Entry 1
Title: Zoom How-To Guide for Meeting Hosts
Target Audiences: Faculty and Staff
Team Members: Margarita Rincon, Vern Williams
Without much notice, the COVID-19 pandemic forced University faculty, staff and students into a remote teaching, working and learning environment. Luckily, Zoom was the collaboration tool that kept the University of Rochester community connected during unprecedented times. It was important to educate individuals on hosting meetings as security threats were ever evolving. A Zoom meeting host guide was created to support those using this collaborative platform. These were distributed via email, newsletters, social media, news posts, and University IT’s website with print options also available.
Entry 2
Title: LastPass “Get Started” How-To Guide
Target Audiences: Faculty, Staff and Students
Team Members: Margarita Rincon
LastPass is a password management tool introduced to the University of Rochester in 2020. During a campaign, a Get Started user guide was created to educate and help individuals with the application and their initial setup. The team faced the challenge of getting individuals interested in a password management tool that most were not familiar with, and showing that the initial steps and navigating the app aren’t difficult for the average user to set-up their account. These were distributed via email, newsletters, social media, news posts, and University IT’s website with print options also available. We were able to track the increase in usage following the distribution of the how-to guide based on calls to the Help Desk to request an account (part of step 1 in the guide).
Entry 3
Title: Microsoft Teams User Guides
Target Audiences: Faculty and Staff
Team Members: Margarita Rincon, Warren McGrail
Microsoft Teams is a collaboration tool introduced to Faculty and Staff to phase out the former Skype for Business tool previously used for quick informal interaction between colleagues through messaging, phone/video conversation, and meetings. The challenges faced were getting individuals acclimated with this new tool before the Skype phase-out, so folks would feel comfortable with the transition. There are a lot of great tips and tricks we wanted to share with the University community to help them get acquainted with the tool and lead them to more in depth tutorials externally on the IT’s website. The pandemic helped accelerate the demand to use this tool as it was necessary to collaborate in a work remote environment. Aside from broad announcements with links to the below user guides, managers made them available to team members not aware of the transition. As employees became required to show presence in Microsoft Teams throughout the day, it was even more important to have the resources like these guides available to users. Virtual Zoom sessions were also offered in support of these guides to walk users through each of the features. The following user guides were created for the Entry Level user, Power user and Team Owner:
Microsoft Teams “Entry Level” User Guide