http://tiny.cc/nicci

1. ONLINE MANAGEMENT
LLAMA CONTINUING EDUCATION WEBINAR SERIES 6.6.2012
SYSTEMS
W I E LDI NG W E B 2 .0 TOOLS TO
C OLLA BORATI VELY M A N AGE A N D T RAC K
R. NICCOLE WESTBROOK
P ROJ E C T S

2. WHAT IS ONLINE MANAGEMENT?
Managin Managin
g Projects g People
Online
Management
System
Detailed Training
Asynchronous
Project Interaction Knowledge
Logs Base

3. BACKGROUND
Staff, LIS interns and
students
Collaborative management
Examples and theories you
can apply
Slides and additional
information available after
the presentation [LINK]

4. OUTLINE
How To Build an Online
Management System
Current
Implementations
Advantages of
Managing Online

5. HOW TO BUILD AN ONLINE MANAGEMENT SYSTEM
1. Build the 2. Build the Culture
Technological of Online
Infrastructure Management

6. BUILDING THE TECHNOLOGICAL
INFRASTRUCTURE

7. BUILDING THE TECHNOLOGICAL
INFRASTRUCTURE
Google
Docs
Blogger
Calendar
Google
Skype

8. BLOGGER
 Or any type of blog platform, CMS or home grown tool
 Make sure it’s easy!
 Capability to manage accounts
 Privacy
 Reciprocal interactions between super visors and reports
 Asynchronous interaction between super visors and reports
 Record project status, task assignments, questions, instructions
 Use labels to collocate
 By project
 By Student
 Training knowledge base

9. VIDEO: BLOGGER SET UP [LINK]

10. EXAMPLE BLOG [LINK]

11. RECIPROCAL INTERACTIONS BETWEEN
SUPERVISORS AND REPORTS
We use these blogs primarily for three things:
1. Please check the blog at the beginning of each shift to see what others have said and to read
the assignment your supervisor left for you. Assignment posts will be titled as follows
"Assignment--date--name." For instance, "Assignment--1.29.2010--Minh." Your assignment post
will let you know what to get started on when you arrive and may sometimes contain
instructions for how to work on your project.
2. Each time you finish a shift, please come to the blog and post the status of the project you
are working on. That way, we can all keep track of the status of projects and whether or not
you are ready for another project. When you leave a status post, please make the blog title
"Status--" and then write your project and your name . For instance, "Status --Texas Postcards--
Yuli."
3. You can also include any questions you might have in your status post. Your supervisor will
monitor the blog and respond to your questions in the comment section of your post, so check
back regularly.
4. Please also add a Label to every post you create so that we can find all information about a
particular project using the Labels on the blog. You can also post any questions you have in
your status post--especially if your supervisor is not around to answer them during your shift.
5. You can also check the blog for general announcements about the department --such as office
closings or upcoming events. You too can make general posts to the blog if there is something
you would like to share with everyone in the department.
Participating in the blog will help us stay on top of all of the work you all are doing and give you a
forum to share instructions, tips and status with each other. Please do not post anything that might
be inappropriate for work (I know you wouldn't do that!) or anything that may be private (such as
passwords to computers, CONTENTdm and the like).
As always, feel free to let me know if you have questions!

12. 6.6.2012 Katie
RECIPROCAL INTERACTIONS BETWEEN
Assignment Hi, Katie! Today, when you come
Post in, please continue work on
SUPERVISORS AND REPORTS
Yearbook scanning.
6.6.2012 Yearbooks
Status Post Today I finished scanning the
1953 yearbook and edited up
through page 245.
Also, I could not remember if I
Question was supposed to crop all of the
edges when scanning yearbooks
or leave a border. Thanks!
Good question. Please crop to
the inside of the page to get rid
Response
of any background that might
show from the scanner.
Thanks, Katie!

13. ASYNCHRONOUS INTERACTIONS
BETWEEN SUPERVISORS AND REPORTS

14. 6.6.2012 Katie
Hi, Katie! Today, when you come
in, please begin the Yearbook
Project.
1. Checkout the first yearbook
from Special Collections. 6.6.2012 Yearbooks
2. Scan each page of the
yearbook and perform Today I finished scanning the 1953
USING LABELS TO
standard cropping, color yearbook and edited up through
correcting and photo editing. page 245. Also, I could not
3. Export single images as remember if I was supposed to
600DPI JPEGs and TIFFS crop all of the edges when scanning
COLLOCATE
4. Save the images to yearbooks or leave a border.
X:/Yearbooks/images. Thanks!
5. Partner with Jack to peer
review for quality control.
6. Return the yearbook when you
are finished and repeat the
steps above for another year.
Thanks!
Katie 6.5.2012 Yearbooks Katie Procedures Periodicals
Katie 6.3.2012 Yearbooks Katie Procedures Yearbooks
Katie 6.2.2012 Yearbooks Jack Procedures Perales
Katie 6.1.2012 Yearbooks Sam Procedures Scanner

