YCSC SharePoint Overview and Comms Q&A

Transcript

• 00:00I am Crista Marchesseault,
• 00:01Director of Communications
• 00:03for the Yale Child Study Center,
• 00:05and this should be relatively brief.
• 00:07Today I've got, you know,
• 00:08probably about 20 minutes
• 00:09worth of things to say.
• 00:11You're welcome to interrupt me with
• 00:13questions and then we'll have time
• 00:15for for questions and answers as
• 00:16well about not just SharePoint,
• 00:18but anything communications
• 00:19related that would be useful.
• 00:21I'll be actually peppering in some things
• 00:24aside from SharePoint as I talk as well.
• 00:27I also just want to put in the chat,
• 00:29which I probably won't be able to
• 00:32monitor incredibly well because I've
• 00:33got one screen with multiple things up.
• 00:37But do you feel free to put questions
• 00:38in the chat as they come up and I can
• 00:40always address them when I stop talking?
• 00:41Or again,
• 00:42feel free to interrupt me in the
• 00:44chat and of which I will also include
• 00:46in the description of the video.
• 00:47For the recording of this,
• 00:49there is a link to the PowerPoint
• 00:50that I'm using today,
• 00:51which has a number of embedded links.
• 00:54That may be useful to pull up
• 00:55as we're talking today,
• 00:56since it'll be hard for me to put
• 00:58those links in the chat as I go along,
• 01:00but I will share my screen to
• 01:01show you those things,
• 01:02and certainly anyone in the audience
• 01:04who would like to put links in the chat.
• 01:06If that seems useful to people,
• 01:08please feel free to do that and then
• 01:12see to figure out where I'm clicking here,
• 01:15let me close this and.
• 01:19Just while I have kind of a captive audience,
• 01:22a few reminders that hopefully I
• 01:24think probably most who are here
• 01:26Live Today are aware of,
• 01:27but there is an ongoing sort of open
• 01:29call for internal communications
• 01:30ambassadors within the department
• 01:32and thank you to those on the call
• 01:35who already answered this call.
• 01:36But you know essentially it's a
• 01:38very informal group.
• 01:39We have about 30 right now and the
• 01:42goal really is to have you know at
• 01:44least one person in each section,
• 01:46lab, program,
• 01:47whatever you want to call your team.
• 01:49Team so that there is hopefully a
• 01:52nice twoway communication between
• 01:55myself and and each of the programs
• 01:58so that you can help share important
• 02:00messages with your team and group.
• 02:02But also everyone knows that I'm a
• 02:04resource for getting the word out
• 02:05about the really important work that
• 02:07everyone is doing and other things.
• 02:08So there's a link there to the
• 02:11SharePoint announcement with that call
• 02:13that open call for ambassadors and
• 02:16and then also just to mention hopefully
• 02:17everyone is aware it was actually launched.
• 02:19Launched in November,
• 02:20so it's about six months old now,
• 02:22but the new YSM profile and new
• 02:25system formerly known as NPPS
• 02:28News and People Profile System.
• 02:30Now known as Beatrix and you know
• 02:33essentially it got a really nice upgrade
• 02:36and you know it works really pretty well.
• 02:38Though the web team is
• 02:40constantly doing updates to this
• 02:41system. It is where you can update your
• 02:44profile, populate your profile if you
• 02:46don't have anything in your profile,
• 02:48add photos, all that sort of thing and
• 02:51as well as manage events and news,
• 02:53which is mainly my role,
• 02:55but I do share that with many people as well.
• 02:58And there are some training
• 03:00sessions that are available on the
• 03:02next bullet the my YSM website.
• 03:04And this is something you
• 03:05may not all be aware of,
• 03:07but there is a really nice,
• 03:09essentially working intranet,
• 03:10but it doesn't require login.
• 03:13On the Yale School of Medicine
• 03:15website that has been developed by
• 03:17the YSM Communications Office for
• 03:18faculty and staff and really a lot
• 03:21of resources for trainees as well.
• 03:22But it's it's labeled for faculty and staff,
• 03:25but it is open and there are a lot
• 03:27of resources, policies, procedures,
• 03:29a whole host of things that might be useful.
• 03:32It's a place I often go when I've got a
• 03:34question I'm not sure of the answer to,
• 03:37you know, before you mailing somebody.
• 03:39And then relatedly,
• 03:40we have the Child Study Center in Trenet.
• 03:43Which hopefully you are also all aware
• 03:45of and have visited at some point.
• 03:47I've worked a lot over the last,
• 03:50you know,
• 03:5012 to 18 months since I've been in this
• 03:52role to expand that and clean it up a bit.
• 03:55It's a constant work in progress,
• 04:00but it is coming along and there are many,
• 04:04many resources there.
• 04:05I say I think Erin Warnock
• 04:06has joined the call as well.
• 04:07She has also worked to add,
• 04:09oops, I have lost my slide.
• 04:12Plenty of resources there,
• 04:13and if you don't know how to access it,
• 04:16one of the places you can go is
• 04:18to the Child Study Center website
• 04:20and Scroll down to the footer.
• 04:21And in fact, let me just open that up.
• 04:23Hopefully you've all been here,
• 04:25but this is the homepage for the Child
• 04:28Study Center website and when you
• 04:30Scroll down all the way to the bottom.
• 04:32There's the link to the intranet
• 04:34and you will be prompted to log
• 04:36in with your net ID and password.
• 04:38I just happened to be already logged in,
• 04:40so it went straight to the intranet.
• 04:44Let's get back to my PowerPoint.
• 04:48And again, there are many resources there
• 04:50and the communications section includes
• 04:52some guidance on each of these things.
• 04:55Just again, a reminder,
• 04:56take a look when you have a chance.
• 04:58I'm also obviously always
• 04:59available to answer questions.
