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More Than a Training Manual: Using Wikis to Get Everyone on the Same Page
- 1. More Than a Training Manual: Using Wikis to Get Everyone on the Same Page Brian Koslowski Katie McFaddin Brandeis University PJ Dickson Bentley University © druclimb, Flickr Creative Commons
- 2. Today we will cover… - the advantages and disadvantages of utilizing a wiki for paperless training - what resources/skills are required to get started - how to launch, build, and control access to a wiki - how this project has evolved over several years © druclimb, Flickr Creative Commons
- 3. • Fast and significant turnover • Weak program and materials for training new advisors • Little formal recording of institutional memory • Information sharing cumbersome, time consuming © phillacombe, Flickr Creative Commons “Will I Get a Training Manual?”
- 4. What Happens After Training? • Even as established Advisors we found ongoing challenges: • Complex Internal policies/procedures • Depth of Information • Things outside the norm • Responsibilities unique to one team member • Efficiency and Quality Control • Email templates • Easy Access to Information © phillacombe, Flickr Creative Commons
- 5. -Not eco-friendly -Not easy to link to resources -Typically one person’s project -Hard to find info - Immediately dated -Available online -Free -Can control access -Content is searchable -Designed for group input -Dynamic Paper Wiki X Why Did We Choose a Wiki? -Hard to search -Up to date info exists alongside archived info - Difficult to access off campus -Not contextualized or indexical Server X
- 6. Edit Write Save
- 7. Starting our wiki required… - $0 - Minimal computer skills - 1 hour delegation meeting - 5-10 hours of individual work building and populating the pages
- 9. Additional page ideas… Staff vacation calendar Kudos on staff accomplishments Advisor home contact information Meeting minutes
- 10. Favorable conditions Collaborative culture Lack of training materials and/or institutional memory Nuanced messaging/policies Infrequent but involved processes Independent responsibilities Need to improve quality without sacrificing quantity Threat of turnover © isdky, Flickr Creative Commons© Orin, Flickr Creative Commons
- 11. Collaborative Centralized Environmentally friendly Easy to update Holistic Independent of a server Communal constructivism (Virtual) Community of practice Trust Benefits © Orin, Flickr Creative Commons
- 12. Challenges Some people prefer paper Limited formatting Requires universal involvement Requires frequent updating Internet-dependent Security--we don’t post student data © karmark, Flickr Creative Commons
- 13. We’ve learned that… Pages are born and pages die Some things are not worth constant updating Some people are more drawn to the wiki than others Email templates are universally loved © isdky, Flickr Creative Commons
- 14. Questions? © isdky, Flickr Creative Commons
Hinweis der Redaktion
- Katie Two polleverywhere slides after introduction:Our office’s training manual is…Training (updating a manual, training new employees) in my office is handled by…
- Brian
- PJA training manual for new advisors: Personnel changes revealed need for training documents - Evidence that after turnover, team memory relied on a single person Ineffective re: secondary responsibilities Challenging when new advisors were trying to understand context/an overview of how things work Constantly interrupting one another to learn (and re-learn) how to do basic tasks (poor PJ) Exceptions to the rules- No written record of policies- Materials stored on server—how, when, and where depended on each individual—hard to find for new staff- Cryptic notes
- PJReference for current advisorsOffice had many internal policies that were not written down Past precedent for exceptional cases lives in the memory of our Director and DeanDepth of information beyond just training: Above and beyond the day-to-day aspects of the jobResources (links, forms, articles, anecdotes re: past precedent, etc.) for specific cases or things outside the normOverviews of secondary responsibilities Responsibilities that may happen only once or twice a year—need a refresher Time Savers - Email templates: copy and paste for common responses--saves 5 minutes of writing multiplied by however many times you use it—creates more time for non-administrative things - OTHER EXAMPLES?Staff looked for innovative ways to collect and present the information
- Katie Discuss similarities and differences between a wiki and alternatives. There are other technologies that offices use (blogs, etc.) but this wiki is really for our internal use and for internal information sharing. It’s not for public viewing. Why did we choose wikispaces? (provide disclaimer) Google Sites another good example used by other schools.Could go through our institution’s IT department to ensure security, but haven’t done so yet. Thus, we keep student info off the wiki. Are able to track down student information using clues from the wiki, and other documents.
- Katie
- Brian- Overview of timeline, launch into tour of wiki
- Brian --Dept worksheetsBUGSOrganization – menu (organizing pages), access, something searchablePJ --Email templatesEXCO/exceptions (discussion forum, edit history (using own email address to change…, updates)Adding content, hyperlinking, etc.Katie –Driving the computer!
- KatieAny menu item you want to see/learn more about?If your office had a wiki, what would be a menu item that you don’t see here?
- Katie House analogy
- BrianProsCollaborative-every from the Department Coordinator to the Director has information to shareCentralized—everything is in one placeEnvironmentally friendly—can scan in paper documents (e.g. department worksheets) and have them electronically available to advisors; less paper floating around; faster to find thingsUpdating—fast, easy, can be done during team meetings/dailyHolistic—allows everyone to see where their roles/responsibilities fit into the bigger pictureNot on a server; can be accessed anywhere via internet
- PJConsSome people prefer paperLimited formatting: No subpages, text, paragraphs, charts, etc not as much as WordEveryone has to be involvedNeeds to be updated constantly—who takes the lead?What if the internet goes down?How does it look on a smartphone?
- Brian/KatiePolleverywhere or raise hand to get questions going – no funny/dirty questions (tell them how we used this at student orientation, moderated on back end, disappointed this year with no dirty answer!)
- Finish powerpointbeef up context slides (LN)Input research stuff (BK)Make 9-12 pretty (KM)Write script/talking points for the wiki tourPractice it a tonTry out a multi-person editing party