Rudaí23 thing#16: collaboration tools

Google Drive: an example of an easy-to-use collaboration tool

I have used Google Drive previously when working with a library career development group, primarily as a means to easily read and transmit documents between committee members. It's an absolutely invaluable resource, but it takes time to get to grips with all that it has to offer. I also found that Google gets a bit confused if you have two or more accounts linked (or maybe it was just me). Prior to adopting Google Drive, we relied on sending around group emails. This worked until we realised that new members did not have access to older material that may be necessary for them to consult. By updating new members (and removing old) this problem is easily circumvented when using Google Drive.

Google Drive: It's more than just document sharing!

In addition to making document transfer relatively straight forward, Google Drive is brilliant at allowing multiple formats to be uploaded, as well as allowing you to work on documents within Google Drive.

Another huge plus is the 'advanced' functions that it has provided. I have a bad habit of forgetting about Google's 'advanced' options (something I like to think that everybody does). For sharing documents, this means that you can determine the privacy of the document, as well as getting a shareable link that you can use on social media.

Of course, you don't have to use Google for your collaboration needs. There are many other similar services available, most notably Dropbox, but also Microsoft's OneDrive. This article has a pretty good summary of the differences (and similarities) between the three.

Collaboration tools in a small academic library

I work in a small academic library, and there is widespread use of Microsoft Office in all levels of the college, including, of course, the library. 'Sharing' of documents isn't something that's done, at least not in the sense of collaboration tools as discussed here. Use is made of the normal drives that our colleagues have access to, and this seems to work well on a day-to-day basis.

This topic has got me thinking about what tools our students use. Group work is becoming increasingly prevalent in the academic world and I realised that I have no idea what collaboration tools students are using. This has a necessary impact on information literacy and it's something that all librarians need to get to grips with, and something that should perhaps be included in our 'how to' guides, along with instructing them on how to access databases and online journals.

Screenshot of Virginia Tech's page about collaboration tools

A good example of a library highlighting collaboration tools is Virginia Tech. Such tools highlighted include conferencing (those focused include Google Hangout, Skype, Virtual Graduate Life Center, and WebEx), shared document editing (Google Docs, Mendeley, WordPress blogging, and Zotero) as well as Bubbl.us, an interesting whiteboard tool that is free to sign up to with your Gmail account, and there is app functionability as well.

I think this is a great example of how a university is adapting to its students' needs and is making available lots of collaborative tools which a lot of people (both students and librarians) may not know are freely available.