• 05:00I do often direct people here
• 05:02just because it's, you know,
• 05:04helpful to have that as a resource
• 05:06and know that there are many
• 05:08questions already answered there.
• 05:09And without further ado,
• 05:11we'll divide into the focus of today's
• 05:14session which is Microsoft SharePoint.
• 05:16Just with kind of a disclaimer to start
• 05:18off that I'm not an expert in SharePoint.
• 05:21I've only really been using
• 05:22it for 12 to 18 months.
• 05:24You know when I started
• 05:26this role essentially.
• 05:27And really so as such I don't
• 05:28want to call this a training
• 05:30per se because you don't feel
• 05:32qualified to provide a training,
• 05:34but really more of an overview of
• 05:35how I am using SharePoint and we
• 05:37are using SharePoint as a department
• 05:39for communication purposes.
• 05:41But also just kind of give some
• 05:43introduction to what is available
• 05:46and and they're actually I I found.
• 05:49Honestly,
• 05:49just yesterday in Googling this
• 05:51really nice actual training by a
• 05:54real trainer on LinkedIn learning
• 05:56which is SharePoint Online.
• 05:58Essential training the basics and
• 05:59actually found out in Harvard's website
• 06:01which I thought was interesting.
• 06:02So Harvard is also using SharePoint and
• 06:04it seems that they're actually using it more,
• 06:06you know,
• 06:07university wide and and more so than
• 06:09Yale currently is and and maybe the
• 06:11university will expand that use as well.
• 06:14But at any rate there is a link there
• 06:15to it's about a 90 minute training.
• 06:17I fast forwarded through some of it
• 06:19but got some helpful tips and tricks
• 06:21from that and also learned from
• 06:23that a few things including how to
• 06:25describe it And it is a web-based
• 06:28team collaboration software tool
• 06:29and it was started as a file storage
• 06:32system for Microsoft and then was
• 06:34expanded so that now that it's it
• 06:36can be used to develop websites
• 06:38from kind of more of from from my
• 06:40standpoint they're really intranet websites.
• 06:42Think there's more that.
• 06:44People can and maybe do with SharePoint
• 06:46beyond what I've used it for,
• 06:49but it does include content management tools,
• 06:52document libraries for shared documents,
• 06:54which is how I first started using it myself.
• 06:56Team sites for collaboration,
• 06:58which from my perspective work
• 07:01sort of is like little.
• 07:02Any shared drives really,
• 07:04you know,
• 07:04it's like a cloud based shared drive,
• 07:06but it looks nice,
• 07:07like kind of more of a website look.
• 07:09So there's that and then there are
• 07:11communication sites which is what we
• 07:13are here to talk a little more about.
• 07:14And how I landed on that was when
• 07:16I first started in this role,
• 07:18SharePoint was being used by some
• 07:20colleagues for shared docs and prior to
• 07:22that I was using Google Drive a lot,
• 07:24Google Docs and Excel or you know,
• 07:26they don't call it Excel,
• 07:27Google Sheets. And what I discovered
• 07:30is that's not supported by Yale,
• 07:32therefore isn't considered secure.
• 07:33And so it shifted more into SharePoint,
• 07:36which is supported by Yale.
• 07:38Is considered more secure
• 07:39is internal to Yale,
• 07:41which I'll talk a little bit
• 07:43more about for good or for bad.
• 07:45And and I really liked it for
• 07:47the shared document perspective.
• 07:49And then found myself
• 07:50struggling with you know,
• 07:51how do I handle some of the feedback
• 07:53I received when I first started
• 07:56this position about, you know,
• 07:58all the information going out and
• 08:00all the emails and inboxes being and
• 08:03just overflowing which is still true.
• 08:04I can't fix that.
• 08:06I'm sorry but I feel the pain
• 08:08because mine is too and but you
• 08:11know really trying to help get
• 08:13information out without overloading
• 08:15inboxes and I also found that.
• 08:17Using Yale message which is a tool
• 08:19through another software called
• 08:21Salesforce that the university uses
• 08:23that's the tool that we send out you
• 08:26know some of the regular messages
• 08:28the newsletters go out through Yale
• 08:30message the Friday grand rounds
• 08:33announcements the Monday morning
• 08:35calendar messages in certain emails that.
• 08:37Primarily come from Linda but some of
• 08:39the other vice chairs and others that
• 08:41kind of look like letterhead those are
• 08:43all sent through Yale message and I
• 08:45don't find it the most efficient system.
• 08:46So I was struggling with trying
• 08:48to send a lot of messages through
• 08:50Yale message and and or the Outlook
• 08:53shell study Center account.
• 08:54And also dealing with some limitations
• 08:56around the intranet that's on the website,
• 08:58which I love and is a great tool.
• 09:01However,
• 09:01I don't have access to edit it,
• 09:03for example,
• 09:03you know I need to put in a
• 09:04web ticket for that.
• 09:05So anything that's like need to
• 09:07get this information out quickly
• 09:08that doesn't work well for it's
• 09:10kind of a little more of a static,
• 09:12somewhat static place for for resources,
• 09:15policies, procedures.
• 09:16So I started playing around
• 09:18in SharePoint and I discovered
• 09:19these communication sites and I
• 09:21thought they were kind of cool.
• 09:23And I think it was last summer that
• 09:25I essentially piloted this first
• 09:28one called internal announcements.
• 09:30I'll just click on it so we can
• 09:33take a look at it together.
• 09:35Also known as the internal bulletin board.
• 09:37I've shifted away from that
• 09:38language for whatever reason,
• 09:39but it is essentially an internal
• 09:42bulletin board, you know,
• 09:43virtual bulletin board for
• 09:45announcements and resources.
• 09:46And apologies because many of
• 09:47you probably know this already,
• 09:49but this is what it looks like.
