You don’t understand. My board is not ready to go paperless.

I feel your pain.

And I’ve heard about many strategies that work and some that don’t so here are some ideas I’ve gathered from others.

Try to help board members see how a paperless agenda management system can help THEM.  (Have you heard about WIIFM? “What’s in it for me?”)

Board members are busy people and have a lot on their plates.  And they come from a variety of vocations and experiences.  Knowing that, let’s look at some simple questions about how things can work in a paper-based system versus a paperless system.  Perhaps this will help them understand.

Question 1: How do you currently get your board meeting packets?

Paper-based

In many cases, board meeting packets are mailed or couriered to the board member’s home or office.  In other cases some board members have to drive to the district office to pick them up.  These packets can sometimes include hundreds of pages of documentation for the board member to read in order to make decisions or take actions.  Often there are last minute changes or additions to the agenda and board members do not always have the latest version of the packets in time to have reviewed the materials in advance.  Finally some board members may have access to their packets prior to others which could potentially cause conflict.

Paperless

A paperless system like eBOARD would allow board members to get a simple notification on his/her computer that the packet is available and once they click on the link and log in, the board members have access to the entire agenda packet including any supporting document material (and confidential materials that the public could not see.)   If additional items are added, another notification can let them have access to those changes immediately.  And everyone has the same access at the same time!

Question 2: How do you take notes (prior to, during or after meetings)?

Paper based

Are you currently taking notes for the agenda item? Are they hand-written on the agenda items themselves?  If you want to access the notes later, how easy is it to find them? Did you even keep the packet?  How are they stored? Are your notes put on a yellow sticky note that may have fallen off somewhere?

Paperless

Many agenda automation systems allow you to take notes on the computer.  They stay with the agenda even after the meeting has passed.  You can take notes prior to, during or after the meeting.  They are personal notes and are only accessible by you when you log in.

Question 3: What do you do with old agenda packets?  What if you need information from a prior meeting?

Paper based

Some board members keep them all and file them at home.  Some toss them immediately or give them back to the board secretary.  If you want to know about an item from a prior meeting, you either have to look through the boxes or files or call the board secretary to look it up, make a copy and send it over.

Paperless

With paperless systems, you don’t have to worry about filing away paper documents.  And you can easily access old agenda items (ever prior to your coming on the board) by doing a simple keyword search.  You don’t ever need to know which meeting it was from!  Additionally you can see the minutes for each individual item and how the votes were recorded on that action.

So even after looking at the advantages of going paperless, what if the board members are still not ready to take the plunge.

Here are some other tips:

• Consider going paperless for OTHER meetings first, then show the board how this has worked out.  Model for the board!
• Hand hold those who need it.  My 80 year old father now has an iPad and can access e-mail and attachments.  It took baby steps over several months to make it happen, keep him happy and now he takes it with him everywhere!  The eBOARD iPad app is great for those who aren’t reading for a full computer!
• Make them understand that if we expect 21st century learners, we must model this by our leadership team and that includes board members.
• Let them know how much time and money is wasted in the organization by printing and creating meeting packets.  How much could be saved if ALL meeting packets were paperless (and not just board meetings.)

Here are some other resources that you may find helpful.  And I’d love your suggestions and tips!

Related blogs:

You can lead a horse to water (or you can give him an iPad.)

Should school boards model use of technology?

Case Study: Cost Savings and Efficiencies

Board member video advice

]]> http://blog.eboardsolutions.com/cost-savings/paperlessboard/feed/ 3 http://blog.eboardsolutions.com/accountability/is-your-districts-disaster-plan-affected-by-cloud-technology/ http://blog.eboardsolutions.com/accountability/is-your-districts-disaster-plan-affected-by-cloud-technology/#comments Fri, 31 Aug 2012 17:35:38 +0000 Diane Sandifer http://blog.eboardsolutions.com/?p=1648

When disaster strikes…what happens to your school system’s information and records?

Recent years have included multiple natural disasters from tornadoes, hurricanes, floods, lightning strikes that burn schools to many, many more.  Just how safe are your records and other important information if such an occurrence happens in your district?  That’s where cloud technology comes into play.  Many of us have been talking about and implementing technology into the way we do our business in the education world.  And, now with cloud technology, the data is stored somewhere else and not in our facilities.  How comforting.

