Establishing a workflow

If you’ve ever spent a maddening few minutes walking around the house looking for your car keys then you’ll understand the importance of putting things in the right place. Whether it’s keys, sunglasses or digital data, having a set of rules that govern where you place an item helps you go a long way to being organised. The way you store your data, bookmarks, notes and files digitally all comes under the banner of workflow.

Over the next couple of posts we’re going to examine one way of structuring your digital workflow, and look at some useful services for being a bit more organised. We’ll also examine how you can join some of these services together to ensure you’ll always be able to find that bookmark, file or note.

Before you think too much about your workflow, consider where you find most of your information. You might subscribe to newsletters, follow blogs or get updates from Twitter. Also think about the way you access these services and when you do it. For example, do you set aside time each morning to read your feeds, or do you tend to do most of your browsing when you’re on the move and using your mobile phone? When you consider the range of devices you might use and the varied times and places that you’re accessing information, it becomes clear that you need an established routine to follow to make sure you can save that interesting resource for later. Your students probably have an even more irregular routine, so helping them establish a routine becomes really important.

Here’s a simple illustration of a possible workflow routine.

So let’s have a look at the first couple of steps in the process, and consider some of the useful tools that can play a part. Each of the tools we recommend have web and mobile versions, are available for free and also integrate well with each other.

Find

The first step in the process is Find, and we’ll assume that you are already doing that in a variety of ways. Information could be coming to you via:

  • your own web searches and general browsing
  • blogs you follow (you might read these in a service like Feedly)
  • social networking sites like Facebook, Twitter, YouTube & Pinterest
  • social bookmarking and curation sites like Scoop.It, Diigo or Pearl Trees
  • emails from colleagues and face to face meetings

Whatever the information you find, you’ll already be assessing the content for value and making some decisions. A quick scan of a site or article will help you to decide what to do in the next step of your workflow.

Read

Now that you’ve found an interesting resource you’ll need to make a decision about what you want to do next. This could depend on how much time you have, whether you’re on a mobile device (those videos can chew up your data allowance pretty quickly) and whether you’re in the mood to read an article or watch a video. So we need to do a form of triage and decide what we want to read now and what we might want to read a bit later.

The best tool we’ve found for doing this is Pocket. It’s a free service with web and mobile app versions and allows you to save articles and videos for later viewing. Articles are presented in a lovely, clean reading view, and the mobile apps also download all of the content to your device so you can read even when you don’t have an internet connection. Pocket comes with extensions that can be installed in your web browser for one click saving of pages, and it also integrates really well with many of the popular services like Twitter and Feedly.

Here’s how to get started with Pocket.

  • Visit getpocket.com and sign up for an account
  • Install the Pocket extension in your browser. The How to Save page will give you a link to install the correct extension (for Firefox, Chrome or Safari) or a bookmark button for Internet Explorer. Once installed, look for the Pocket icon in your browser’s toolbar. Then you can save any page for later reading.
  • Link your email account to your Pocket account so you add resources via email.  Here’s a guide to the process.
  • You can see your saved articles in your web browser by visiting your queue. The queue can be organised as a grid or list view, can be searched and can also be sorted by article, video or image.

 

  • Download the Pocket app for your mobile device to read articles on the move. There is also an app for Apple Macs. Search your relevant app store for the Pocket app. Pocket’s mobile app will download your content so you can view it even when you don’t have an internet connection (perfect for the train).
  • Keep an eye out for the Pocket icon appearing in other services like Twitter or Feedly to make saving easier. We even include a Pocket icon at the bottom of each Bright Ideas post so you can save it for later. If you have Pocket installed in Chrome and login to Twitter then you’ll see the saving option appear under tweets with links (look for the more icon if you can’t see it). The best bit is that on mobile devices and the Mac app Pocket will also show you the original tweet, so you know where you discovered it. Genius.

    One click saving from Twitter makes it easy to save the tweet and the link

The Pocket mobile app has a number of sharing options, making it a pivotal tool in your mobile workflow.

Once you have viewed the item in Pocket, your next decision will be what to do with it. You can choose to mark the item as read, which will keep it in your Pocket archive. Selecting Trash will remove the item completely from your library.

You will also need to decide whether the resource should be moved into the next two areas of your workflow, store and share, which we will explore next. Fortunately Pocket includes a number of options for sending the article to other services like Twitter and Facebook. The Pocket mobile app also has even more options for sending to services like Evernote, Diigo, Delicious or Tumblr. Look for the arrow icon and join up the services you use.

Pocket can play a valuable part in your workflow as a holding pen for interesting resources. It integrates well with a wide variety of other services, making saving to Pocket and then storing or sharing a simple process.

