The document discusses workflow and getting work done in a web 2.0 world. It outlines the problem of information overload and constant connectivity. A solution presented is to develop regular workflows using tools to capture, organize, archive, and share information. Specific examples are given for developing workflows to find content for teaching and to manage email more effectively. Key aspects include limiting tools, reviewing processes, and establishing routines to stay on top of incoming information.

1. workflow: getting
things done in a
web 2.0 world
Jason Neiffer
C u r r i c u l u m D i r e c t o r, M o n t a n a D i g i t a l A c a d e m y
21 October 2010
MVU PD Webinar

2. About me…

3. I am not a guru…
http://www.flickr.com/photos/avlxyz/3449574196/sizes/m/

4. Agenda
•The Problem
•The Complications
•The Solution

5. The Problem…

6. The problem…
http://www.flickr.com/photos/kogakure/153741685/sizes/z/in/photostream/

8. Whoa!
• “The average „knowledge worker‟ --
basically, anyone who works on a
computer – gets about 93 e-mails a
day…”
• “Because people can be connected
24/7, many of them are.”

9. Not new…
“In this breakthrough
book, Richard Saul
Wurman explains why
the information
explosion has backfired
leaving us stranded
between mere facts and
real understanding…”

10. 1989!

11. The Complication…

12. http://michaelhanley.ie/elearningcurve/wp-
content/uploads/2009/07/authoring_tools3.jp
g

14. The core problem…
“But, if we moved to a Web-based
collaboration tool, it'd mean that I and my
colleagues would have to keep track of
changes on that tool…”
-- Mitch Wagner, Information Week

21. The lesson?

22. The Solution…

23. Workflow
“A workflow consists
of a sequence of
connected steps…”
“A defined set of development stages
applied to a content item…”
http://en.wikipedia.org/wiki/Workflow
http://www.ensemble.cms.vt.edu/user-manual/glossary/index.html

24. Goal
Create a regular set of
steps to process
information, content and
knowledge…

25. The rules
1. Start with one process: develop more
over time
2. Less is more: don‟t use four tools when
two will accomplish the same task
3. Review and evaluate: regularly review
and evaluate, then eliminate or modify
4. Don’t follow these rules: ignore the
rules if you stumble on something that
works better for you!

26. Assumption
You already have a
basic set of tools that you
like and adopted…

27. M y B a s i c To o l s e t

28. Capture tool: RSS Reader

29. Tool organization: XMarks

30. Capture tool: Dropbox

31. Archiving/Sharing Tool:
Delicious Social Bookmarking

32. Sharing: RSS in
WordPress/Moodle

33. Sharing tool: Shareaholic

34. Capture/reading tool:
Instapaper

35. Devices:
Laptop, desktop, iPad

36. L e t ’s d e v e l o p a
workflow!

37. Scenario
I am a world geography teacher
that has a unit for each continent.
I am looking for fresh, current
content to support my unit on
Africa as the textbook is dated
and isn‟t as engaging as I would
like it to be.

38. Workflow Process
• Check existing resources
1. • Consider new topics
• Set up traps for information
2.
• Process collected results
3.
• Archive AND/OR
4. • Share
• Review
5.

39. Workflow Process
With Tools
• Check existing resources (Web Search; Delicious)
1. • Consider new topics
• Set up traps for information (Google Reader)
2.
• Process collected results (Google Reader)
3.
• Archive (Delicious, Instapaper) AND/OR
4. • Share (Shareoholic; Delicious RSS Feeds w/WordPress and Moodle)
• Review
5.

40. 1. Review

41. 1. Review

42. 2. Set up traps

43. 2. Set up traps

44. 2. Set up traps

45. 2. Set up traps

46. 3. Process Results

47. 4. Archive: Delicious

48. 4. Archive: Instapaper

49. 4. Share: RSS Feeds

50. 4. Share: Shareaholic

51. 4. Share: Shareaholic

52. 5. Review
• Too wide a net? Too narrow a net?
• Still useful?
• Capturing too much information for my
current projects?
• Using the right tools?
• Able to process the information?

53. Tweak for other projects
• Dissertation research
• Professional reading
• PLN collaboration/communication
• Fresh content
• Exposure to new ideas and resources
• Complete projects and action items
• Have fun

54. Workflow Process: Email
• Establish regular email practice (check email 3
1. times a day)
• Choose action items: immediate action, short
2. term action, long term action
• Immediate action: complete, schedule, share
3.
• Short term action: Schedule, archive, share
4.
• Long term action: Schedule, archive, share
5.

55. Workflow Process: Email
With Tools
• Establish regular email practice (Gmail; check 3 times a day with weekly
review on Sunday mornings to find lost or forgotten action items)
1.
• Choose action items: immediate action, short term action, long term action
2.
• Immediate action: complete, schedule (Google Calendar, CalenGoo on
iPad), archive (Delicious, InstaPaper, Dropbox) share (Delicious,
3. Shareaholic)
• Short term action: Schedule (Google Calendar, CalenGoo on iPad),
archive (Delicious, InstaPaper, Dropbox), share (Delicious, Sharaholic)
4.
• Long term action: Schedule (Google Calendar, CalenGoo on iPad), archive
(Delicious, InstaPaper, Dropbox), share (Delicious, Sharaholic)
5.

56. Long-term strategies

57. Less is more…
• Don‟t use tools to try to gather all
information; use filters to gather only
information you think you would use
• Example: the RSS Feed for the New York
Times or even my local newspaper

58. “Media Diet”
(Mark Hurst‟s Bit Literacy)
Stars
• “Rare sources that consistently give useful, relevant information”
• In workflow: tools that are the core tools you use all the time
Scans
• “Reliably deliver at least some relevant information”
• In workflow: tools that may not be used every day, but so something very well
Targets
• “Sources good for a targeted, single use”
• In workflow: highly specialized tool that you use for special projects
Tryouts
• “Sources that are applying to be in your lineup, but are applying to be there)
• In workflow: new tools form discovery or referral that could end up above

59. “Weekly review”
Davis Allen‟s Getting Things Done
http://www.flickr.com/photos/labeteslair/3396433643/sizes/z/

60. Limit email/voicemail
distractions
Timothy Ferriss‟s Four Hour Workweek
And
Merlin Mann‟s Inbox Zero

61. Additional Resources
David Allen‟s
Getting Things
Done: The Art of
Stress-Free
Productivity
…available in print, audio book and via Kindle

62. Additional Resources
Timothy Ferriss‟s
The 4-Hour
Workweek
…available in print, audio book and via Kindle

63. Additional Resources
Mark Hurst‟s
Bit Literacy
…available in print, audio book and via Kindle

64. Additional Resources
http://www.lifehacker.com

65. Additional Resources
http://www.webworkerdaily.com

66. Questions?

67. Thank you!
Jason Neiffer
http://www.neiffer.com
http://www.montanadigitalacademy.org
Twitter: techsavvyteach