15. EXAMPLE POSTS
Lengthy Procedures [LINK] Multiple Projects [LINK]

16. DEMO: SAMPLE POSTS AND COMMENTS

17. BUILDING THE
TECHNOLOGICAL
INFRASTRUCTURE
Google
Docs
Blogger
Calendar
Google
Skype

18. GOOGLE CALENDAR
 Or any type of shared calendar system
 Make sure it’s easy!
 Off site accounts
 Balance supervisor control with report accountability
 Record shifts worked/scheduled, project phases, rotating
assignments
 Match with blog posts for detailed project log that can be
used for post analysis of completed projects

19. GOOGLE CALENDAR

20. DEMO: EMBEDDING GOOGLE CALENDAR
IN BLOGGER
Pages in Blogger [LINK] Embeddable Calendar

21. BUILDING THE
TECHNOLOGICAL
INFRASTRUCTURE
Google
Docs
Blogger
Calendar
Google
Skype

22. GOOGLE DOCS
 Or any type of shared document system
 Make sure it’s easy!
 Capability to manage accounts
 Privacy
 Share, collaborate and collocate documents —live
 Deliverables from reports working of f -site

23. GOOGLE DOCS
Share Project Folders Reuse Documents

24. BUILDING THE
TECHNOLOGICAL
INFRASTRUCTURE
Google
Docs
Blogger
Calendar
Google
Skype

25. SKYPE
 Heavy use of Skype for Online Management System without
customization
 Makes it possible to host of f -site reports
 Orientation
 Project meetings
 Orientation conducted using screen sharing
 Demos of online tools that comprise the Online Management System
 Live checkpoints to verify reports understood procedures

26. BUILDING THE CULTURE OF ONLINE
MANAGEMENT

27. CREATING DETAILED PROJECT LOGS
VERSUS BUILDING RELATIONSHIPS
Face-to-Face
Interaction
Interaction in
the Online
Management
System

28. Supervisor Report
EXPECTATIONS
Creates assignment Reads supervisor
posts before each report assignment posts at the
BLOG
shift beginning of each shift
Regularly reviews report
Creates status posts
status posts and
after each shift—details!
responds to questions
Performs blog oversight
making sure each post
is properly labeled and
verifying that all reports
make regular posts

29. Supervisor Report
EXPECTATIONS
CALENDAR
Discusses weekly
shifts with each report
Enters weekly schedule
at the beginning of
into the calendar
each semester and as
needed
Coordinates all report
schedules to ensure Requests changes to
work stations and scheduled shifts as
equipment are not needed
double-booked
Approves long-term Performs changes to
and ad hoc changes to shifts as approved by
report schedules supervisor

30. Supervisor Report
EXPECTATIONS
Creates project
Places all
folder and
deliverables in
manages overall
shared folder
hierarchy of folder
(sharing automatic)
structure
DOCS
Gathers project
team contact
information to
share folder with
all team members
Designs projects
and produces
project plans and
documentation
Regularly reviews
documents in the
project folder

31. Supervisor Report
EXPECTATIONS
Plans and schedules
Participates in
orientation and
orientation and
Online Management
Online Management
System training for
System
off-site reports
SKYPE
Gathers project Requests further
team contact Skype meetings with
information and supervisor as
initiates Skype call needed
Leads orientation
Interacts with
reports via Skype as
planned or
requested

32. EXPECTATIONS
Clearly articulate
your expectations
and plan to keep all
members of the
team accountable

33. CURRENT IMPLEMENTATIONS

34. CURRENT IMPLEMENTATIONS
1. University of 2. South Asian
Houston American Digital
Libraries, Digital Archives Internship
Services Program [LINK]
Department

35. UNIVERSIT Y OF HOUSTON
LIBRARIES, DIGITAL SERVICES
DEPARTMENT

36. UHDS BLOG

37. SOUTH ASIAN AMERICAN DIGITAL
ARCHIVES INTERNSHIP PROGRAM

38. SAADA BLOG

39. ADVANTAGES OF MANAGING ONLINE

40. ADVANTAGES OF MANAGING ONLINE
1. Supervise asynchronously, remotely
2. Collect detailed project logs just by using the system
3. Manage collaboratively
4. Spend less time creating training documentation and
training reports
5. Streamline managerial tasks
6. Host of f-site reports