 

Image credit: State Library of Victoria, photographer (1954), Basement of Dome building showing deteriorating stacks of newspapers and books, State Library of Victoria

 

PLP @ Mooroopna Secondary College

Mooroopna Secondary College teacher librarian, Leading Teacher and eLearning Coordinator Leonie Dyason is part of Will Richardson’s PLP project. PLP is Powerful Learning Practice, an international program developed by Will Richardson and Sheryl Nussbaum-Beach in the US. Mooroopna Secondary College was fortunate to be nominated to  receive sponsorship from the State Library of Victoria and the School Library Association of Victoria (following the Victorian School Libraries Learning with Web 2.0 program) to have a team involved in the PLP program. 

Leonie explains how she organised her team once Mooroopna had been accepted into the project. ‘Our Assistant Principals were both very supportive.  I then selected my team of 5.  I wanted some young teachers with me, some risk takers, and not necessarily all Web 2.0 savvy.’

Leonie says, ‘Our team members consisted of Adrian who is a Physics & Maths Teacher (he did the SLAV Web 2.0 program last year with our library team), Deanne, who is an Indonesian and English Teacher and who is Daily Organiser this year. Kirsten is a Science & Maths Teacher as well as being the Maths/Science Leading Teacher. She is also an INTEL master trainer. Katie is a SOSE & English teacher and me, a teacher librarian.’

Leonie explains, ‘All four regularly attend my eLearning Cafe where I have been teaching Web 2.0 and Internet skills for 3 years now as part of my Leading Teacher role of eLearning Coordinator.  Adrian often presents here too – he started with podcasting.’

Leonie's elearning cafe

Leonie's eLearning Cafe

She continues, ‘We have all achieved different things so far, but mostly it is great teacher training – a good boost knowing you are on the right track, and good to be alerted to new stuff via the PLP before it becomes mainstream.  We have learnt lots of skills, looked at the new digital blooms, better ways to connect students not only to the school, but also to the world. We have learnt lots and lots.  Some of the examples of what we have achieved are:

  • I have set up the PD blog that can be anywhere anytime learning for teachers – to keep them ahead hopefully, but at least abreast of what their students are doing out of school hours.  It will alert them to the eCafe topics, and have other incidental learning on the sidebars.  I have also set up the usual literature blog with the English staff, however I intend to grow that to be reviews on everything – a writing I have done spasmodically or verbally all my career, but now it is there with others adding their reviews and everything tagged for the staff and students to use as sorting for genre, etc.  I have a link on the Library Website on our intranet to both these blogs.
  • Adrian has set up his wiki/NING for the Year 12 Physics students in the state – much more ambitious than me – and has on board textbook writers and professors from all over.
  •  Deanne has set up the skeleton for a cultural assignment in a wiki.  She has set it up to be a collaborative piece.  Her demo to the staff started at least 3 wikis that night.
  •  Katie and Kirsten are still experimenting with what they will use as their platform, however Katie is going to do the VCE novels and have RSS on the site to alert students to, and Kirsten is going to do something with podcasts and biology.’

Physics teacher Adrian Camm explains about his Web 2.0 developments. ‘I have created a virtual learning community (VLC) for Unit 3 & 4 Physics that will link all students across Victoria to experienced educators, members of the Australian Institute of Physics and textbook authors from both Nelson and Heinemann publishers. It will provide students with tremendous learning opportunities anytime, anywhere. Students (and educators if they wish to be a part) will have access to a password-protected learning environment, where they can ask for help with questions, chat about careers in physics and have concepts explained to them in great detail. The best part is it’s free!’

Adrian's Virtual Learning Community

Adrian's Virtual Learning Community

Adrian continues, ‘If you and your students are interested in joining, click this link  and fill out the invitation located on the left-hand side of the page. Follow all of the instructions and within 24 hours, you will have access to the Physics Ning.’

Adrian continues, ‘Why should you and your students be a part of the VLC?

  • By using a 21st century context students will see relevance
  • By removing geographic boundaries. Brings the world into the classroom
  • Takes students out into the world
  • Creates opportunities for students to interact with each other, with teachers and with knowledgeable adults in an authentic learning environment with authentic learning experiences.

Leonie Dyason says, ‘At the start of this school year we had three professional learning days, and our PLP had a 1.5 hour slot to talk about PLP.  Adrian, Deanne and myself presented our projects to the staff as outlined above.  We also presented on a blog of Web 2.0 skills for MSC staff’s professional learning which we will probably all contribute to directly or indirectly.  We launched this to the staff on the second day and asked them to go off and use the blog and go to one of the links there “CogDogRoo” from Alan Levine and learn 2 things.  We have 17 Australian hits so far, so someone besides me is visiting it!’

Congratulations to Leonie, Adrian, Deanne, Katie and Kirsten on an absolutely brilliant job; you are an inspiration! Thanks also for taking the time to share your knowledge.