Collaboration, for free

KCB202, semester two 2008

Christy Collis

You will collaborate

• Uni collaborative projects-Brisbane Media Map

• Project-based work (movie, ad campaign, event)

• Locally and internationally• Within organisations and between

organisations• With one other person, with one hundred

other people

The Brisbane Media Map

• The mission: update, redesign, refine, expand, develop the BMM every year, in 13 weeks

• The project team: about 50 M&C students• Clients: 590 in 2007• Number of internal teams: about 60• Each student is in about 5 teams• Each student is the leader of 1 team• All work is student-driven: coordinator only sets

the teams and some critical dates

collaboration tools

• For writing & editing

• For organising

• For planning

• For researching

• For keeping track

For writing and editingFor writing and editing

How would / do you:

Manage the team’s writing and editing of a single document? Of 20 documents?

Sample email:

• “Hey guys, attached find the most recent version of our document, I made a few changes here and there. The file name is ‘DocumentMostRecentCCVersion15’. Make sure you use this document, not ‘DocumentMostRecentMFVersion15’.”

Video

create

• upload docs (word, excel, ppt), or create new docs

• edit docs

• use templates

share

• invite people to view/edit your docs

• teams can all work at the same time on one doc.

• saves revisions history

publish

• publish as web page

• control who can see each doc

view

For organisingFor organising

How would / do you:How would / do you:

Organise the meeting schedule for a team Organise the meeting schedule for a team of which you are the leader?of which you are the leader?

Manage your own meetings schedule when Manage your own meetings schedule when you are on 5 different teams?you are on 5 different teams?

Sample email:

“OK, guys we need to shift our Monday meeting because Kate has an exam. I’m free Monday 9 til 10, 12 til 3, and maybe from 4-5. Mark, Kate, Lee, how about you?”

google calendar

• Create multiple calendars

• Subscribe to additional calendars

• Sms reminders

• Email reminders

• Outlook synch

For editingFor editing

How would / do you:

• Collaboratively edit a document?

tracked changes

For keeping trackFor keeping track

How would / do you:

• Keep track of what happens each time your team meets?

• Make sure all of your team members are pulling their weight?

• Catch up if you’ve missed a meeting?

• Generate a project log?

Sample email:

“I missed the last meeting. Would you please email me to let me know what happened in the meeting? I have no idea what I’m supposed to be doing this week on this project. Did Kate finish editing her records?”

minutes of meetings

• Who will minute?• Where will minutes be stored (google docs)?

Use for:• Reviewing team progress• Managing workflow• Form of team contract• Beginning meetings

Brisbane Media Map 2007 Team Meeting MinutesTeam Name: ____________________________

Place of This Meeting :

Date of This Meeting :

Time of This Meeting :

Name of Team Member X if Team Member Present at This Meeting

Tick if Tasks Allocated at Last Meeting Have Been Completed

In the box below, write the key decisions established in this meeting:

Name of Team Member Write in the Task Allocated to the Member to be Done by the Next Meeting

Place of Next Meeting :

Date of Next Meeting :

Time of Next Meeting :

For researchingFor researching

How would / do you:

• Research one topic as a team?

• Share your research with your team?

• Avoid research duplication?

Sample email:Sample email:

““Hey guys, let’s have a meeting to discuss Hey guys, let’s have a meeting to discuss all of the research we’ve been doing. I’ve all of the research we’ve been doing. I’ve found a bunch of good websites this found a bunch of good websites this week, hopefully all of you have as well. week, hopefully all of you have as well. Maybe we could email each other the Maybe we could email each other the URLs for the good sites we’ve found”URLs for the good sites we’ve found”

• Sharing bookmarks• Searching for others’ tagged bookmarks• Create a shared account OR share your

bookmarks1. link to your public bookmarks -- it's

http://del.icio.us/username 2. to show somebody only your bookmarks in a

specific tag, give them a link to http://del.icio.us/username/tag

3. create or join a network

del.icio.us

social bookmarking

For planningFor planning

How would / do you:How would / do you:

Map out the timeline for a major group Map out the timeline for a major group project?project?

Map out your team’s key dates and Map out your team’s key dates and workflow key points in relation to the workflow key points in relation to the overall project?overall project?

Map out your own key dates and Map out your own key dates and workflow key points in relation to the workflow key points in relation to the team’s tasks?team’s tasks?

Sample discussion:Sample discussion:

OK, so we’ve got to update the whole OK, so we’ve got to update the whole category of Print Media. John, you’re in category of Print Media. John, you’re in charge of spell checking, Kate is doing charge of spell checking, Kate is doing research, Lee is doing the updates.research, Lee is doing the updates.

So should we all just get going now?So should we all just get going now?When do we have to finish this, and why?When do we have to finish this, and why?

gantt chart

collaboration tools

• For writing & editing-Google docs, Word tracked changes

• For organising-Google calendar

• For planning-Gantt chart

• For researching-del.icio.us

• For keeping track-minutes