banner graphic, totes optional: Podcast episode 13. Trello for Project Management


Quick Bytes Live! Podcast

Episode 13: Trello for Project Management

(recorded February 22, 2017)
Tom, Amy, Karen, Terri, and Alison discuss this week's blog post on using Trello for project management. Terri was ambushed when "record podcast" just showed up on her calendar and she is a natural! We also share a couple great tools in the Tech Tips segment, including Flip Grid and Piktochart.
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Have you ever worked collaboratively with a team and struggled to keep track of tasks? I suggest you try Trello. According to their site - "Trello is a collaboration tool that organizes your projects into boards. In one glance, Trello tells you what's being worked on, who's working on what, and where something is in a process." I find it useful because it keeps everyone in the loop during the whole process – even if you’re in different offices, working at completely different times. Here’s a deeper look into Trello’s features.

Boards

Trello consists of project Boards that can feature cards organized by different lists. When you open a Board you’ll see a blank canvas.


One of the things I like best about Trello is its simple User Interface and User Experience. Trello does not bombard you with too many options and all you have to do is click around to create lists and cards.

Each board has an unlimited number of lists. In each list, you can create cards. Finally, in each card, you have the ability to add details, which includes:
  1. Description – Explains what the card is about; can be as long or short as you need
  2. Members – Add specific people to the card and they will be alerted of any changes
  3. Labels – Can be customized per project
  4. Checklist – Allows you to add to-do items and check them off
  5. Due dates – Enforces a date to finish the steps on the card
  6. Attachments – Can add attachments, such as screenshots or documents, to the card for better explanations
  7. Comments – Members can communicate through comments
  8. Activity – Documents all the activity that happens within the card, keeping everyone on the same page


Actions

There are five action buttons on each card.
  1. Move – allows you to move the card to a different board, different list, or a different position on the list
  2. Copy – allows you to copy the entire card, or specific pieces of the card to create a new card
  3. Subscribe – allows you to get updates on the card changes
  4. Archive – once everything on the card is completed, you can archive it
  5. Share – You can share a link to the card, print it, or email it to someone

User Interface

Like I mentioned earlier, the user experience is one of my favorite features of Trello. Most of the actions require only your mouse or the Enter key on the keyboard. When creating new lists or cards, start typing in one, hit Enter when done, and you can start a new one. You’re able to click and drag the cards from list to list. You can do the same when reordering checklist items. Opening and closing cards requires a quick click on or off the selected item.

If you want to quickly edit a card, hover over it until the pen icon appears, click on it.


The background greys out allowing you to make and save a couple quick changes. You can’t do everything here, but it’s a helpful addition.


Describing Trello’s UI is not nearly as fun as actually trying it, so I would encourage you to check it out on your own!

Board Menu and Notifications

Back out at the board view, you’ll find a menu on the right side. This is where you can:
  1. Add members – include people you want to collaborate with
  2. Change Background - Change the color of the board background, which is only for your view
  3. Filter cards – you have several options for filtering. The one I find most helpful is filtering the cards assigned to me
  4. Power-Ups – Gives you options to integrate other apps with Trello
  5. Stickers – Are similar to emojis – fun, but without much added benefit for team collaboration
  6. More – Options for settings, labels, see archived items, sharing, and closing the board
  7. Activity – shows all the activity that happened on the board from every member

Different Boards

Finally, on the left side of the screen is a button that says “Boards.” This is where you can flip between different project and personal boards, create new boards, and see old ones.


I’ve been using Trello for a couple years now and love it. If you’re looking for a better way to collaborate with a team give Trello a try.


Some people have recently asked about how to find their WebEx meeting and participant data. WebEx provides a number of reports about your meetings and recordings. You can view details about who attended your meeting, how long they stayed in your meeting or see how many people have viewed your recordings. You can also export or download the data to a file to open in Excel or you can print them directly from WebEx. Since most reports are only available for 3 months, you may want to download and save your data shortly after each event.

Accessing the reports

  1. Log into umn.webex.com and select My WebEx 
  2. Select My Reports on the left


Reports are available for All Services, Meeting Center, Event Center and Training Center. For some reports, if you select the report link within 15 minutes after the event ends, you will see a preliminary version of that report. The preliminary report provides quick access to data before the final data is available. The final report will replace the preliminary report, usually 24 hours after the event ends.

All Services Usage Report

The Usage Report shows information about all of your meetings, trainings and events. When you select the Usage Report, enter a date range up to three months prior to the current date. The report shows a breakdown of each WebEx session including the type of meeting, date and time, duration, how many participants attended and the audio report if available. Information in the report can be exported to a CSV format or a Printer-friendly Format.



Session Detail Report
When you click on a meeting title, you can see additional information such as participant name, email, start/end times, duration, etc.



Meeting Center Reports

  • For Meeting Center meeting details and attendee data, run the Usage Report.
  • The Meeting Recording Report displays a list of attendees who downloaded or viewed a meeting recording within the last 12 months. 