• 09:51There's just a, you know,
• 09:52banner at the top, and when you Scroll down,
• 09:54there's kind of a nice visual of
• 09:57the most recent announcements
• 09:58that have been posted.
• 10:00As you may know,
• 10:01I'm the one to post these for the most part.
• 10:03I do have some help.
• 10:05We have a very,
• 10:06very parttime Yale undergrad student Daniela,
• 10:08who's wonderful and she sometimes helps
• 10:10me with these posts and and other things,
• 10:13really mainly social media. And I do.
• 10:16I'm able to post these on behalf of people,
• 10:18which I like to do so that it doesn't
• 10:20all look like it's coming from me.
• 10:22But certainly, as many of you know,
• 10:24if you send me information that you would
• 10:26like to be posted to SharePoint or you
• 10:28know in general share with the community,
• 10:30this is where it goes.
• 10:31And you know you can if there are,
• 10:34there are different formats
• 10:36that I've played around with.
• 10:38But this is the current view of
• 10:40the most recent announcements.
• 10:41If you click on See All,
• 10:42you can literally see a history of
• 10:45everything that's been posted since last
• 10:47June if you really continue scrolling down.
• 10:49But those are the main general announcements.
• 10:53I'll get into a little bit more
• 10:54about access of these in a minute,
• 10:56but if you Scroll down from there,
• 10:58there's also a new section that I added
• 11:00within the last couple of months I think,
• 11:03because again,
• 11:03I was struggling with the
• 11:05solution for something which was.
• 11:07Sharing publications,
• 11:07it's such an important part of our
• 11:10community and there are so many and it
• 11:12can be really tough to stay on top of it.
• 11:14We do have now a monthly report which is
• 11:17actually posted here that comes kind of
• 11:20through Beatrix connected to Dimensions,
• 11:23which is a relatively new new tool
• 11:26that YSM Communications began using
• 11:28this past year and that will show,
• 11:30you know, publications that came out.
• 11:33Within the last month that
• 11:34have been approved in Beatrix,
• 11:36so you may have seen my post about that too.
• 11:38It is really important for people to
• 11:41know that if you want publications
• 11:42to show in that monthly report,
• 11:44it has to be reviewed and approved
• 11:45in Beatrix and there are regular
• 11:48notifications about that.
• 11:49I can answer questions separately
• 11:51if helpful about that.
• 11:52But at any rate, when you click through here,
• 11:54there's a this publication share site and
• 11:57a form where you can submit a publication.
• 12:00This is very simple because again.
• 12:03Focused on efficiency,
• 12:04trying to spread the word,
• 12:07but also think about time management.
• 12:08But it's just I thought
• 12:09and hope it's a nice quick,
• 12:11easy place to share publications
• 12:13as I hear about them and as they
• 12:16are submitted to that form.
• 12:17So that's just another section
• 12:19of the announcement site.
• 12:21And then scrolling down further,
• 12:22I recently added these two news feeds
• 12:24into two other communication sites
• 12:26that we have and you may be aware of.
• 12:29One is the research update site that's
• 12:31mainly maintained by Tom Fernandez
• 12:33or Vice Chair for Research and he
• 12:36shifted away from your message as well.
• 12:38He kind of liked this format and way
• 12:40of of quickly getting news out there.
• 12:42So he has the research update site,
• 12:44the most recent updates show here
• 12:46on this page.
• 12:47Again kind of intended as a one stop shop,
• 12:49although certainly not encompassing
• 12:51all of our needs.
• 12:53But you know I'm trying to cross
• 12:55link things as
• 12:55much as possible too.
• 12:57So if you know how to get
• 12:58to one of these places,
• 12:59you can get to the others.
• 13:00And Tom does have the internal
• 13:02announcement site linked to
• 13:04from the research updates page.
• 13:06And again Tara Davila also liked this
• 13:08format and created ADEIB news and
• 13:10events page which again I have the
• 13:13feed here and you can link out to it.
• 13:15To find news and events that she'll post,
• 13:17or Daniella or I might post,
• 13:19sometimes specific to diversity, equity,
• 13:22inclusion and belonging at the center.
• 13:25And then down below there's a
• 13:28little newsletter archive if that's
• 13:30useful to anyone at any point.
• 13:31It has YCSC connections as well
• 13:35as Insiders and PDF format.
• 13:37There is the PowerPoint from today.
• 13:40That's where you can find that if needed.
• 13:42And a tutorial that Tom and his team
• 13:44created to help people access these
• 13:46sites that you may have seen before and
• 13:48may be useful as a quick reference as well.
• 13:50And then at the bottom just some quick links.
• 13:53I'm sort of constantly adding to this.
• 13:55As you can see the latest is
• 13:57the publication share form.
• 13:58If there are things that you think
• 14:00would be helpful to be added here,
• 14:01please let me know.
• 14:02And yeah, in general you know,
• 14:04if you have feedback or ideas to make
• 14:05this better, please let me know.
• 14:08It's definitely an ongoing process and
• 14:11attempt for continued quality improvement.
• 14:15So that is the announcement site.
• 14:18Just to go back to the let's see
• 14:20how do I get back to my PowerPoint,
• 14:22here we go.
• 14:24Those are the sites that we currently have.
• 14:25I know why CEI also has a site
• 14:27which is great.
• 14:28Didn't show that one today because it's,
• 14:30you know, kind of central to that section.
• 14:32And again, this is an option for folks too.
• 14:34If this seems useful,
• 14:36I'll talk more about that in
• 14:38a minute as well.
• 14:39There are weekly news digests
• 14:40that are part of this.
• 14:41So once you follow the site,
• 14:43she'll show you again in a second.
• 14:45I believe it's typically Wednesdays.
• 14:46If you haven't visited the
• 14:48site you'll get this news.
