Project Management

Explore tools and resources that help create efficient personal practices for project research and management. This lesson will cover how to set practical goals, efficiently manage tasks, how to conduct productive research on the web, and to put it simply how to “get things done.”

Outcomes For This Lesson

Today we will look at a series of tools that will help design, manage, implement, monitor, and evaluate a project. These tools are important for your project and content because they help individuals and project directors run the internal portion of the project efficiently.

Why this is important for your project/ Context
The chances are that project managers will have to work with a team of people that are not always able to meet in person. You will need to have good clear and organized communication with your team to reach desired goals in a timely manner


Setting Practical Goals

  1. Create timelines, deadlines, and schedules that are do-able
    • We are all crazy busy, but who will be the time management queen or king? hmmm….
  2. Like a project, your goals must be do-able in the sense that they should not be overly estimated or sell short
    • Can you really finish a five-page paper in 2 hours? Would it be better to start earlier and work steadily?
  3. If you are working in a groups, group deadlines are important to stick to: talk to your group mates about weekly schedules and time conflicts to prevent unhappy group mates
    • Planning is especially crucial in managing your time and others’ time: lack of planning = poor results
    • “Piss Poor Planning Promotes Piss Poor Performance”
  4. Communicating with others and setting personal goals is key to project management
    • Communicating with others intersects with accountability
      • Be someone you would want to rely on or trust in a group situation!
      • Don’t be lame: call/text/email back; contribute; be proactive! You got this!
  5. Do not save everything until the last minute—procrastination really does not do you or anyone else any good!

PollsEverywhere

PollsEverywhere is a great tool to use for free, anonymous, online and sms polling! This is really awesome tool that is helpful take polls from an audience in many permutations.

How to sign up/log in:

1) Go to http://www.polleverywhere.com/

2) Click the sign up or log in button on the top write corner of the webpage

sign_up_login

3) Fill in the relevant information on the sign up page. The page should look like the picture below.

sign_in_screen

4) Click I agree to the terms check box, then click the sign up! What a fun time huh?!?!

bottom_of_sign_up_page

What you can do on PollsEverywhere:

Options Bar: This is the options bar where you can create a poll, start a poll, stop a poll, and what ever other options they provide on the options bar. Click around and check out all the cool stuff you can do!

options_bar

My Polls section: This the section where you can expand your polls you have created. You can see how many people have responded. You can even look at the response to just one poll question.

My_Polls

Tip:  you scroll your mouse over the poll name this should appear for you edit/select you desired option on the spot!

scroll_over_survey

Creating a poll:

1) Click create a poll

create_poll_button

2a)Type in your poll questions. Place ONLY ONE questions per questions slot. You can even choose how you want to see the answers shown.

poll_creating_screen

2b)You can choose from an open ended question [shown in image above], multiple choice question, or clickable question. You questions can be a mixture or solely one type of question.

Clickable_Image MC_option

3a) Once you have written your poll question this screen should appear! Send the poll link via email or text to start receiving responses!

Sample_poll_Q

Response History: This  a place where the responses are shown in chart form. It even allows you to download this option in CSV form, see it in RSS option, and show participants!

Response_History

 

Doodle

Doodle is the scheduling solution that can free you from the tedious email threads that clutter up your inbox with eight different people conferring on their respective availability. Identify a few potential windows for the call or meeting you’re trying to schedule, and ask everyone who needs to be there to identify all the times that could work for them (not just their preferred windows). Doodle makes it easy to spot the time slot that works for all of them, or as many as possible. Doodle is amazing for finding out the ideal time for meetings and group activities without the struggle of individually calculating everyone’s free times! It makes scheduling a breeze. The only problem: the Doodle will delete itself 2 weeks after you create it; so save the info! To use Doodle, you need to create an account (or connect through your Gmail or Facebook). Then, select “schedule an event” at the top right corner of the page. From there, name the Doodle, select dates, and add time proposals! After, simply type in the names of all the people you wish to take the poll!

An example of what a Doodle poll looks like!

doodle

What you can do as an administrator on Doodle:

Doodle__Aaron_Longa_s_Office_Hours_TE_Fall_2014

Conducting Project Research

  • Check your sources before citing them!
  • Find the source of an article rather than just the website you found it on: The Huffington Post may have a lot of information/ articles, but how is this information biased? Try and find where that information actually derived from!