Training Center Reports

  • Live Training Usage Report provides you with date, time, duration and attendance information for any 3-month period within the last 12 months. You can also drill down into participant data.
  • Recorded Training Access Report shows date, time, downloads and views for your recordings

Event Center Reports

  • While most reports are available for only 3 months, the Event Recording Report provides you with information for any 3-month period within the last 12 months.
  • Attendance Report includes the start/end times, duration, number of attendees, the host name and the minutes that all attendees spent in the event. The report also includes each attendee’s username, email address, IP address, time attendee joined/left and the attendee attentiveness during the event.
  • In-Event Activity Report contains the event name, date and time, information about the number of attendees, the number of questions asked and the response rate for the questions, and the number of polls and the response rate for the polls. This report is only available for events recorded on the server. 
  • Attendee History Report contains a list of all events that an attendee has joined on your Event Center Web site.

If you have questions about WebEx, feel free to connect with me anytime or leave a comment on this post!





A small group of 4-H Coordinators recognized that many 4-H clubs and project teams struggle to communicate with one another which creates challenges for fostering active participants. They also noticed that clubs and project teams who have been early technology adopters demonstrate effective communication strategies and outcomes. So this project focused on finding ways to bring those in the early majority adopter range up to that level.

Tech skills for program staff

We worked collaboratively with the 4-H Coordinators who brought the project forward, as well as the Center for Youth Development’s Leadership and Communications and Technology staff to ensure our work supported their policies and practices to keep youth safe, while also helping the 4-H Coordinators, youth, and adult volunteers increase their technology skills to support inclusive, active participation in clubs and projects.


The 4-H Coordinators learned to create screen capture videos and edit them with voiceover narration, and integrating branded PowerPoint slides, images, and music. They also learned to upload their videos to YouTube and edit the captions. These are all skills they will certainly use again in their Extension work. 

Tech skills for 4-Hers and volunteers

Now that the videos are complete and being promoted with a communications planning guide (also created by these ambitious 4-H Coordinators), the technology skills of 4-Hers and volunteers will also increase as they learn to effectively utilize Facebook Groups and 4-H Online to enhance club and project communication and engagement. It’s a win-win-win!

This project was selected through the Extension e-Learning Proposal Process. We work with Extension Educators, Program Staff, and Faculty who offer training or education, like the Turf and Ground Field Day, Equine Demonstrations, the Local Foods College, the Serve it Up Safely Course, and the AIS Detector Core Course. They are ready to expand their reach, make education more accessible, and/or collaborate with colleagues and community members at a distance. If this is you and you’re ready for help, contact us for a consultation or propose a project!
banner: Quick Bytes Live episode 12


Quick Bytes Live! Podcast

Episode 12: Tips for staying up to date with technology

(recorded January 20, 2017)
Tom, Amy, Karen, and Alison talk through how they recommend staying up to date in tech--including Karen's training opportunities and setting aside time for Lynda.com. We also share a few great tools in the Tech Tips segment, including Trello, WeVideo, and Boomerang.
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Earlier this month, we shared our checklist of core technology skills in Extension e-news. This list is sorted by role and includes a link to learning resources for each topic. It’s a great way to get up to speed with some of the core technologies we use every day.

For many of the other applications and technologies that we use, Extension technology can provide training by appointment or group training on request. We can help determine the best format for for your group.

Check out our list of workshop offerings. Many of these workshops are available online anytime and others can be delivered on request. If you don’t see what you need on the list and want to request something else, please let us know. Additional information can be found on the Extension Technology Intranet. You can request training by contacting Karen Matthes, klm@umn.edu.

More resources to help you stay up to speed

  • Extension Quick Bytes is a way for us to share technology news, tips, tutorials and examples of technology projects. Be sure to subscribe if you want to be notified when we post something new.
  • Extension Conferences - watch for technology workshops offered at staff or program conference.
  • Lynda.umn.edu is a great resource for nearly 2,000 courses for all skill levels in technology, software and business. This is available for free to University students, faculty and staff.
  • Self-help Guides are available for a number of technologies.
Please let us know the tech training needs you have!




Expiration.png
Did you know that you can set an expiration date to your shared Google files and folders? This feature is great when your team is working on a project and you need to give people an access which expires automatically after a specific date, or when you share files with external partners.

The expiration dates can be set for users with Comment or View access only. Expiration dates can not be set for users with Edit access or for file owners. Setting an expiration date will automatically change the user access to Can Comment.

How to set an expiration date?

  1. Right-click on a file or folder, click Share and enter the email address of the person you want to share the file with.
  2. Click Advanced
  3. Click Send to send invitation to the person
  4. After the file or folder is shared, click the clock icon and set an expiration date under Access expires. Use a preset or custom date.
  5. Click Save changes
If the person tries to access a file after expiration, they will be denied access.

Set Expiration Date.gif
Demo: set expiration date to Google files