• 14:49You may have missed thing kind
• 14:51of centrally from SharePoint.
• 14:52That's an automated news digest
• 14:55that gets sent and then separately
• 14:58I I manually send a news digest
• 15:01on Fridays just of the week.
• 15:02Hopefully you've seen that typically
• 15:04goes out at 4:00 o'clock on Fridays.
• 15:05It wasn't working this past Friday, thus the.
• 15:08Links to a couple of events and
• 15:10note that it wasn't working.
• 15:11And please visit the site.
• 15:14And there is also a nice search function.
• 15:17So just to go back to it,
• 15:19right at the top,
• 15:20you know,
• 15:20let's say you think you saw something or
• 15:23heard something about award nominations,
• 15:25but it's not, you know,
• 15:26in the top list there and you don't want to
• 15:28scroll through all of them right up here.
• 15:30Search the site,
• 15:31put in a couple of keywords.
• 15:34And you can find the
• 15:37latest publications about.
• 15:39I'm sorry, the latest posts about that topic.
• 15:42I use that cuz a lot of times I will
• 15:45post a reminder so it's a quick and easy
• 15:47way to pull that up and then repost it.
• 15:51So there's that.
• 15:52And then in terms of again accessing this,
• 15:55you know probably obviously if
• 15:56you've got that direct link,
• 15:58you can bookmark that.
• 15:59If you don't have it bookmarked or for
• 16:01whatever reason they're looking for it,
• 16:02you can find it from the intranet
• 16:04and you know how to get to that
• 16:06from the footer of the website.
• 16:08So when you go to the
• 16:09main page of the intranet,
• 16:11again trying to have lots
• 16:12of cross links here,
• 16:13you can get back to the website from
• 16:15here and the YCSC announcements
• 16:17link is right here.
• 16:19Click on that and it brings
• 16:21you over to the page.
• 16:25Oops,
• 16:27something in my way. So
• 16:31then there is also a mobile app.
• 16:32You may have heard of this.
• 16:34I think this is really individual in terms
• 16:36of whether it's useful to you or not.
• 16:38I will admit I don't use it a lot.
• 16:40I do have it on my phone and you can have it
• 16:42so that you get like an instant, you know,
• 16:44pop up notification if something's posted.
• 16:47That can probably be overwhelming at times
• 16:48because I know a lot of times I'm playing
• 16:51catch up and posting post and posting.
• 16:52And I see Tom doing that too.
• 16:54Sometimes I just ignore it basically.
• 16:57So that's obviously an option.
• 16:58I think you can silence those notifications
• 17:00too if you find the mobile app to be helpful.
• 17:03And as I mentioned before,
• 17:06the easiest thing probably to do is
• 17:08when you're on one of these pages,
• 17:10you come up here to where if
• 17:11you're not following it, it says.
• 17:13Not following and if you
• 17:14would like to follow it,
• 17:16you just click on the star
• 17:17that will trigger those news.
• 17:19You may have missed digests I think
• 17:22typically midweek and it will allow you
• 17:24to see that on your SharePoint dashboard,
• 17:27which I'll talk more about in just a SEC.
• 17:29But on your SharePoint dashboard you'll
• 17:31see you know everything you're following.
• 17:33Recent things kind of top news posts
• 17:35from your sites that you are following
• 17:37and you can easily unfollow it if you
• 17:39decide that you don't need to see
• 17:41that anymore or receive those news,
• 17:42you may have missed messages.
• 17:46And then what, You know,
• 17:48I think what I may have just said
• 17:49is what I have bookmarked is
• 17:51that that SharePoint dashboard.
• 17:53And one thing to note,
• 17:55if you are having trouble
• 17:56accessing any of these things,
• 17:57you do need to be logged in
• 17:59with your Yale e-mail account,
• 18:00which you can do at microsoft365.com.
• 18:03Again, that's what Yale is
• 18:05currently using to manage,
• 18:06I believe all faculty and staff,
• 18:09likely trainees as well,
• 18:10maybe not students because I think they
• 18:12still have another system for students.
• 18:14That this is how our emails are
• 18:16mainly managed through Microsoft 365,
• 18:19which allows us to access
• 18:20these various tools and apps.
• 18:22But when you log in at that address
• 18:25or whatever you use to access your
• 18:27e-mail or whatever on the web browser,
• 18:29when you open up Microsoft 365,
• 18:32at the top left corner of the page,
• 18:33this is just a little screenshot,
• 18:35you'll see this box of dots.
• 18:37I'm sure that there's a.
• 18:39More technical term for it,
• 18:40but when you click on that it opens
• 18:43what they call the App launcher.
• 18:45So this is another screenshot
• 18:46once they clicked on that.
• 18:47The apps,
• 18:48various apps that I have
• 18:49available to me are here.
• 18:51You can also add more and you can
• 18:54see SharePoint is right there.
• 18:55When I click on SharePoint
• 18:57that's when it brings me to.
• 18:59What is essentially a long
• 19:01personalized link and I can
• 19:03show you what mine looks like,
• 19:05but basically it brings you to
• 19:08yaleedu.sharepoint.com And once
• 19:09again when you're logged in,
• 19:11I think you can see up here
• 19:13what my long link is.
• 19:14So I didn't include that particular link,
• 19:16but that brings you to this
• 19:18SharePoint dashboard where you can
• 19:20again see what you're following.
• 19:21See the latest news,
• 19:23Go to each of those sites
• 19:25from here follow unfollow.
• 19:27You can also access if you are
• 19:29using document libraries and other
• 19:32sorts of pieces of SharePoint,
• 19:34you can access those from that dashboard
• 19:38and.
• 19:41Aside from that, I'll wrap this
• 19:43up in in just a few minutes.
• 19:45But again, there are real training
• 19:48sessions on this that probably
• 19:50go into this better than than I
• 19:52have and can on LinkedIn Learning.