There are multitudes of reasons to use technology in governance.  Transparency.  Accountability.  Efficiency.  Responsibility.  Modeling of 21st century business practice.  But, one of the most critical reasons may just be for the protection of the district’s information.  With everything safely hosted in the clouds, at least there are no worries about losing data.

Now facilities are another thing if disaster strikes…

Here are some articles and resources you may find interesting when exploring cloud based data for your school system:

• National Clearinghouse for Educational Facilities: Disaster Preparedness Resources
• Financial benefits of cloud computing in k-12 schools
• Study: Mobile, Cloud Computing Factoring Into Disaster Recovery
• Could the cloud be a silver lining for school leadership?

From: OnlineColleges.net

Her school district used eBOARD*’s evaluation module to organize the information needed for the accreditation team visit.  The templates for the AdvancEd® standards were pre-installed in the eBOARD software.  Since the Barrow County School System also used eBOARD to manage meeting agendas, policies as well as their district plan and local school improvement plans, they were able to link the work completed in these key areas as evidence that support its responses to the focus questions and rubrics.

So without further delay, here are the Seven Steps!  (The Powerpoint slides are available at the bottom of this post!)

Step 1: Understand the standards and identify a leader for each standards team.

Step 2: Have informal meetings and train the staff and community who will do the work.

Step 3: Identify the team members for each standard. (Here is a  list of folks that were included on each team.)

• Teacher
• Parent
• Student
• Community Member/Business
• BOE Members
• Principal
• Assistant Principal
• District Leaders

Step 4: Know  and understand the work of the TEAM

• Review prior District Accreditation Report (Audio)
• Review 2009 Progress Report
• Review Standard and Each of its Indicators
• Self-assess Standard Using Rubric
• Brainstorm Evidence & Artifacts for Standard
• Answer Focus Questions
• Determine Ratings for Indicators

Step 5: Know and understand the Work of the STANDARDS LEADERS.

• Post Ratings for Each Indicator of Assigned Standard in eBOARD
• Attach Evidence for Each Indicator in eBOARD
• Link Standard/Indicators to Appropriate BOE Policies in eBOARD
• Link Standard/Indicators to Appropriate Balanced Scorecard Performance Measures in eBOARD

Step 6: Know and understand the work of accreditation CO-LEADERS.

• Compile Focus Questions From Each Standard for SAR
• Develop Executive Summary for SAR and & Gain Input from Team Leaders
• Develop Quality Assurance Summary for SAR and & Gain Input from Team Leaders
• Work With Team Leaders to Identify Insights, Strengths & Challenges for Conclusion of SAR
• Develop Summary for SAR and & Gain Input from Team Leaders
• Finalize QAR and Submit to AdvancED by Deadline

Step 7: Final Preparations.

• Selection of Interviewees
• Meet With Interviewees to Review Possible Questions
• Share SAR With all Stakeholders
• Share eBOARD Accreditation Module With all Stakeholders
• Meet with QAR Chair for Pre-Visit
• Launch Evaluation in eBOARD.  The evaluation should be launched at the very end by the overall leader for the accreditation.  They then fill out the final rankings and then publish it for access by the district review team.

Dr. Miller is currently the Assistant Superintendent for Teaching and Learning for Oconee County Schools.  She also shared with me her top three advantages for using eBOARD to prepare for accreditation:

Districts no longer need to create binders and file folders because all evidence and artifacts are housed electronically in eBOARD. The Quality Assurance Review Team members have the ability to access the artifacts and evidence from any location.

The Evaluation Module allows districts to link AdvancED standards and indicators to Board of Education policies, System Improvement Plan, and Meetings in eBOARD. This process ensures the alignment of all facets of the organization.

The tool provides the opportunity to have transparent communication with internal and external stakeholders about the District Accreditation Visit.

And, as promised, here is the PowerPoint document “Barrow County Accreditation Module Overview” that Dr. Miller used at the eBOARD user conference.  Thanks, Claire, for sharing with us!

Local school boards meet all around this country in governing our nation’s public schools.

• Who makes the agenda?

