Skype support The benefits of lending IT equipment & supporting videoconferencing Susan Smith Senior Librarian susan.smith@chester.ac.uk Twitter: @MCHFTJETLibrary My name is Susan Smith & I am the Library manager for Mid Cheshire Hospitals in Crewe. And today I am here to brave the use of technology to bring in some special guests via Skype to make the argument that librarians can be doing more to support the use of technology with in their organisations. All going well we should have Victoria O’Higgins from our Computer Services department explaining a bit about the Library support for the introduction of Office 365 and how this is changing health care. Helen Ashley who is our Head of Education about the benefits videoconferencing can have on our learning. And Sue Hamman who has a really long job title but effectively leads our community services.

The Need We tested assumptions about the barriers to video conferencing with the Trust’s Office 365 Champions network. The first step was a quick needs analysis to test the assumptions. The survey went out to a small group of volunteer champions. So in a way we were preaching to the converted. 100% said they attended face to face meetings which could be virtual and 100% said the lack of equipment was the main barrier. Other factors entered like suitable space, so the library now lends it’s meeting rooms for job interviews and small meetings. Lack of confidence also existed in the champions. So guides were developed and the library offers hand holding to help people set up and have a practice session. We also had a bit of a tongue and cheek promotion of the video – a video conference call in real life by Tripp and Tyler which is a comedy sketch, which highlights all the things that people fear and common mistakes made. Being good librarians we also did the evidence search to support the case and also on the good practices which were shared with IT to be shared alongside the video.

The Equipment The Library received a bid from the Healthcare Libraries Unit Library Development Fund for £2.5K to support the purchase of the equipment. Web cams were purchased as many of the Trust PCs are older and don’t have them in built. Two sets of head phones – we dub the cheap and expensive pair where purchased for lending and also to allow testing for departments who though they would benefit from more regular meetings. We also bought some speakerphones. The beauty is they are all plug and play, in theory didn’t need intervention from IT (we did have some webcam issues though) and they could be used from anywhere. The controls are all similar and intuitive. We bought the more expensive model of speaker phone as it can instantly turn any space into a group conference area from a phone, tablet, laptop or PC. The range is also very impressive. But enough about the technical bit. Why does this matter in practice. Victoria, Helen, Sue Logitech C525 Webcam X20 @ Approx £38 Sennheiser C30 & C45 Headsets X15 each @ Approx £27 & £50 Sennheiser SP 20 Speakerphone X6 Approx £99 Library offers bookable space and equipment loans to support videoconferencing

Support The fear factor: many staff don’t feel comfortable using the equipment and are self conscious during video conferences. We needed to tackle the fear and build confidence. Worked with the Office 365 project team to deliver Virtual Meet Me taster sessions to give people the opportunity to learn to use the equipment and test it Create a best practice guide to videoconferencing Tongue & cheek promo using this video: bit.ly/2xV9vtS  Offer in-situ assistance to set the equipment up Act as a link to IT if issue is equipment over user error Offer test calls to build confidence Encourage local libraries to engage with IT and support users at their end The Library received a bid from the Healthcare Libraries Unit Library Development Fund for £2.5K to support the purchase of the equipment. Web cams were purchased as many of the Trust PCs are older and don’t have them in built. Two sets of head phones – we dub the cheap and expensive pair where purchased for lending and also to allow testing for departments who though they would benefit from more regular meetings. We also bought some speakerphones. The beauty is they are all plug and play, in theory didn’t need intervention from IT (we did have some webcam issues though) and they could be used from anywhere. The controls are all similar and intuitive. We bought the more expensive model of speaker phone as it can instantly turn any space into a group conference area from a phone, tablet, laptop or PC. The range is also very impressive. But enough about the technical bit. Why does this matter in practice. Victoria, Helen, Sue

Benefits Raises profile of the library service Reduces enquiries going through IT Support Builds technological skills in the workforce Reduces time off-site spent in travel & efficiency Reduces costs in travel Made it easier to conduct interviews abroad Enabled more cross-organisational meetings Encourages participation in multi-disciplinary team meetings Allows people to keep up to date when off work for long periods of time Allowed IT to build the case for Skype support in Care Homes to reduce admissions ECGs are not digital, small webcam added support to virtual MDT meetings The Library received a bid from the Healthcare Libraries Unit Library Development Fund for £2.5K to support the purchase of the equipment. Web cams were purchased as many of the Trust PCs are older and don’t have them in built. Two sets of head phones – we dub the cheap and expensive pair where purchased for lending and also to allow testing for departments who though they would benefit from more regular meetings. We also bought some speakerphones. The beauty is they are all plug and play, in theory didn’t need intervention from IT (we did have some webcam issues though) and they could be used from anywhere. The controls are all similar and intuitive. We bought the more expensive model of speaker phone as it can instantly turn any space into a group conference area from a phone, tablet, laptop or PC. The range is also very impressive. But enough about the technical bit. Why does this matter in practice. Victoria, Helen, Sue

Tips on working with Computer Services Benefits to patient care is paramount! Offer support to the senior managers and project leads, rather than help-desk staff Turn around is quick, be flexible to meet tight deadlines Having Quick Chat messenger helps a lot! The Library received a bid from the Healthcare Libraries Unit Library Development Fund for £2.5K to support the purchase of the equipment. Web cams were purchased as many of the Trust PCs are older and don’t have them in built. Two sets of head phones – we dub the cheap and expensive pair where purchased for lending and also to allow testing for departments who though they would benefit from more regular meetings. We also bought some speakerphones. The beauty is they are all plug and play, in theory didn’t need intervention from IT (we did have some webcam issues though) and they could be used from anywhere. The controls are all similar and intuitive. We bought the more expensive model of speaker phone as it can instantly turn any space into a group conference area from a phone, tablet, laptop or PC. The range is also very impressive. But enough about the technical bit. Why does this matter in practice. Victoria, Helen, Sue