• 19:54There are also several resources
• 19:56through Microsoft on using SharePoint
• 19:58that can be helpful and give kind of
• 20:00tips and tricks that I'm, you know,
• 20:01going to myself to to learn more as I
• 20:03move forward and I welcome tips and tricks.
• 20:05If there's anybody here today
• 20:07who knows this better than I do,
• 20:09please feel free to share at any time.
• 20:11There's also a tutorial that Tom and
• 20:13his team put together specific for the
• 20:15child study center that's linked to
• 20:16from the bottom of the announcement site
• 20:18and linked to from this PowerPoint,
• 20:20just as a kind of quick reference
• 20:22for how to follow these sites.
• 20:24And then just finally,
• 20:25kind of Full disclosure and also,
• 20:28you know,
• 20:28I think I am a little bit of a SharePoint
• 20:30cheerleader and yet I'm also realistic.
• 20:31Again, I recognize it doesn't necessarily
• 20:33meet all of our communication needs.
• 20:36And there are some limitations involved,
• 20:38including, as I mentioned,
• 20:39that it's accessible only to those with
• 20:42an active Yale dot Ed e-mail address,
• 20:44and the automated version of the
• 20:46News Digest only covers missed news.
• 20:48The Manual knew that news digest
• 20:50can be glitchy.
• 20:50As I mentioned,
• 20:51I just ran into that this past,
• 20:53right There was some sort of delay,
• 20:55so it ended up working, but not until
• 20:57like 8:00 o'clock on Friday night.
• 20:58So wasn't going to send it out at that point.
• 21:01But on the whole,
• 21:02you know, I really like it.
• 21:03I think it's working well to get news out.
• 21:06Hopefully,
• 21:06hopefully it's being received in this way.
• 21:09I will say the analytics aren't fantastic,
• 21:11but I can at least see how many
• 21:13views things are getting.
• 21:15So that was nice to kind of follow
• 21:17as I launched this and and try
• 21:19to get the word out.
• 21:20It's also kind of fun and interesting
• 21:22to see which posts get more views.
• 21:23It's not surprising, you know,
• 21:26if there are community photos
• 21:27that gets a lot of views,
• 21:28which is great,
• 21:31but I mean, again,
• 21:32in general, I find it to be.
• 21:34Pretty useful and and would be
• 21:36great if we can get the word
• 21:38out more about it to make sure
• 21:39that news and announcements are
• 21:41are being read and and shared.
• 21:42And then again just I'm going to run
• 21:45through these next few really quickly.
• 21:47They're in the PowerPoint but I
• 21:48figured it once again once they had
• 21:50a sort of captive audience a few
• 21:52other reminders in terms of what's
• 21:54happening with communications.
• 21:55These are the various ways we have
• 21:57internal news and announcements.
• 21:59Several external things going on as
• 22:01well including the external newsletter
• 22:03that I launched last year and the
• 22:07website refresh and expansion.
• 22:09Again ongoing constant process terms
• 22:11of our web presence as well as social
• 22:14media and media relations and story writing.
• 22:17Again, there's guidance about that
• 22:19on the intranet that I'll just
• 22:20ask you to take a look at.
• 22:22But also again happy to
• 22:23answer questions at any time,
• 22:25including in my open office hour which
• 22:27is typically on 4th Tuesdays at 11.
• 22:29I am and can be in person.
• 22:31I'm typically at 230 S Frontage Rd.
• 22:34on Tuesdays.
• 22:35Sometimes zoom works better to share
• 22:37screen and that sort of thing anyway,
• 22:39but also happy to schedule individual
• 22:41meetings as I have with many of you and
• 22:43I think you know how to contact me,
• 22:45but thank you.
• 22:48So now I don't know if there's
• 22:50anything in the chat,
• 22:52doesn't look like there is,
• 22:53but I can also just open it up
• 22:56to any questions in general.
• 23:01And I'm sorry if I spoke really quickly.
• 23:03I have the habit of doing that, Mister.
• 23:07I have. Sorry, go ahead, Aaron
• 23:11Okay. We're going to let each other go,
• 23:13right? I have a quick question.
• 23:16And So what is the.
• 23:17Because I appreciate all the ways
• 23:20that we're getting information.
• 23:21Like there's so many different ways
• 23:23to get information, but sometimes.
• 23:24I feel like it's a lot, right?
• 23:27We get the connections,
• 23:28we get some SharePoint stuff,
• 23:30we get the clinical resources.
• 23:32I'm sure there's another e-mail that
• 23:34I get and I feel like I I I try
• 23:36to be diligent about reading them,
• 23:38but I'm getting a lot of information
• 23:40and the duplicate information.
• 23:41So what would be the benefit of you?
• 23:44Like what would be the one
• 23:45thing to think about?
• 23:46Like why would I use SharePoint?
• 23:49I find information or to communicate
• 23:52information because we have all these
• 23:54other ways of communicating information,
• 23:56right? And I would say both.
• 23:58And that's the thing I recognize
• 23:59there's overlap and all of the
• 24:01things that you just mentioned.
• 24:02And part of that is trying to make sure
• 24:05information gets out there, right.
• 24:06And part of it is a balance of like okay.
• 24:09Where should this go and should it go in
• 24:11multiple places or should it go in just one?
• 24:13I have been using SharePoint
• 24:14in a way that it's it is.
• 24:16It's not quite a one stop shop,
• 24:18but it's at least close to a one stop
• 24:20shop so that most things that go out by
• 24:23e-mail you can also find on SharePoint.
• 24:25You won't find everything on SharePoint
• 24:27in your e-mail because sometimes it's a
• 24:29quick like there's something happening today,
• 24:30not usually today,
• 24:31but it does happen that there's something
• 24:33happening tomorrow and I didn't hear
• 24:35about it in time to include it in the
• 24:37Monday message or or you know, whatever.
• 24:40So SharePoint is definitely
• 24:41more of like timesensitive.
• 24:43Sort of thing.
• 24:44Now that said, obviously you don't
• 24:46need to be on it 24/7 and you know,
• 24:48if you miss something that's happening
• 24:49tomorrow, you miss something.
• 24:50I mean, you know,
• 24:51there's only so much that we can do,
• 24:54but it is a way to kind of quickly look.
• 24:55And then in terms of sharing information,
• 24:57it's similar.
• 24:58If you've got something,
• 24:58an announcement you'd like
• 25:00to share with the community,
• 25:01obviously it can go in the Insider,
• 25:02which goes out monthly.
• 25:04If it's for an external audience,
• 25:06that can go on YCSC Connections,
• 25:07which also goes out roughly monthly.
• 25:11And if it goes on SharePoint,
• 25:12it will definitely end up in the Insider.
• 25:14So that way it goes in two places and it
• 25:17will end up in the Friday e-mail digest.
• 25:19So I don't know that I'm really
• 25:20answering your question because I'm
• 25:22sort of reinforcing the fact that
• 25:23things go out in multiple ways.
• 25:25But I mean this was again what I
• 25:27was struggling with when I created
• 25:28the SharePoint site because I just
• 25:30wanted to have a place where time
• 25:32sensitive information could go
• 25:33and it's a place to drive people.
• 25:35Like maybe you didn't see last
• 25:38month's newsletter.
• 25:39For whatever reason,
• 25:40technical glitch got deleted by accident.
• 25:43You can find it on SharePoint and
• 25:45I think it's then ultimately an
• 25:47individual decision like how informed
• 25:48do you want to be on a daily basis or
• 25:51really how much time do you have right,
• 25:52because.
• 25:53Well,
• 25:54and one of the things, yeah,
• 25:55one of the things I was thinking about
• 25:57as you were talking and Aaron and I were,
• 25:59you know, any resource that I get,
• 26:01I send it to Aaron.
• 26:02But some of them are so time sensitive
• 26:04and sometimes staff don't hear about it.
• 26:06And so then I find myself sending emails to
• 26:09other people because it is time sensitive.
• 26:11So I was thinking if there's like a resource
• 26:14piece or I don't know if SharePoint would
• 26:17be the place to put these resources.
• 26:19Yeah, that's a part of what I was
• 26:21thinking about. And right.
• 26:22And that you need somebody
• 26:23who's managing it, right?
• 26:25Right, exactly. And so that's where
• 26:26Tom went with the research updates.
• 26:28He created that and Tara as well.
• 26:30And you know, they also don't always
• 26:31have a lot of time to do it regularly,
• 26:33but at least if they know,
• 26:34if they get something that
• 26:35needs to get out quickly,
• 26:36they can put it there.
• 26:37And if they kind of ping me,
• 26:39then I can also put it on the internal
• 26:41announcement site and it'll be
• 26:42included in the Friday e-mail digest.
• 26:44So I mean that's always an option.
• 26:46I know there are things that are
• 26:47really specific to the clinical
• 26:49practice similar to you know
• 26:51specific to research labs.
• 26:52So Aaron and I have talked about maybe
• 26:54creating a clinical SharePoint site.
• 26:56But again I recognize then there
• 26:58needs to be somebody to maintain
• 27:00and manage it and time is tough
• 27:03and people going to it because we can
• 27:06all we want but if if people don't.
• 27:09Because that's the part I've struggled with.
• 27:10SharePoint is it feels like another
• 27:12place I have to go and I'm not yet
• 27:14in the habit of having it open.
• 27:16And so that's a piece I've tried to balance.
• 27:18But I agree with you Virginia,
• 27:19a lot of the resource stuff we get with
• 27:22like a week's notice and so you want
• 27:24to get it out there and there isn't
• 27:26really an A quick way to turn around.
• 27:29Hey, this event is coming up on Friday.
• 27:32Start talking to your clients
• 27:33who might want to go to it.
• 27:36But somebody might you want to share it
• 27:38because somebody might really love it
• 27:39and and we want to get that out there,
• 27:42right, because I do feel like I've
• 27:44heard some feedback and even for myself
• 27:45like that clinical resources e-mail
• 27:47Erin that you send out, it's great.
• 27:49However, also some of the stuff
• 27:51that was there before also kind of
• 27:53isn't like forefront because you got
• 27:55new stuff that's coming in, right.
• 27:58And so then it kind of gets
• 28:00pushed aside and I.
• 28:01I guess people who are following SharePoint,
• 28:02if I understood it correctly,
• 28:04would get like a ping or something if
• 28:06something was dropped in there, right.
• 28:09So it's.
• 28:09Yeah, I just wonder if we can really
• 28:11think about it in terms of using that
• 28:13in a way to get resources to staff.
• 28:17Yeah, in some ways it is this cultural shift,
• 28:19cultural, technological shifts,
• 28:21you know, and getting the word out there.
• 28:23And that's why it has been slow even for
• 28:25this, this general announcements page.
• 28:26And that's part of the reason I've
• 28:28got it in so many different places.
• 28:30Because I'm trying not to,
• 28:32you know, I'm trying to limit
• 28:34the number of missed news.
• 28:35I personally like the CSC Insider
• 28:38is mostly links to SharePoint.
• 28:40I wouldn't mind phasing out the insider.
• 28:42I haven't. Post that until now,
• 28:45but I won't if it's, you know,
• 28:47if it continues to be useful to people,
• 28:49but if it's really just redundant,
• 28:51you know, maybe we don't need that anymore.
• 28:53And that said,
• 28:54there's also no reason something that's
• 28:56specific to clinical folks can't be
• 28:58posted on the internal announcement site.
• 29:00So like, if you want to send me something.
• 29:03That really does need to get out there.
• 29:04I mean again,
• 29:05it's the issue of people looking at it,
• 29:06but if we're driving people,
• 29:08if it does go onto that site,
• 29:09it will be included in that Friday summary,
• 29:12you know, digest for the week.
• 29:13And the other thing is I'm not
• 29:15married to Fridays at four,
• 29:16it was just sort of like, well,
• 29:17it makes sense as kind of recap
• 29:19from the week,
• 29:20we already have the grand
• 29:21rounds going out at noon.
• 29:22We've got the Monday morning
• 29:23calendar events message.
• 29:24So it's this balance,
• 29:26but I'm certainly open
• 29:27to feedback and change.
• 29:29But you know,
• 29:30something gets posted there,
• 29:30it would be included there and if we can at
• 29:32least get people looking at that on Fridays,
• 29:34then they would see the somewhat
• 29:36more time timely news.
• 29:37Although again, in some cases it may
• 29:39have happened already during the week.
• 29:41So it's it's definitely a balance and a
• 29:43juggle and I'm completely open to, you know,
• 29:46feedback and ideas and all of that.
• 29:48And the other thing is I can
• 29:50also give others access to post,
• 29:52like actually Aaron,
• 29:53I think you technically do have access
• 29:56to post to the internal and no pressure.
• 29:58You know, we can,
• 29:59I can add more people to have
• 30:00access to post there.
• 30:01I don't have any control issues over it.
• 30:03I'm just trying to manage it
• 30:05and not put it on other people.
• 30:07But I'm certainly happy to share
• 30:09that if that's helpful.
• 30:13And I see Amy, you have your hand up.
• 30:17Hello, thanks for the overview and
• 30:20all the information I was wondering,
• 30:23it's probably similar to what
• 30:26Virginia was asking about.
• 30:28I have used the box at Yale,
• 30:31Yale Box in a similar way as
• 30:35SharePoint and and recognizing that
• 30:37not many people are using it anymore,
• 30:39that people are kind of
• 30:42phasing more into SharePoint.
• 30:43And I and I know there was also
• 30:45like the clinical resources box
• 30:48that maybe if there is a Clinical
• 30:51resources SharePoint would be a
• 30:53replication of that and so is there.
• 30:57Yeah, I guess that's my question.
• 30:58Is there maybe is, is it are things
• 31:01and resources if we want to share,
• 31:03I use it to share,
• 31:04I've used Box to share documents
• 31:07with a group of people on this
• 31:10specifically for the social work
• 31:12fellowship so that everyone can just go,
• 31:15you know,
• 31:15we're all working in different
• 31:17programs so that we we don't all have
• 31:19access to the same shared drives.
• 31:21But a place where everyone can
• 31:22go and see the same documents,
• 31:24comment on them, edit them?
• 31:26Does it seem like it's a good idea
• 31:29to shift from box to SharePoint?
• 31:32Is there a benefit to using
• 31:33one over the other?
• 31:35Yeah, I think that's a great question
• 31:37and at this point I feel like it's
• 31:40a little bit individual you know
• 31:42to your Section Lab program team.
• 31:44I I have also seen more of a
• 31:46shift away from Box to SharePoint.
• 31:48I I used to really not like
• 31:50Box because I found it.
• 31:52Difficult, glitchy, Couldn't always
• 31:53share the links incredibly easily,
• 31:55and at one time you couldn't
• 31:57live edit anything in Box.
• 31:58You'd have to like, download and read.
• 32:00But I've noticed that they've changed
• 32:02those things and there are, you know,
• 32:04there's better functionality for that now.
• 32:06I use Box mainly because others use it.
• 32:08I don't tend to use it directly because
• 32:10I've just gotten into the SharePoint mode.
• 32:12I like how it's organized.
• 32:14It's much cleaner from my personal,
• 32:16you know, type a personality perspective.
• 32:19Or I just don't know how to
• 32:20use Box well enough.
• 32:20That's that's quite possible too.
• 32:23As far as I know, the university
• 32:25isn't necessarily phasing out of Box.
• 32:28That could happen.
• 32:29I mean,
• 32:29we used to have base camp and that got faced.
• 32:32I had to do a lot of transition
• 32:33from that for minding the baby.
• 32:37But as far as I know you know both
• 32:39SharePoint and Box are are fully
• 32:40supported by Yale and and it may just
• 32:42be more of an individual preference,
• 32:44I mean if we do kind of shift
• 32:46more towards SharePoint for the
• 32:47clinical practice then it may make
• 32:49sense to move in that direction.
• 32:51I think ultimately though I'm
• 32:52sorry I don't have a definitive
• 32:54answer for you. Well no
• 32:55I think that's helpful because
• 32:57I'm debating whether or not for
• 32:59that group in particular to.
• 33:01Take the time and energy to
• 33:04move everything it's already put
• 33:05in a box to a SharePoint site
• 33:08that I don't really want to do,
• 33:10and I kind of want to say it's
• 33:12already there, people,
• 33:15but if there's a reason to maybe
• 33:17shift it. And it's worth the
• 33:19time and energy. Yeah, I mean
• 33:20the other possibility and I've done this as
• 33:22I'm always thinking about workarounds too,
• 33:24especially because none of us have a lot of.
• 33:28But you know if if we were to create
• 33:29a SharePoint site communication
• 33:31site for the clinical practice,
• 33:33there could be like in that either in that
• 33:35document section or we can think about
• 33:37where there could just be a link to Box.
• 33:39So that what you've got,
• 33:40you know I mean if you've got a really good
• 33:42resource that exists in box and there's no.
• 33:45Good reason to move it from box.
• 33:47There's no reason we can't also
• 33:48do some sort of cross link.