In my home state of Georgia, the superintendent and board chair have the responsibility of creating the monthly agenda; each member of the board can additionally request that an item be placed on the agenda. What’s put in? The key behind an effective meeting is that each item should be tied back to the school system’s strategic plan. There are typical monthly items to be presented by central office staff like the technology, facility, and business reports. There can be executive session items, but these must fall into one of several categories, such as the purchase of real estate, personnel, or meeting with the district’s legal counsel.

• When and where does the board meet?

A best practice is to have a work session followed by the regular meeting of the board. Notification of these open meetings must be done in accordance with each state’s laws. Some boards meet in the same location month after month; others meet in various schools around the district.

• The “how” is extremely important, too.

A board should behave professionally and model 21st century governance.

• And, don’t forget the “why.”

Simon Sinek’s book “Start with Why” should be read by every public servant in our country. Local school board members are to serve the children in their community. When we remember “why” we do our work and then align our work according to the system’s strategic plan, the result is educational excellence.

Is your head in the clouds? It should be.

If you are a school administrator or a board member, you may have never heard or thought about “cloud” technology.  I mentioned the word the other day in an e-mail and was surprised to hear back that it meant nothing to the recipients.  I would respond that  it’s just a fancy way to say “via the web.”  But cloud technology can mean much more than that and I’d like to share some ideas with you about cloud technology and how it can help us as education leaders be more efficient in how we do our work.   In this article, I’m only going to address administrative tasks and not teaching and learning tasks.  That’s another blog to write, I think!

In a nutshell, to me cloud technology means:

• 1) No software. You (or your IT staff)  don’t have to install software on ANY computer, the users’ computers or any local server.  Installing and updating software is time consuming and expensive.  Cloud-based software is on “someone else’s” server and you don’t have to worry about maintaining it!  The software runs through your computer’s browser (like Internet Explorer, Firefox, Chrome..) Many of these tools also work through apps on tablets like the iPad.
• 2) No local file storage. You (or your IT staff) don’t have to worry about buying file server space, upgrading new hard drives, backing up data, or even giving access to your servers who are behind the “firewall.”  The cloud-based software typically also manages the file storage.  So you should be able to access what you need from basically any computer wherever you are at an time.  That access can be KEY!
• 3) Easier collaboration. Typically cloud-based software is multi-user and allows certain folks to collaborate to develop things, keep it updated and give others access to it.  What kind of “things?”  Could be basic documents like word processing files or spreadsheets to more elaborate things like updating and monitoring a strategic plan or the development of meetings agendas and policy manuals.

What are some examples of cloud-based software used by school leadership?

One is Google Docs.  (It’s free.)

From the Google Website:

Google Docs is an easy-to-use online word processor, spreadsheet and presentation editor that enables you and your students to create, store and share instantly and securely, and collaborate online in real time. You can create new documents from scratch or upload existing documents, spreadsheets and presentations. There’s no software to download, and all your work is stored safely online and can be accessed from any computer.

Drop Box is another “up and coming” tool.  (free but some paid options)

From WikiPedia (cloud): Dropbox is a file hosting service operated by Dropbox, Inc. which uses cloud computing to enable users to store and share files and folders with others across the Internet using file synchronization. See video explanation of DropBox here on YouTube (also cloud).

Another cloud-based tool is eBOARD (sponsor of this blog).  This cloud-based software works as a subscription.

It has several “modules’ like for strategic planning, meeting agenda management, and leadership evaluations, but the neat thing is that these plans, agendas, policies and evaluations are “inter-connected.”  So you can easily see on an evaluation how you performed on your plan, or which goal of your organization is being address for a specific topic for a meeting agenda.

This type of collaboration and alignment is next to impossible without the use of this type of technology.

Who cares?  YOU should.  Given the financial constraints and inefficient infrastructure we are working i, we HAVE to find ways to do more with less and to collaborate more.

Our traditional ways of doing our work MUST change even if that means moving out of our comfort zone.

References and other recommended articles related to this blog:

Bright Hub: The Advantages of Cloud Computing

Gartner: Cloud Computing and K12 Education

School CIO: Georgia Schools Expand Use of Cloud Technology

ISTE: Computing in the Clouds

EdWeek: Cloud Computing Tagged as Technology to Watch

Scholastic: Better Accreditation Process

What cloud-based tools have YOU found useful for YOUR organization?  What have you found as advantages (or disadvantages) compared to traditional software and local data?  Please share.