What’s the difference between . . . ?

COM – This domain is intended for commercial entities, that is companies. This domain has grown very large and there is concern about the administrative load and system performance if the current growth pattern is continued. Consideration is being taken to subdivide the COM domain and only allow future commercial registrations in the subdomains.

EDU – This domain was originally intended for all educational institutions. Many Universities, colleges, schools, educational service organizations, and educational consortia have registered here. More recently a decision has been taken to limit further registrations to 4 year colleges and universities. Schools and 2-year colleges will be registered
in the country domains.

NET – This domain is intended to hold only the computers of network providers, that is the NIC and NOC computers, the administrative computers, and the network node computers. The customers of the network provider would have domain names of their own (not in the NET TLD).

ORG – This domain is intended as the miscellaneous TLD for organizations that didn’t fit anywhere else. Some non- government organizations may fit here.

INT – This domain is for organizations established by international treaties, or international databases.

United States Only Generic Domains: 

GOV – This domain was originally intended for any kind of government office or agency. More recently a decision was taken to register only agencies of the US Federal government in this State and local agencies are registered in the country.

Google

Why is this important:

When ever you might get stuck on fixing your bike, need help with an excel formula, want to learn or research about a new topic google is search engine to go to! This market clinching search engine provided the most focused search results with the most quantity possible. If there a website link associated with you search it will  be know to google. Even though I can use much that technology can offer, when I am stuck my first move it to google it. Try it and you will be able to solve all you problems by teaching yourself by using google mainly!

How to access:

Open which ever web browser you prefer to use. Type in www.google.com (the image below will show the screen you should receive). Then type into google what ever help you need searched!

Google

Tip: When typing in the google search bar I have found, from my 10 years of googling, that typing in phrase or key words of what I am searching for. This provided me with a wider search on what I am looking for and it allows me to see the words I searched for or similar to it! It even provides other search options I can do in the future.

Google_Search

Using Google for online research infographic!!

Data Archives

Google Scholar

About and tools it has:

Screen Shot 2014-10-27 at 12.22.00 AM

Why is important:

When you leave the comfort of your academic institution/ hometown library research resources where can you turn? When you need to that scholarly article urgently on the chemical affect of an M26 root stock with the honey crisp apple scion root you can turn to google scholar. This a feature that allows you search that and much more!

Fun fact: If you have an university gmail account or a personal gmail account it allows you to use the tab on the following top picture!Google_Scholar

Features:

Search for scholarly articles

results_of_google_scholar_search

Build your own library

Getting_started_Scholar_library

Track citation to publication you are linked to

1)my_citation

2)Google_Scholar_Citations__1

3)

Google_Scholar_Citations__2

4)

Google_Scholar_Citations__3

Create alerts for google scholar to track for you!

1)

Alerts

2)

Create_alert

gale

Why is it important:

GVRL is a great database to start your research with. It offers over six hundred thousand academic articles and allows you to download them to your own device! And, while you’re doing research and find an article you’d like to use, you can save it, highlight it, add note to it and cite it with no fuzz! Even if you are doing research on a public computer, you don’t need to worry about losing the research you’ve done!

How to get there:

1. Go to UCSC Library web page, under “RESEARCH”, click on “Articles & Databases”

gale1

2.From the list of popular tools, fine “Gale Virtual Reference Library” and click on it:

gale2

3. If you are accessing to these databases off-campus, you will reach this page:

gale9

4. When you log in successfully, you’ll see GVRL’s front page!

gale3

Features:

Front page:

  • Advanced search allows you to add restrictions such as publication year to your search results
  • quick and easy access to the list of saved articles
  • Find your highlighted article and the notes you added to it

    gale4-2

Viewing the article:

  • Text view

gale4-1

In text view, you’ll be able to highlight and add note to the article:

gale6-1

  • PDF view:

gale5-1

  •     In both text view and PDF view,  when you need to look up a term, click on “Dictionary”, and you’ll be able to look it up in a separate window.
    gale7

 

cruz1

Why is it important:

Cruzcat is the catalog of books, articles, videos and more of the UCSC library. If you don’t know how to find the books you need in the library, start with Cruzcat! Type in the key word, author or subject to find the material that helps your research. You can also reserve the books on Cruzcat, request the library to purchase books and gain access to the material from other online databases!

How to get there:

1. Go to UCSC library page, under “RESEARCH”, select “Catalogs”

cat

2. Click on the Cruzcat Catalog icon to enter the page, or just start searching in the search bar!

cat2

3. Reach the Cruzcat page & log in by entering the requested information

cruz2

cruz3

4. Start your research!

crzu4

Features:

Search bar:

  • Search for keywords, title or author or ISBN etc.

cruz5

  • Use advanced search to search for multiple keywords or add restrictions

cat4

Search results:

  • Add materials to list so you can come back to it later
  • Refine and sort your search resultes

cruz6-1

  • Example of saving materials by creating new list.

cruz 7

  • What you can do with the search results:
    • reserve the material
    • access it online
    • request for purchase
    • quick citation

cruz11

   cruz9

cruz8

cruz10

Collecting and Managing Project Data and Research

Evernote

Do you take notes on the computer and wish you had a better way of saving them? Have you ever lost all of your saved notes on your computer because there was no way to conveniently back them up? Fear no more! Evernote is a fantastic way to take digital notes, create reminders, and more! You simply go to the site, download the app, install, and create an account! From there, you can create your first note by using the tab at the top of the main Evernote window. Once complete, the note will be automatically synced with all of your devices that have the app installed! So easy. However, be weary because it does not work with incredibly large files—the name truly says it all and means it when it says “notes”!

A new note on your digital notepad!

 

evernote

 

diigologo

While you’re doing online research, going through a lot of information, and you have 20 tabs in 5 separate windows because you want to keep these pages for later, but bookmarking them is not the best way to organize them, what do you do? Diigo is here to help you! Diigo is a great tool to organize and share your online research, whether it’s a web site, an image or something you need to write down, Diigo got it covered. You can save web links, images, notes or PDFs on Diigo, and add tags to them. Diigo also allows you to create groups and share your library with your friends, and search through other user’s library!

How to sign up:

  1. Diigo1
  2. Diigo2
  3. diigo3
  4. Once you’re done with the previous steps, go to your email account and look for the email Diigo sent you. Click on the link in the email and activate your account:
    diigo4
  5. Log in and start building your own online librarydiigo6

Feature

  • Create your own library
    • Bookmark: Save a web page with a title, description and tags
      diigobkmk
    • create a note:
      diigo12
    • Upload an image
      diigo11
    • upload a PDF (Premium service), and add notes to it:
      diigobkmk3diigobkmk4
    • Edit your items after your created them
      diigobkmk2
  • Organize and search you items with tags
    diigo14
  • Organize your library by creating lists for your items
    diigo13
  • Create a group for your friends or class
    diigogroup
    diigogroup3diigogroup2
  • look around the community and find materials with tags
    diigocomm

 

pocketlogo

When you’re surfing on the web, and you find some web pages that you find interesting and would like to look into it later, what would you do? Copy and paste the links on MS Word or Evernote? Don’t be silly. Save them as bookmarks? you’ll have to look through a list of bookmarks to find the one you want to read. Organize your bookmarks with folders? Man, that would take a while, and what if they are just all about different topics? For moments like this, you need pocket, a great tool that helps you save web pages and organize them with tags.

How to sign up:

pocket1

pocket15

Features:

  • Save the web page link by coping and pasting it:
    pk2
  • display your items in list view or grid view
    pklist
    pkgrid
  • Click on the item to view it
    pk4
  • Find your items in different lists and tage
    pk3

 

 

Brainstorming, Collaborating, and Communicating Visually

Sometimes (most of the time) it helps to just get your thoughts out onto paper. The best method for this varies from person to person. I personally like making ordered lists, others prefer the free write method. Mind Mapping is a brainstorm and organization tool for the more visual among us. It’s essentially making a list, but with pretty bubbles all over the place.

Bubbl

Screen Shot 2014-10-28 at 3.28.16 PM

This is a web app that allows you to create mind maps (up to 3 of them) using a fairly simple interface. Sign up for an account (you can use the + trick so you can easily filter emails from them in the future!), and start playing around.

Mind maps are based around bubbles. It’s only a coincidence that Werner Bubbl got into the mind map software game, as his name so fits his choice of work. It’s like how Lloyd Taco Bell started a Mexican food restaurant.

Each bubble represents a thought and then bubbles branch off from those thoughts. It’s all about visualizing an idea.

How-to-create-a-mind-map-mindmap

In the above image, you can see how there is a central topic. Then there are general ideas coming off it, and in turn those ideas have sub-ideas.

Try It Out

To test out this software, I thought about one of my current projects, making a contact database for Everett, and how it should look. So the central topic would be “Everett Database”.

bubbl_us___brainstorm_and_mind_map_online_3

From there, I thought about some of the broad things that were direct consequents of this big topic. So I clicked the little button on the bottom that says, “New Child Bubble”.

bubbl_us___brainstorm_and_mind_map_online_2

Ok now we’re working with something. From there I started making more child bubbles of the child bubbles I already had.

bubbl_us___brainstorm_and_mind_map_online_1

It’s For Visual People

Like I said before, mind maps are just visually pleasing lists. That’s not a disparaging remark about its impertinent fanciness. Just trying to make you a bit more aware of it from the conceptual side. Consider the mind map below

Screen Shot 2014-10-29 at 7.16.44 AM

Now see it in list form:

  • Everett Database
    • Purpose
      • Process event emails
      • Keep track of alumni
      • Stay organized
      • Maintain donor relations
    • Categories
      • UCSC Students
        • Current
        • Alumni
      • UC Administrators
      • Parents
      • Donors
      • Partners
    • Uses
      • Recruitment
      • Holiday donation drives
      • Event Invitations

Which is easier for you to take in? Which is easier to make? It’s really up to you! Play around and find what’s most effective.

Padlet Collaboration

In keeping with this theme of more visual versions of stuff you already know, here is a fresh take on the Etherpad called, “Padlet”.

padlet_blog_300

 

Go to padlet.com and sign up for an account. Or don’t. You can create a padlet right off the bat without signing in. At any rate, create a new pad and start playing around. Here are some beautifully short and concise clips that explain how to use it. You can find more of padlet’s documentation at padlet.com/features.

Making Things

Collaborators Working Simultaneously

Upload Images and Such

Sharing Your Pad

Just like with the Etherpad, you can just share the URL with someone else and they’ll be able to collaborate with you!

If you create an account, you can modify the access settings so that only certain people can join the pad, or even password protect it!

Screen Shot 2014-10-29 at 7.43.58 AM

Some people may be turned off by the…bland nature of Etherpad. Padlet offers a fresh, fun alternative. Whereas Etherpad is utilitarian and rigid, Padlet is expressive and creative.

Real time collaborative tools are very useful, but they can feel somewhat limiting in that they’re all text and image based. Seeing the faces, body language, and tone of voice of the people you’re working with is a very important component of collaboration. Since it’s frequently not possible to be in the same physical space as your collaborators, we need to find a virtual solution.

Google Hangouts

Google is always renaming and consolidating their services. What used to be “Google Talk” and “GChat” have been rolled into “Google Hangouts” which is part of Google+, Google’s social networking platform.

Hangouts allow you to do 2 things which we’ll be talking about:

  1. Live text chat
  2. Live video chat

Accessing Google Hangouts

This is a service offered to Google Apps users. As we’ve said before, your UCSC email is a Google Apps service so you automatically have it. Two years ago, UCSC accounts weren’t allowed to use Google+ but since then ITS has enabled it for UCSC accounts so we can use this rad tool.

Select the “+YourName” From the Google Apps Selector

Inbox__36__-_tgelder_ucsc_edu_-_UC_Santa_Cruz_Mail

 

Click Through Till You’re Set Up

If this is your first time using Google+, you’ll probably have to slog through a bunch of screens prompting you to find friends, make a profile, build your homepage, etc. You can do that if you want, or just keep clicking continue to skip that stuff so you can get to the actual functionality. Once you’ve gotten to Google+, you can access hangouts.

Once You’re There: Text Chat

Select “Hangouts” From The Left Menu Bar

Just below the serene looking banana slug will be a dropdown bar. Hover over it to expand it and then select “Hangouts”

Google__and_Edit_Post_‹_Everett_Labs_—_WordPress_and_ScreenshotsClick the Little Quotation Mark IconGoogle

Search For The Person You Want To Chat With

I’m searching for my personal account since I’m writing this alone and don’t want to bother anyone. As you can see, I’m given a choice to either message or video call. We’re going to select message first.

Google

Start Talking!

You can see here me talking with myself. This is what we call and “Instant Message”. Just like AIM or Facebook Message. You can tie your Google Account in with Adium if you like having all your messaging channels tied in together.

Inbox__4__-_tomgelder_gmail_com_-_Gmail_and_Google
Once You’re In: Video Calls

This is one of the most convenient things that Google Hangouts can offer. Free, real time, conference video calls. You can have a virtual meeting with up to 10 people!

Select People

Search for the person or persons you like did before and check off each person you want participating in the call.

Google

Hit “Video Call”

The person(s) you’re calling will get a notification that they’re being called and can accept or decline it. Once they do, you’re video chatting in real time! Screen shot 2014-10-29 at 11.04.44 AM

As you can see, the person I was talking to was a massive jerk and wasn’t even looking into his camera.

Google__Hangouts_and_Google_1

Some Really Cool Features Of Google Hangouts Video Chat

The video chat comes with some really useful features. They help you collaborate when their are a lot of voices in the room and can even help you act as if you’re on the same computer! You can find these special features on the left toolbar. You may have to download a component the first time you use some of these.

Effects

This first one is just for fun. Add silly props to your face! The yellow icon with the magic wand in front of it will bring up the effects.

Screen shot 2014-10-29 at 11.13.36 AM

Text Chat

Yes things have gotten very inception-y. You may be in a video call with a bunch of people, but you can also text chat with them at the same time! This is actually really useful for doing things like:

  • Proposing points of order
  • Pasting links
  • Asking for quick clarification that someone besides the speaker could answer

Just hit the blue chat bubble icon to bring up the chat window.

Screen Sharing

This one is really cool and I only just found out about it. You can allow the person you’re chatting with access to your screen. That is, they can use your mouse, open stuff, etc. It’s really helpful for troubleshooting. I can see this being very helpful in helping your grandma use the computer when you’re away.

Share_your_screen_-_Google__Hangouts_and_Google__Hangouts

Google__Hangouts_and_kittnes_-_Google_Search

 

Correspond with People Back Home

Show your mom how to use Google Hangouts and you can talk anytime! You don’t call your poor mother enough.

Midterm Assignment

Y’all have been chosen as the new management team for the international nonprofit amnesty international. We have chosen this group specifically for the skills each of you either mutually know or separately know. We are aware y’all live in various countries! Although none of you live in the USA any more, y’all are living across europe! You have plenty of internet access and knowledge of living the US before moving to Europe. Using your online and offline computer tech skills your team will need to communicate, plan an event, and ensure that your local volunteer team has everything they need!

The Groups

See this etherpad link for members in each group pad.riseup.net/p/TE_WK3_Groups

Group 1

Grader Christine

Group 2

Grader Christine

Group 3

Grader Taylor

Group 4

Grader Taylor

Group 5

Grader Aaron

Project For Each Group Number

  1. Amnesty International needs y’all to organize an event called ‘Iraq in Crisis‘ in Texas
  2. Amnesty International needs y’all to organize a group of student at University of Washington host a work shop on the “Stop Torture” campaign.
  3. Amnesty International needs y’all to organize a group of high students working to inform their community in florida about the “End the ban on abortion in El Salvador”
  4. Amnesty International needs y’all to organize a group of high school students working to create a workshop teaching the information from the “It’s your body! Know your rights campaign!”
  5. Amnesty International needs y’all to organize a group of LALS UCSC undergraduate students working to start up the  “Immigrants’ rights are human rights”amnesty international campaign.

Working Together

The heart and soul of a good project is collaboration, and that’s what we want you to get out of this assignment. Pursuant with that, we want to see you guys planning out what to do.

Let Us See Your Discussion

Create a new Etherpad to be used for your group discussion.

Online Tool Discussion

Over the past four lessons, you’ve learned a ridiculous amount of new tools. Now’s the time to put them into action!

Create a section on the etherpad and call it “Online Tool Discussion“. In this section you’re going to discuss the individual tools that you want to use to organize your volunteers.

How will you get people in the same room at the same time? Are there materials to share? How will you communicate with them? How will they communicate with each other? These are the kinds of questions to talk about. Discuss with each other what you’re hoping to accomplish in terms of organizing and how you hope to accomplish these things.

Online Tools

In another section of the Etherpad called “Online Tools”, list clearly 5 tools that you will use to accomplish your goals.

Decide on 5 “tools” (Mailing lists, collaboration platforms, etc) that you think will help you accomplish your goals and explain why you think each of these is the right tool for the job.

Also include, next to the tool’s name, the name of the person who would be responsible for managing that particular tool.

Be Organized In Your Discussion

Please make your discussion clear. Use headings, bullet points, etc. in order to make it clear what y’all are trying to say.

What To Turn In For This Portion

Please take a screenshot (cropped to include the vital information and not your entire computer screen) of the following:

  1. The URL for your group Etherpad
  2. The “Online Tool Discussion” section
  3. The “Online Tools” section

Label all three with the typical naming convention we’ve been using i.e.: Firstname.Lastname.Group#.Etherpad.MidtermTE.png

Dummy Email

We’d like to see an example of an email that you would send to your volunteers. You are going to, as a group of course, compose a dummy email.

What to Include In The Email

Organize it how you see fit, just make sure to include the following stuff:

  • The names of the people in your team
  • A warning that this will be a long email and a plea to read the whole thing
  • An explanation of what you’re trying to achieve
  • The links to the final product and why they should fill it out/use the tool
    • i.e. how it will help their local project
  • Include images and attachments if it needed
  • Resources that would help them in completeing their task
  • How to contact you (the team) for more help
  • A Thank You section relating
    • Your appreciation for their time
    • Reassurance that they can contact you for help

A Signatures Section. Include:

  • Your names and emails. Have your name be a hyperlink to your email, but only show your name.

Links to various Amnesty International Pages.

As always, use pretty links. By that we mean, turn actual words into hyperlinks, don’t just paste in full URLs.

Links to Include

  • Amnesty International’s Homepage
  • The Amnesty International campaign page associated with your group

Pro-Tip: Format For Clarity

You want them to understand you, right? A big part of getting your point across is good formatting. Here’s things to consider:

  • Using bold headers
  • Bullet points
  • Italicization
  • Bigger font size in titles where needed
  • Links to the tools you are using
  • Written in a clear and understandable way

Other Tasks

Below are three tasks to complete. Please choose two of them.

Coordinating The USA Team

We’d like to know more specifics about the tool you’ve chosen for coordinating the USA team. For the tool you have chosen to help coordinate your volunteer team in the USA do the following

Take a cropped screen shoot of the final product you are sending to your volunteers. Don’t send the thing itself, just a screenshot of it. Name it like the usual way

  • Lastname.Group#.Toolfinalproduct.MidtermTE.png

Coordinating with The European Team (You)

For the coordination tools y’all have chosen to coordinate with your european team members do the following:

Take a cropped screen shoot of the final product you are sending to your volunteers. Don’t send the thing itself, just a screenshot of it. Name it like the usual way

*lastname.group#.teamcoordinationtool[#].midtermTE.png

If there is more than one tool, indicated it where you see the [#] in the above example

Sharing Doucments

For any documents/spreadsheets/worksheets (in other words, files) you have created and shared with your group:

  • Create a folder and place all the files into it.
  • If you made any documents on Google, download an offline version of it to put into the folder
  • Label all files using the standard convention
    • lastname.group#.filecreated[#].midtermTE.png
  • Submit a cropped screenshot of the file being shared on the application of your choice [Dropbox, Media Fire, etc]

Items To Turn In

Each person must turn in a zip file containing all the files and cropped screen shots YOU did for the group tasks! Use the correct labels!! If there is overlap files from each member that is ok!

Label the zip file: firstname.lastname.midtermzip.zip

If you forgot how to zip files, please consult this post

Any Questions?!?

During the time as the end of class that we have planned to give to you to start your midterm work. Click here to view the Q&A page. To ask questions, please post on the class Google group, and we will answer your questions within 24 hours.

Submit Homework