• 33:51That's a good idea.
• 33:53And I just wanted to share that.
• 33:54Those little 9 dots that go to that,
• 33:58I call that the Rubik's Cube.
• 34:00Oh, I like that because you're
• 34:01looking for a real official
• 34:03term to call it. It's mine.
• 34:06It's the Meyers Rubik's Cube.
• 34:10Thank you.
• 34:20Krista, I was just curious earlier and
• 34:22and maybe as a benchmark as we start
• 34:25to try to push this more actively,
• 34:27what is the the like highest view
• 34:30rate that you've seen on SharePoint
• 34:33in the 90s for a given post?
• 34:36I would say I don't think
• 34:37I've seen one go over 100 yet.
• 34:39But, and those have typically
• 34:42been like the holiday photos,
• 34:44which by the way I put in Box cuz
• 34:46I didn't really see any other good
• 34:48way to share them by SharePoint.
• 34:49So I do use Box.
• 34:50I lied inadvertently.
• 34:54Yeah, I linked from
• 34:55SharePoint to Box for that.
• 34:57And Deb Rosemary's Rosemary Service
• 34:59retirement party with photos,
• 35:01things like that definitely get high views.
• 35:03But also some of the events that I've
• 35:05posted recently for others, you know,
• 35:07get probably in the 30s forties,
• 35:09maybe even 50s.
• 35:10And you know, I recognize that
• 35:12my hope is like when I see that,
• 35:14I'm like, OK,
• 35:14so people are looking at the Friday
• 35:16e-mail digest and they're clicking
• 35:18on what they're interested in.
• 35:19So that's a good sign and at least
• 35:22they're seeing the other things.
• 35:23So hopefully that's somewhat aware of of
• 35:25the other things that are being announced.
• 35:27Yeah, how
• 35:28does that compare to the
• 35:29Yale message open rate?
• 35:33Oh gosh, that's usually see,
• 35:35I mean that varies so widely but
• 35:38like for example the CSC insider
• 35:40typically would run 35 to 40%
• 35:43open rate which would be out of.
• 35:48Around 600. So but that's,
• 35:51I mean those numbers really are
• 35:53not super accurate and open rate
• 35:55doesn't mean that they're actually
• 35:56reading or looking at it either.
• 35:57You know,
• 35:58no, I agreed and I was I was more
• 36:00asking just from like a benchmark of
• 36:01kind of where we add and and thinking
• 36:03as we move forward kind of who's
• 36:05already what's the volume of access to
• 36:07the current resources versus if we do
• 36:10some active work to try to spread use,
• 36:13can we see that actually shift?
• 36:15Yeah, yeah. And I haven't looked at the
• 36:17analytics in a while for yell message.
• 36:18I never found them incredibly
• 36:20useful because again,
• 36:21there's no way to tell how long
• 36:23something's been because you know how it is.
• 36:24Like you're looking through your
• 36:25emails and it gets unread.
• 36:26That gets marked as opened,
• 36:29but it doesn't mean anybody looked at it.
• 36:31And now that I am also linking to
• 36:33the web view of the Insider and the
• 36:36external newsletter from SharePoint,
• 36:38there could be people reading it that way.
• 36:40And you know, so.
• 36:41I don't find the message numbers to be super,
• 36:43but I hear you and I'm I I definitely
• 36:46appreciate that from a let's take a
• 36:48look at that and see how it if if it
• 36:50is shifting and you know what's what's
• 36:53the point of access.
• 36:54Because I remember when when
• 36:56the tutorial was being made and
• 36:58there was some glitches we we
• 37:00were working on around Access.
• 37:01So do you have to give
• 37:02the entire center access.
• 37:05And then what if someone makes an
• 37:07individual SharePoint site for say,
• 37:09say Virginia were to make one
• 37:11for ICAPS and that was specific
• 37:13for the ICAPS faculty and staff.
• 37:16Would she then need to?
• 37:18Give just
• 37:19those folks permission to access
• 37:21or how does that work within
• 37:22SharePoint? I haven't created one, so
• 37:23that's why I'm not sure. Yeah,
• 37:25and there, so there are multiple
• 37:26answers to your question.
• 37:28But the current general announcement
• 37:29site as well as the research
• 37:32updates to EAB and publication
• 37:33sites are open to anyone with an
• 37:36activeyale.edu e-mail address.
• 37:37There's a very.
• 37:38There's a Tom actually found it for
• 37:40me because I was struggling with
• 37:41that in the beginning too having
• 37:42right. That's what we were talking
• 37:44about in way beginning. But
• 37:45there's a way to add basically
• 37:47it's like everyone within your.
• 37:48Organization's domain.
• 37:49So you can do that,
• 37:51or you can add individual members,
• 37:53Okay, obviously.
• 37:54So there's varying levels, yes.
• 37:56And that's all spelled out in some of
• 37:58those trainings that I mentioned too.
• 38:00But yeah, depending on how you wanna do it.
• 38:03And then you can also have it set
• 38:04up so that you send someone a link,
• 38:06they have to request access and then you can.
• 38:08And that's how the
• 38:10communications resources site is,
• 38:11because I have that set up mainly
• 38:12for our communications ambassadors,
• 38:14although you don't have to
• 38:15be in a master to see it.
• 38:17And if people request access to that,
• 38:20I I just accept it and then
• 38:22they can see it too.
• 38:24Great.
• 38:34Looks like people are starting to hop off.
• 38:35Are there any other questions about this
• 38:37or anything else communications related?
• 38:48If not, maybe we can honor the
• 38:51trying not to use the full hour.
• 38:53I do see another message down here.
• 38:56Oh, you're welcome.
• 38:58Thank you all again for joining.
• 38:59And I want to thank Erin Warnick for
• 39:01having the idea for having the session.