Driving communication and data management through Google Drive in a small higher educational organization by Reynald M. Cacho, PhD KIM Student.
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Driving communication and data management through Google Drive in a small higher educational organization by Reynald M. Cacho, PhD KIM Student This short white paper, more like a technical report, presents the application of online communication and data management intervention and how it is accepted by the faculty and staff in small higher educational organization. Introduction Philippine Normal University includes ‘system-based solutions’ on its 10 strategic directions for 2015-2018. Moving to such direction necessitates application of system-based solution or intervention to existing problem or concerns experienced by it faculty and staff. Hence, the PNU through the Office of the Vice President for University Relation and Advancement (VP-URA) institutionalized the “Centralized and Standardized Digital Filing System for PNU Campuses Project Training Workshop” on its four campuses. When the workshop turned to PNU South Luzon Campus (smallest campus in the system), it was an opportunity for me as a faculty and Head for the Knowledge Management Office (KMO) to understand the issues and concerns experienced by my colleagues and staff, and, at the same time, to share an intervention addressing the difficulties for greater efficiency or productive and effectiveness in terms of data management system and online communication. In the process, the intervention ‘Driving communication and data management through Google Drive’ was proposed, presented and currently being implemented in our organization. This paper will describe briefly the issues, solutions and sustainable measures our faculty and staff are taking. Moreover, the data presented here are framed from the perspectives and practices of a small higher educational institution. Individual and organization issues The 2-day workshop opened with a sharing of data management practices by the 10 faculty and 10 staff on board. The exchange of ideas became an exchange of useful information which in turned generated some knowledge or realization on my part as a knowledge learner and practitioner in the academe. Moreover, discussion revolved on the office and individual concerns related to academic, record, finance, and the likes. In a rundown, here are the common practices and problems that surfaced: Areas Hard/Printed Documents Keeping
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Practice - Sorting and organizing of files in folders and cases. - Cleansing useful files over old and not useful documents - Reproducing important documents as backup copies and are archived when necessary
Problem/s - New printout/documents tend to bury/hide deep old files - Documents tend to be misplaced or be missing - Old documents are hard to find
2 Areas Soft File Management (stored in computer, drives and in cloud)
Practice - Naming, sorting and organizing of files in folders (e.g. classifying folders as personal, work related, etc) - Placing files or folders in desktop or USB flash or external drives - Backing up files through emailing them to oneself or to colleagues and saving in external hard drives - Saving in online drives like dropbox, box.com etc. - Keeping the files in email accounts
Problem/s - Faculty/Staff have different ways or styles in naming files - Files names are easily forgotten once not opened for a long time - Documents tend to have many versions if saved in multiple locations - External drives of any sort usually got virus/es or bugged. - When off campus and no laptop to use, important files stay in the campus ICT resources
Online communication
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Common use of Facebook private messaging feature and use of the organizational FB group Varying preference in terms of emailing platform (mixed of yahoo, google, etc.) Mostly done using laptop, desktop computers; few use mobile apps except for FB messenger
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New messages in Facebook tend to bury/hide old ones. Facebook communication tend to disrupt work because of the many features that could distract one’s focus Emailing functions and storing capacity of such platforms are not optimized (sometimes, staff would send nosubject/message material, etc.) Emailing tend to be a secondary mode of communication Internet connectivity is available only to certain places in the campus.
The intervention: Driving communication and data management through Google Drive Addressing the problems that emerged in the workshop, the training team introduced and facilitated a lecture-demo about staff plan data organization and management, bulk renaming utility, data categorization, and Google gmail account sign up. As to my contribution, I took the luxury of sharing on the ways to optimally used Google mail and drive. I started on introducing the Gmail search feature ‘Tips and Tricks’ to address the issues on forgetting email and missing communications and files. The material that I used is appended in this document.
3 As indicated in the material that I personally drafted, the use of PNU Gmail for communication and sharing of information is in itself one of the best practices in our organization if optimize. Before, we have to wait for fax messages for important memorandum to reach the campus. The built-in directory no longer requires users to keep a list of emails because email address is intuitive. One simply type the surname of the mail recipient one could easily email the person. Its group mailing address is also very efficient and effective. I don’t need to key in all the email address of the gmail users in our organization. The power of the Gmail search section is indeed powerful. Simple search could lead to big information required to accomplish the task. Subjects of Email communication should be made clear and brief. Attached files could also be named to include not only the number but also the brief subject for easier search. On the issues of soft files management and online communication, I briefed my colleagues about the use of Google Drive (materials, e.g ppt files, that I used for this matter are also attached). In summary, I introduced it as Wiki defines it. Google Drive is a file storage and synchronization service created by Google. It allows users to store files in the cloud, share files, and edit documents, spreadsheets, and presentations with collaborators. Google Drive encompasses Google Docs, Sheets, and Slides, an office suite that permits collaborative editing of documents, spreadsheets, presentations, drawings, forms, and more.
