What are some of the tools currently available for project communication and collaboration? This lunch and learn will explore some of the University tools currently available. Real project examples will be presented showing how different project communication tools are used at the University.

Agenda

Introductions Project Communication ChallengesProject Communication & Collaboration ToolsQuestions?

Project Communication ChallengesProject Communication ChallengesTime and time again in post-project lessons learned assessments, project teams list communication as one of the most needed areas for improvement. Often project team members feel that if the communication had been better, the project would have run smoother. Many projects are short-term, and therefore project communication is temporary. This means that communications systems need to be established quickly in shorter periods of time. Projects at the University of Minnesota are often enterprise-wide and include multiple departments. Unique delivery methods and communication devices need to be utilized to overcome this challenge.

Project Communication Tools

BloggingUThink Blog

Online file distributionNetFiles

Online collaborationMoodle

Online collaborationUMWiki

Online collaborationMyU Portal Group Collaboration

Tool TypeTool

MyU Portal Group CollaborationThe myU collaboration website is a shared work space for groups such asproject teams, task forces and search committees. The site can be protected so you and other team members can share information and maintain confidentiality, if needed. If members of the group do not have a U of M internet account, they will need to obtain a guest account in order to access this secure website.

• Discussion tool• Calendar of events• File library and recommended links• Member list with contact information• Place to store documents, meeting notes and agendas

Project collaboration features in MyU portal group collaboration:

Access MyU Portal at:https://www.myu.umn.edu

MyU Collaboration Sites

Diane KleinmanSpace SystemSpace Project MyU Collaboration Site

Keri LerouxConference and Events Services (CES) use

Dan SwardGeographic Information Systems Project (GIS)GIS Project MyU Collaboration Site

CES MyU Portal Screen Capture

Client Info, Contracts, Important Documentation, Ordered by year and alphabetical.

UMWikiA wiki is a collaborative website where readers can also contribute content. Wiki" is short for "wiki wiki", the Hawaiian for "Quick". A Wiki is basically a shared, online, persistent whiteboard. With a Wiki, users can easily and quickly contribute to the site’s content. Anyone with permission to access the site can edit existing pages, create new pages, delete content, or rename pages. The focus ofWiki is more on easy content entry than on page style. Wikipedia –the online encyclopedia is the best-known Wiki in the world.

• Ability for each team member to edit content • Ability to store documents

Project collaboration features in UMWiki:

Access UMWiki at:wiki.umn.edu/view/Main

Wiki Sites

Glenn DavisParking & Transportation Services IT Use

Diane KleinmanCollegiate IT Director GroupCollegiate IT Director Group Wiki

PTS IT Wiki

PTS IT Wiki

MoodleMoodle is a collaboration web site with some social networking features. Moodle tools have an emphasis on: group work, collaboration, communication, sharing, activities, and critical reflection.

• Online discussion boards (forums)• On-line polls (choices)• Databases for storing files

Project collaboration features in Moodle:

Access Moodle at:https://moodle.umn.edu/

Moodle Sites

Diane KleinmanProject & Change Management Collaborators (PCMC)PCMC Moodle Site

Steve VickeryRadiation Protection Division (RPD) ProjectRPD Project Moodle Page

NetFilesNetFiles is the University's secure file storage and collaboration service. It is basically an on-line hard drive that stores files that the user uploads. Files must be downloaded in order to work on them. NetFiles has versioning control and a limited check/in and check/out system. All currently registered students/staff/faculty with an active appointment are eligible for a NetFiles account.

• Restricted access to files for sharing within the project team.• Document version control with a limited check-in/check out system.

Project collaboration features in NetFiles:

Access NetFiles at:

https://netfiles.umn.edu

NetFiles Use

Jill FroehlichHousing & Residential Life various project use

Diane KleinmanCollegiate IT Director GroupCollegiate IT Director Group NetFiles

UThink BlogThe University Libraries offers the UThink blog to faculty, staff, and students of the University of Minnesota, and the blog is intended to support teaching and learning, scholarly communication, and individual expression for the U of M community. The overall goal of the UThink blog is to record and preserve the institutional history of the U of M and it can include things like departmental meeting minutes, or the day-to-day thoughts of a student. Anyone with an active U of M Internet Account may login with their Internet ID and Password and start blogging! Blogs can also be customized using templates from U Relations.

• Project team discussionsProject collaboration features using UThink Blogs:

Access UThink Blog at:http://blog.lib.umn.edu/

UThink Blog Use

Diane KleinmanInternational Programs, Learning Abroad CenterWeb Site Design Committee

Diane KleinmanU Relations Communications StandardsU Relations Communications Standards Blog

Questions?

• Which project collaboration tool did you see today that you would like to learn more about?

• Does one project collaboration tool appeal to you more than another? Why?

Let’s see how “smart” you are…1. Which tool is primarily used for file sharing and

storage?2. Which tool is used to record the institutional

history of the U of M?3. Which tool has a “famous” website associated

with it?4. Which tools are available to anyone with an

internet ID?5. Where can I get additional information on

these tools?

Upcoming “Lunch and Learn”Sessions – Date TBD

• U Relations eCommunication Standards (Image Library, PowerPoint, email, web, etc.)

• U Services Project Management Templates

Project Team Communication Standards: