Creating an in-house guide for advisors BEYOND THE BULLETIN CONNIE HANSON AND SHARON HAY UNIVERSITY...

Creating an in-house guide for advisors

BEYOND THE BULLETIN

CONNIE HANSON AND SHARON HAYUNIVERSITY DIVISION ADVISORS

INDIANA UNIVERSITY

• Sticky notes on

computers

• Files with handouts

• Notes from staff

meetingsPaper

• Colleague down the hall

• Instant Message a

Friend

• Call supervisor

People

• Emails

• Websites

• Texts and Tweets

Tech

INFORMATION OVERLOAD

THE BOOK ERA

First manualproduced

Used in trainingResource guide

used by advisors

Updated annually

THE BOOK ERA

THE ONCOURSE ERA

Advantages

Saved paper

Updates on the fly

Access from

anywhere

Ease of cross-

reference

Disadvantages

Book model

No search engine

Hierarchical

structure

Navigation of site

THE ONCOURSE ERA

THE BIG BANG CONSOLIDATION

UD Guideline

s

Information

LockboxServer

Email Templates

BIG BANG CONSOLIDATION

Easily updated by various shareholders

BIG BANG CONSOLIDATION

Easily updated by various shareholdersSearch functionality

BIG BANG CONSOLIDATION

Easily updated by various shareholdersSearch functionalitySophisticated “widgets” for scheduling, address book

BIG BANG CONSOLIDATION

Easily updated by various shareholdersSearch functionalitySophisticated “widgets” for scheduling, address bookA library function for storing Word fi les, pictures,

spreadsheets in one location

BIG BANG CONSOLIDATION

Easily updated by various shareholdersSearch functionalitySophisticated “widgets” for scheduling, address bookA library function for storing Word fi les, pictures,

spreadsheets in one locationAccessibility from anywhere

BIG BANG CONSOLIDATION

Easily updated by various shareholdersSearch functionalitySophisticated “widgets” for scheduling, address bookA library function for storing Word fi les, pictures,

spreadsheets in one locationAccessibility from anywherePassword protected

BIG BANG CONSOLIDATION

Easily updated by various shareholdersSearch functionalitySophisticated “widgets” for scheduling, address bookA library function for storing Word fi les, pictures,

spreadsheets in one locationAccessibility from anywherePassword protectedWeb look and feel

BIG BANG CONSOLIDATION

THE WORDPRESS ERA

Look and FeelFunctionalityUsability TestingDeveloping the SiteLaunching the SiteMaintenance of the Site

THE WORDPRESS ERA

Look and Feel Google site, Sharepoint, Website, Wiki, Wordpress So many themes, so many colors University Division homepage

FunctionalityUsability TestingDeveloping the SiteLaunching the SiteMaintaining the Site

THE WORDPRESS ERA

Look and FeelFunctionality

Categories and grouping of content Widgets Search engine Technology reality check

Usability TestingDeveloping the SiteLaunching the SiteMaintenance of the Site

THE WORDPRESS ERA

Look and FeelFunctionality Usability Testing

Inviting participants – individual and group What makes sessions more fun? Procedure – “What would you expect to find?” and scenarios Results Redesigning

Developing the SiteLaunching the SiteMaintenance of the Site

THE WORDPRESS ERA

Look and FeelFunctionalityUsability TestingDeveloping the Site

Creation of pages Delegation of migration tasks – all hands on deck! Identifying section responsibilities

Launching the SiteMaintaining the Site

THE WORDPRESS ERA

Look and FeelFunctionalityUsability TestingDeveloping the SiteLaunching the Site

Easing the transition Desktop icon created Trouble shooting process Announce to staff Access to all advisors

Maintaining the Site

THE WORDPRESS ERA

Look and FeelFunctionalityUsability TestingDeveloping the SiteLaunching the SiteMaintaining the Site

May spring cleaning “There’s always something” updates Email alerts of new content to advisors Responding as needs arise

THE WORDPRESS ERA

Technology glitches

Tracking progressAdvising and

innovating – Oh my!

Committee structure evolution

“I am a sad panda”

LESSONS LEARNED

I AM A SAD PANDA