In addition, Google Drive desktop is also presented. Using their gmail accounts, we created a folder that was shared to all users in the workshop. Inside that folder are subfolders pertaining to specific offices and file categorization. Such folders are coded for easy identification (e.g. 01-EXEC for Executive Directors, 02-Acad for Academic files and so on) paving a way for file sharing and collaboration. Most of my colleagues found it very useful and relevant to their individual and office works. Some for the first time were able to create upload a document on the shared folder and were able to immediately to see who has viewed and edited it. The long saving of many versions of the document is almost over and the use of USB flash drive may soon become defunct in our organization. Currently, they are even eager to explore the drive and optimize its function for better efficiency and productivity including sustainability of limiting printed versions of file. Final Thoughts Where problems arise comes an opportunity to plan, apply intervention and bring about change. The positive ways my colleagues responded to the suggested interventions mentioned herein are indicative of learning and application of information applied as knowledge. Indeed, Bennet and Bennet in a MQI White Paper made it all clear “with learning comes knowledge, with knowledge comes action and with action comes change” (p.1). The personal initiative that I took to share such intervention would not be possible without the PNU System primary support since briefing it could not be done better than the workshop the university system facilitated. Hence, change in the process could easily be undertaken from the top going down and, more so, understanding and responding to the issues and problems of those in the grassroots (with their inputs, suggestions, experiences, etc. considered and converted to knowledge) could increase consciousness and lead to substantial growth in an organization. After all, solutions to problems are just their online and offline waiting to be tapped and managed if not somebody has to take action creating the short or long term remedies.
4 References Bennet D. & Bennet A. (n.d.). MQI White Paper: A New Change Model Google Drive - Wikipedia, the free encyclopedia. (n.d.). Retrieved January 13, 2016, from https://en.wikipedia.org/wiki/Google_Drive Photos of the workshop (January 8-9, 2016)
Reynald M. Cacho, Best Practice: The Power of Gmail Search and others (Tips and Tricks)
Page 1 of 2 1. Name the Best Practice The Power of Gmail Search and others (Tips and Tricks) 2. Target potential users All PNU Google Mail Users (Faculty, staff and students) in our organization. 3. Identify Keywords PNU Gmail What is Gmail? Gmail is a free, advertising-supported email service provided by Google. (https://en.wikipedia.org/wiki/Gmail) Gmail Search? Gmail’s a Google product, so of course it has powerful search features. But some of Gmail’s search features are hidden and don’t appear in the Search Options pane. How to Use Gmail’s Advanced Search Features & Create Filters Details are found in this link: http://www.howtogeek.com/107307/how-to-use-gmails-advanced-search-featurescreate-filters/ 4. Describe the Process for Identifying/Creating the BP Faculty, Staff and Offices (and even students) in our campus recognize the need for information in decision making (planning, action, record keeping and evaluation). There are circumstances that my senior manager or colleagues would require information or files that I have already emailed to them. Some of them do not know that in Gmail, search can be done to find needed materials or information. TIPS and TRICKS: For Gmail Search (Courtesy of http://www.howtogeek.com/107307/how-to-use-gmails-advanced-search-features-create-filters/) 5. Define the Best Practice and Results The use of PNU Gmail for communication and sharing of information is in itself one of the best practices in our organization. Before, we have to wait for fax messages for important memorandum to reach the campus. The built-in directory no longer requires users to keep a list of emails because email address is intuitive. You simple type the surname of your mail recipient you could easily email the person. It’s group mailing address is also very efficient and effective. I don’t need to key in all the email address of the gmail users in our organization. I could simply add: PNU Lopez Faculty and staff in our campus will receive the message.
Reynald M. Cacho, Best Practice: The Power of Gmail Search and others (Tips and Tricks)
Page 2 of 2 7. Identify Lessons Learned and Recommended Improvements The power of the Gmail search section is indeed powerful. Simple search could lead to big information required to accomplish the task. Subjects of Email communication should be made clear and brief. Attached files could also be named to include not only the number but also the brief subject for easier search. Alternative to memorandum and official communication sending (email blast) is a development of a PNU Google page exclusively for all the organization members. 8. Define the Critical Success Factors These tips and tricks and Gmail search and use must become a common knowledge to all organizational users. Knowledge of such could capacitate or empower users the access to information, formal communication and other functionalities known and to be known that follow. 9. Identify Recommended Vehicles for the Effective Transfer of Best Practices Such knowledge on the use of Gmail search and other functionalities should be transferred through mentoring, meetings (formal and informal) and/or workshop. 10. Identify Point(s) of Contact/Subject Matter Expert(s) In case of technical issues, users should know the right person or technical support to contact to (that is the main campus technical support team). 11. Identify Links to other Resources Here are other useful links: Gmail Shortcuts, Tips, and Tricks: Latest Secrets for Hacking Your Email | WordStream. (n.d.). Retrieved from http://www.wordstream.com/blog/ws/2014/04/23/google-shortcuts A Guide to Optimizing Gmail: 30 of the Best Tips, Tricks, Hacks and Add-Ons. (n.d.). Retrieved from https://zapier.com/blog/organize-search-automate-gmail-inbox/ Tips For Gmail | POPSUGAR Tech. (n.d.). Retrieved from http://www.popsugar.com/tech/Tips-Gmail34542860
