, no built-in recording capability Can’t setup meeting in advance, meeting notifications only send via active Skype session alerts Requires installation and version control management on end users’ PCs Skype: Cons
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Google+ Hangouts
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Easy to install – simple browser plugin Easy to learn and use Simple UI No moderator/attendee roles Integration with Google Docs Can work on documents collaboratively in meeting window in addition to sharing desktop Google+ Hangouts: Pros
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Doesn’t support the desired number of meeting participants (Hangouts limited to 10 users) Lacks some desired web conferencing features No built-in whiteboard, no built-in recording functionality Challenging to schedule a meeting in advance, notifications not sent via email (just via Google+ notification stream) Some usability issues: Integration with Google docs is confusing - still requires owner to grant individuals permission, opening new doc opens in new window outside of hangout window Requires creation and management of Google+ accounts and circles Google+ stream integration makes product look too informal and may be perceived as non-professional Google+ Hangouts: Cons
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AnyMeeting
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Fairly robust meeting features Up to 200 meeting participants, screen or app sharing, built-in recording and online storage of recordings, choice of microphone or phone for meeting audio Email notification for meetings, ability to schedule meetings in advance, ability to schedule recurrent meetings User-intuitive design and ease of use No server installation, browser plugin installation only Users not required to create accounts to attend a meeting Easy to figure out how to share screens/apps and manage users/roles Free AnyMeeting: Pros
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Some usability and support concerns Multiple java plugin issues encountered during user testing App sharing doesn’t restrict to just app selected Support is via forum and ticketing only Rotating banner ads displayed throughout meeting may be distracting to some meeting attendees Security concerns Meeting url associated with a particular user is static for all meetings, nothing to prevent anyone with that url from accessing meeting Lacks some nice-to-have meeting features present in Wimba/Blackboard Collaborate Audio selection is per meeting not per user No built-in whiteboard Although meeting can be scheduled in advance, meeting owner must still start the meeting before others can join AnyMeeting: Cons
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Recommend continued use of Wimba Classroom with development of future plans to upgrade to Blackboard Collaborate: Capabilities for sharing and interacting with other MD district libraries outweigh the negatives with regard to usability of Wimba Classroom Future upgrade to Blackboard Collaborate provides a means of improving usability (requires coordination with other library sites to ensure ongoing interoperability and satisfaction of contractual details) Should future budget cuts eliminate funding for Wimba/Blackboard, AnyMeeting is worth further consideration: Still fairly robust set of meeting features Installation issues seem resolvable, but requires further testing, documentation, and trial rollout before considering full rollout Web Conferencing: Recommendations
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Strike a balance between continuity and change. Take advantage of currently-owned/-leased premium software, but plan for the future. Opportunities in the Cloud Recommendation Summary
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Internal working documents Google Docs Creation and sharing of polished work MS Office/Dropbox Short-term/long-term plan for schedules MS Outlook/Google or Yahoo High-end web conferencing (for now): Wimba/Blackboard Future exploration of AnyMeeting Our picks
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