Technology Solutions forInter-branch CollaborationM. Davidson, T. Erichson, J. Moore, K. Tripp

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.

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

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

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

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

Currently in use

Wimba Collaboration Suite MS Office MS Word Shared network drive MS Sharepoint –without sharing

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

Microsoft Office 2003/2007

vs.

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

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:

KingSoft Office 2012

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

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

Live Documents

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

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

Google Documents

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

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

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

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

File Sharing Options

Calaméo

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

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

Google Docs

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

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

SkyDrive

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

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

Dropbox

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

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

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

RecommendationsFile Sharing

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

Calendar Options

Outlook Calendar

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

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:

Google Calendar

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

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

Yahoo Calendar

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

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

Doodle

Simple to use: minimal training required

No registration required; can be used with any sort of email address

Doodle: Pros

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

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

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

Wimba Classroom

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

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

Blackboard Collaborate

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

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

Skype

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

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

Google+ Hangouts

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

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

AnyMeeting

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

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

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

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

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

Questions?