Tuesday, April 30, 2013

End of the Year Wrap Up [LNL]


Wow! It's hard to believe that the last Lunch 'N Learn of the school year has come and gone!  This year certainly has moved quickly.

For this month's LNL, we decided to discuss some things that you as a staff member (whether at EHOVE or elsewhere...) should be thinking about before leaving for the summer.  Check out the list below for more information!

Voicemail
One thing that you should consider, if you have a phone in your room or office, is to set your out-of-office message to let anyone calling you kn
ow that you will be gone for the summer.  This is also good to do if you have conferences or events throughout the school year.  There are many different phone systems and many different options to do this so please contact your tech person if you require assistance.

If you are an EHOVE staff member please see this link for instructions.

Email
Now is also a good time for you to clean up old emails and organize stored one’s into folders. Most email systems will allow you to do this very simply.  For example in Microsoft Outlook Web Access, right click on the Cabinet folder and select "Create New Folder".  After you've done this simply drag and drop messages into the folder.  Also during your organizing free up some space by emptying your deleted items and go through any unneeded Sent Items.

Much like your out-of-office voicemail greeting you can set Automatic Replies for a vacation message with your email as well.  Again there are multiple ways to do this depending on what email system you use.  Check out this YouTube video for a tutorial on how to set this in OWA and in the full Outlook client.  Remember this will allow you to set a message for specific time period so you don’t have to remember to turn it on or off as well as set a different message for internal and external emails.

Be sure to explore email rules too!

File Management
File management is something you should do throughout the year but it is crucial before the end of the year.  You should prepare now for the beginning of the next school year and begin to clean up any personal file storage space that your IT department assigns you.

For EHOVE employees this would include your personal drive (P:) and any Share drive spaces that you may have (S:). You can begin by going through all of your old files and archive or delete the ones you don’t need. 

If you are unsure if you will need specific files or you would like to archive them, create a separate folder on your drive named “Archive.” Copy the files and folders you don’t need any more to that folder. When you have completed your sorting and organizing, get a blank CD(s), DVD(s), Flash Drive, or portable hard drive and cut and paste the “Archive” folder and anything else you would like backed up to the disc. Be sure that if you use a flash drive or external hard drive, that the device has adequate space. The advantage to either of these two options is that generally they can hold A LOT more files than CD(s) or DVD(s).

If you need help doing this, ask your IT department or another colleague and I'm sure they would be happy to help. 

Again performing the steps above will not only free up space on the server (Your IT people will be extremely grateful!) but it also helps you to become more organized because you'll know what files you have and where they are located which will save you tons of time in the long run!

Citrix
If your district has the privilege of using Citrix, then you know that through it you access files, network drives, and any programs your IT department publishes.  This is an amazing resource to have available throughout the year and especially in the summer if you have some things you want to get done for next year.

For information about Citrix specifically for EHOVE staff, please see this link: http://tech.ehove.net/announcements/newcitrixaddress.

ItsLearning is the Learning Management System (LMS) of choice at EHOVE and much like other LMS's, you can reuse the course you've created year to year.  To do this however there are a few things you must do.  ItsLearning has some great helpful information on how to go about doing this.  EHOVE staff see the links below for more information.

(Keep your eyes peeled for a how-to video to come! - http://www.youtube.com/user/EHOVEWire)



Wrap-up to the wrap-up...
If you follow these steps and prepare for summer and the upcoming school year, you'll do yourself a favor and save tons of time and energy when next year rolls around! 

Let us know in the comments below if you have other great tips for preparing for summer and next year. We'd love to hear about them!