If you’re like me, you’ve attended your fair share of meetings (staff meetings, board meetings, cabinet meetings…you name it.) Most of these meetings have had an agenda but many agendas were just SKELETONS, or basic outlines of the topics that will be presented, discussed or acted upon. So as we’ve had access to technology tools, meeting agenda content has had the potential to be changed.  But how? And for the BETTER?

I’m sure we’ve all spent valuable time listening to someone read their powerpoint slides to us.  PAINFUL!

And unfortunately some folks use technology to create (and distribute on paper) massive amounts of documentation.  So much for going green or paperless!

Here are some tips I have for those of you who have started using meeting agenda management software (like eBOARD).

(1) Don’t just give folks a skeleton of the agenda.

Each agenda item should include at least a SUMMARY of the topic, which of your organization’s GOALS this is related to, who is the principle CONTACT for this item and, IF there is a RECOMMENDATION (or action), state it briefly and word it how you would like the motion to be.

Here is an example of what I mean:

(2) Don’t just give folks the supporting documents ONLY!

Posting an agenda in this manner makes it more difficult for your meeting participants to quickly access and grasp the main points of the item. Additionally, they will have to open each attachment individually to see the contents.

I recommend that you should only use Supporting Documents (like PDF’s) for true supporting documents. I like to think of an agenda like a skeleton and the supporting documents like a purse, scarf or an accessory. They are nice to dress up an agenda item, but not quite as important as the muscles, skin and clothes!

I know, I know. It takes time to “flesh out” an agenda!

Well, here are some OTHER things to consider about agenda development using technology.

• Agenda items can be ASSIGNED to others to complete and submit. Most agenda management tools will allow you to ASSIGN someone to fill out the necessary fields and then submit the item for approval. This responsible person should easily already KNOW this information and should be able to complete it in just a couple of minutes.
• Fleshing out the agenda can make your meetings smoother and quicker! If the basic information is easy for attendees to have reviewed IN ADVANCE, the verbal presentations can be much shorter. You could spend more time discussing items, deciding or acting on them! Plus folks can usually use the technology to take notes online without the need to print and handwrite notes.
• Search tools enable folks to find information WHEN they need it ON THEIR OWN! Most agenda management tools offer a way to search for items. So the next time someone wants to know when we last discussed the bus routes and want the details for that info, they can simply search for “bus” and they can find it themselves. Personally, I LOVE this. At the time we discuss something I’m usually clear on the topic, but 3 months later (or even 3 days), I just can’t recall even the basic information. Having access to fleshed out meeting agendas keeps everything in one easy to find place.  And those who missed the meeting can still access the materials!
• Agenda management can keep everyone focused and aligned. If your agenda items ALWAYS include a GOALS field linked to the related goals, it makes it very easy for everyone (board members, staff or public depending on the meeting) to see how this agenda item relates to the overall goals of your organization. This is CRITICAL because if you (the item submitter) are not sure how this relates to your strategic plan, perhaps it’s not such an important item after all!
• It can make minute-taking a snap. If you have the basic information in the correct fields, the minutes can be shorter.  ALSO depending on the  tech tool you use, the pre-written recommendation can be easily moved into the minutes if you use this particular agenda item field!  Minutes can be published as soon as you need them to be (yep, in just minutes!)

At the eBOARDsolutions User Conference in March 2011, I co-presented with Dr. Valery Hall of the Forsyth County Public Schools in Georgia. In her role of assisting both the superintendent and the board of education, Valery is integrally involved in preparing the agendas for their board’s meetings. Thus, our session involved agenda preparation and effective meeting management since I served as board chair of my local system in Harris County, Georgia for eight years. The preparing of the agenda with appropriate input is critical in providing for focused meetings aligned to the plan of the school system. Valery’s board is using technology tools for this task; my former board does as well.

Managing the work of a school system can be a daunting task. And, board members can get “off track” and not adhere to their roles and responsibilities. As a board navigates through a carefully planned agenda and has immediate access to attachments with data and information for each item, the board can then make informed decisions. Student achievement stays at the forefront. A best practice is demonstrated in modeling why the business at hand is important and then trusting and empowering the superintendent and his/her leadership team to carry out the work.

Valery and I may have separate lenses through which we come to the table in our school system roles. But, most importantly, we share a common vision for what public education should be—equitable and excellent for all children.

Let’s face it. Not all board members are tech savvy.

But more and more, it is so important that leadership can use technology to access important information (such as online meeting agendas, policies as well as news, registering for conferences…the list is endless).

But what about the board members who’ve been led to the water but just won’t drink (for whatever reason). Do we try to force, shame, cajole… or should we look realistically at the tools themselves?

Perhaps the answer is in the newer simpler tools that are becoming available now.

Oooo, maybe…. like the iPad.

What? An iPad is for young, cool students who like to download gaming apps, watch netflix videos on the bus and check their facebook status.

Maybe not. According to a recent report on CNN called “The iPad is for Grandparents”

“First and foremost, the iPad is incredibly simple to use, and easy to learn. (After more than 100 days of owning one, I love it.) For older people, or especially for inexperienced computer users, that’s very helpful…”

and the story also said,

“Second, the iPad is easy for the sort of stuff we imagine our grandparents would want to do with it: Reading the web, e-books with large-as-you-want-it text, magazine articles, and email; looking at photographs and videos; filling out crossword puzzles; and writing short messages.”

Imagine an iPad with your board members. With it they could easily access meeting agendas to read up on items (at home or at work) prior to a board meeting. They could take notes on items. During the meeting they follow along with the agenda with an inconspicuious little rectangle laying on the table. (Less “in your face” than a laptop screen would be.)

So maybe iPads for board members is a very good idea. For the young and tech savvy and also for the ones who, well, let’s just say they’re not reading this blog.

And btw, eBOARD runs on an iPad.

Other related links:

Press release of eBOARD Meetings app for the iPad

Video of Ann Crow (board member of Forsyth County) explains why and how she got started using technology tools a board member.

Fun video showing features of eBOARD Meetings  app for the iPad

Story of a school board in Albertville City Schools in Alabama who are using iPads.

That’s not new to me. As a mother of three kids of the teenage persuasion, you think I’d have learned my lesson with the wording of my questions. For example, in the past, I’d ask one of my kids, “Hey, did you put your clothes up?” And they would almost always answer “yes.” Until I verified.

• They (the clean clothes) are still in the laundry basket but at the top of the stairs. (“You SAID did you put them up. I thought you meant upstairs!”)
• They are still in the basket but sitting in the floor inside the door of their room. (“You SAID to put them in my room.”)
• They are still in the basket but in the bottom of the closet with more dirty clothes on top of the the clean ones. (“You SAID to put them in the closet!”)

Could it really be that they don’t understand what I’m asking them to do?  Perhaps I should explain why it was advantageous to THEM.  WHY they should put their socks in the “sock drawer,” put t-shirts on the shelf (folded), hang “nice” shirts on the hanger. “So you can find your socks when you need them.” “So your shirts don’t look like you slept in them.” (Oh, well, not that that would matter to my son but just to illustrate my point.)

Well, what does all this have to do with going paperless with agendas and policies, you might ask?  I think that not only am I not asking the right question, but that most people don’t really know what the real advantages are (or could be.)

Perhaps what I really mean is “How is your district managing your meeting agendas and policies online?”

• Can people access the entire “meeting packet” or just the basic outline of the agenda?  Why is this important?
• Is there a work flow for submitting items and approving them?  What would the advantages be for this?
• Do your meeting items include the detail necessary for board members to make the decisions they need to make?
• Does your system allow for the public to comment on pending policies?
• Can the items submitter link his/her agenda items to your district’s goals? (reminding us of why this is even on the agenda!)
• Can the individual meeting agenda items be flagged as confidential so that only board members or those with access can see them?
• And most important!!! Can folks (board/public/staff) easily search for and find what they are looking for without having to download/open pdf attachments and scan through them? Specific example: can I type in “transportation” and find agenda items and/or policies that are related to policies like in a normal web browser search engine?

And overarching all this–why are any of the “bullets” above even important?

Showing accountability, efficiencies, transparency and modeling best practice in excellent in governance and school leadership is why.

But, more importantly, what do YOU think?

“How is your district managing your meeting agendas and policies online?”