41. SUPERVISE ASYNCHRONOUSLY
Meeting
Conference
Home
Office

42. EXAMPLE SCHEDULED BLOG POSTS

43. •Katie and Sam
•Began 6.6.2012
Digitization of •Completed 6.15.2012
•Question: Were we supposed to scan the back of the photographs
Perales as well? What if some of the backs are blank?
DETAILED PROJECT LOGS
•Response: Please scan them but do not create access
Photographs versions, just send the TIFFs along to the metadata team.
•Total hours on digitization 87.5
•Total hours on scanning 56
•Total hours on photo editing 31.5
•Jessica, Karen and Susan
•Began 6.20.2012
•Completed 7.20.2012
Metadata for •Question: If the LCSH headings do not include diacritical marks for
names, should we include them in metadata or leave them off to
Perales be consistent with LCSH?
•Response: I checked with the curator and she preferred we leave
Photographs them off for this collection. I anticipate that this question will arise
on subsequent collections, so please continue with this practice
unless otherwise noted in the project plan.
•Total hours on metadata 176
•Total hours on metadata creation 170
•Total hours on metadata review 6
Promotion of •Nicci and Dan
Perales Collection •Promoted 8.1.2012

44. EXAMPLE PROJECT LOG [LINK]

45. MANAGE COLLABORATIVELY
Report
Supervisor
Report
Report
Supervisor
Report

46. EXAMPLE STAFF TRANSITION

47. LESS TIME CREATING TRAINING
Scan each page of the
Hi, Katie! Today, when yearbook and perform Return the yearbook
you come in, please Checkout the first Export single images as Partner with Jack to when you are finished
yearbook from Special standard 600DPI JPEGs and Save the images to peer review for quality
begin the Yearbook cropping, color X:/Yearbooks/images. and repeat the steps
Project. Collections. TIFFS control. above for another year.
correcting and photo
editing.
DOCUMENTATION
Hi, Jack! Today you and
Katie will be starting the
[LINK to original blog
yearbook project. Please
post]
check out her blog post
for complete instructions.
Hi, Jason! Last year Jack
and Katie began our
yearbook project. Please [LINK to original blog
check out the original post]
blog post for complete
instructions.

48. EXAMPLE PROCEDURES POST [LINK]

49. STREAMLINE MANAGERIAL TASKS
Blog post
referencin
g
directions
Verbal Blog post
asking
report to
continue
communication known
project
of directions
Verbal request
for report to
continue
known project

50. Remote Remote
Volunteer Staff
HOST OFF-SITE REPORTS
Remote
Intern
Remote
Staff
Office

51. MORE INFORMATION
• Westbrook, R.N. (2012). "Online Management System: Wielding
Web 2.0 Tools to Collaboratively Manage and Track
Projects." Journal of Librar y Innovation , 3:1 , 86-100. [LINK]
• Westbrook, R.N. and Reilly, M. (2012). "Growing a Mutually -
Beneficial Digital Curation Internship Program that is
Sustainable and Low Cost." Archiving 2011: Preser vation
Strategies and Imaging Technologies for Cultural Heritage
Institutions and Memor y Organizations , 21-25. [LINK]
• Westbrook, R.N. (forthcoming). “How to Use Free Online Tools to
Recruit and Manage Remote LIS Interns.” in review at Librar y
Leadership and Management.

52. MORE INFORMATION
• Westbrook, R.N. (2012). "Using Social Media to Improve
Workflow at Academic Libraries." Texas Library Association
Annual Conference. [LINK]
• Westbrook, R.N. (2011). "Managing Online: How to Make the
Most of Unpaid Workers AND Track Your Projects Without Going
Mad." Internet Librarian Annual Conference. [ LINK]
• Westbrook, R.N. (2011). "Wielding Web 2.0 and Social
Networking Tools to Recruit, Super vise and Interact with
Workers." Texas Library Association Annual Conference. [ LINK]
• Westbrook, R.N. and Reilly, M. (2011). "Growing a Mutually -
Beneficial Digital Curation Internship Program that is
Sustainable and Low Cost." Society for Imaging, Science and
Technology, Archiving Annual Conference. [LINK]

53. QUESTIONS?
http://tiny.cc/nicci