PC Coord ComputerTrainingCommonTasks

Computer Training for Common Tasks:
A Proposal for On-Site “Mini” Training Sessions

for Personnel at the New Brunswick Libraries
Prepared by
Anthony C. Joachim
and
Stephanie Bartz
on behalf of the
New Brunswick PC Coordination Team
December 11, 2003

Computer Training for Common Tasks:
A Proposal for On-Site “Mini” Training Sessions for Personnel at
the New Brunswick Libraries
Summary:
As PC Coordinators at the four main units of the New Brunswick Libraries (NBL), each of us is
regularly approached with requests for information about, or assistance with, basic computer
issues. We have found, over time, that the same issues or types of issues are being encountered
repeatedly and in each of the units. This repetition of questions, both from individuals and from
groups of individuals, serves to identify common concerns that should be addressed in a more
formalized environment.
Often, it is taken for granted that all library employees have comparable skill levels, when in
fact, this is not actually the case. Users range from true novices to highly skilled programmers,
and yet there are few accessible venues for bridging this gap.
Other University organizations, such as RUCS and the Teaching Excellence Center, offer more
advanced courses on specific applications, but offer little or nothing to address day-to-day
computer concerns. There are also excellent training and development opportunities available
through the Libraries, but they also do not generally address the most common day-to-day issues.
Even in cases where relevant instructional opportunities do exist, employees are often unwilling
or unable to attend due to time constraints created by their working environment. Some common
concerns are:
• using lunch breaks for work-related activities (e.g., brown bag lunches);
• lack of available staff to cover for absences caused by training activities;
• inability to take sufficient time away from regular work to attend sessions that last for
extended periods of time; and,
• the need to allot extra time for travel and parking when sessions occur at locations other
than the home library of the staff member.
Because we are immediately available, and can answer questions on a case by case basis, we
often find ourselves instructing our coworkers on the same issues over time. Generally, this
occurs in one of two ways:
a. An issue is resolved for one employee, but is then experienced by another a short time
later, then another, etc.
b. A common issue, resolved in January, may reappear in December, requiring re-training

on the same topic.
1
Computer Training for Common Tasks: A Proposal…
While these one-on-one training sessions are commonplace for the New Brunswick PC
Coordination Team (NBPC), we would like to recommend a more formalized training
experience. Instruction on using basic Windows, managing e-mail folders, and other similar
topics has potential benefits for staff members throughout the Libraries. The core of the proposal
is the development of a series of “mini” training opportunities for the professional development
of the staff and faculty of the Libraries. These sessions would attempt to address many of the
“day-to-day” computer issues that affect library employees by using “bite-sized,” smaller
sessions than are generally used. Through the formalization of this training program, we hope to
initiate a series of training sessions and “refreshers” that will address the concerns of library staff
while circumventing some of the problems that currently prevent staff from taking full advantage
of available training opportunities.
Program:
In order to address the needs of library staff and to provide more comprehensive training in day-
to-day computer maintenance, the NBPC Team extends the following proposal:
Short, on-site sessions, coordinated with library staff availability:
It is our belief that users will be more likely to attend sessions that provide “bite-sized” portions
of information on a particular topic. These shorter and more focused sessions will allow more
flexibility of scheduling, and make attendance more convenient.
The major features of the plan are as follows:
a. 45 minutes to 1 hour long sessions. By restricting the time commitment, we can attract
attendees who do not have the opportunity to spend an extended time away from their
regular duties.
b. On-site sessions. By bringing the sessions to the 4 main NBL units (Alexander,
Douglass, Kilmer, and LSM), the majority of employees will not be required to travel,
thereby increasing the possibility that all interested parties can attend (especially where
student coverage is available).
c. Staff scheduled sessions. By coordinating class times with library staff at individual
locations, it will be possible to optimize class size and attendance. Sessions will need to
be scheduled with as much input from the libraries involved as possible. A main contact
or contacts within each library will be identified to assist with this planning.
Sessions taught by peers and coordinated through a main office:
Two essential elements of the proposal are that the sessions be efficiently coordinated and that
they utilize existing staff and faculty as trainers. The Libraries Office of Training and
Development is ideally suited to see that both requirements are met. Since there are many library
employees who possess the skills and knowledge to assist their fellow users in resolving day-to-
2
Computer Training for Common Tasks: A Proposal…
day computer issues, it seems obvious that we should take advantage of those abilities. It will be
an opportunity for staff to share their knowledge and to take a more active role in bringing all of
NBL up to a more equal skill level.
Proposed Session Topics:
• Basic Windows: • Listserv Use:

(drag & drop, right-clicking, creating shortcuts, (setting up and managing departmental listservs;
etc.) using listservs; finding out which listservs you’re
• Backing-Up Files: subscribed to)
(use of S: & T: drives, CDs, Zip drives, etc.) • Protecting Your Computer:
• File Organization: (virus scan, locking workstations, password
(using folders, logical naming, and organization) protection, etc.)
• Managing Netscape Mail: • Setting Up a Website:
(mail filters, e-mail etiquette, mail folders, etc.) (basic HTML, setting up RCI server space, etc.)
• Address Book Management: • Basic Q & A:
(mailing lists, message addressing, etc.) (question & answer session about any topic)
• Using Webtools: • MSOffice Mini-Sessions:
(SPAM filter, vacation message, quota check, (potential future sessions covering specific
etc.) aspects of the various Microsoft applications)
• Using SSH:
(checking e-mail and using FTP)
Budget
By utilizing resources that already exist within the library system, the cost of this proposal can be
kept to a minimum. Much of the budget comes in the form of staff time. Working closely with
the Libraries Training and Learning Coordinator, we hope to draw interested parties to teach
these sessions, while making their impact as high as possible by condensing the content and
timeframe of each class.
Timeline
In order to move forward and determine the viability of this proposal, communication must
immediately be established with the Libraries Training and Learning Coordinator. Members of
the NBPC Team will need to meet with her to discuss the feasibility and planning requirements
for each session.
Should the proposal ultimately be accepted, a test run will need to take place during the spring of
2004. Two or three mini-sessions will be offered for the staff and librarians at each of the four
main New Brunswick libraries. Each of these test sessions will include a short entry and exit
survey to determine user expectation and satisfaction with the classes. Users will also be
presented with a list of potential classes and asked to indicate those that are of interest, as well as
to suggest additional ideas. Ideally, additional instructors will also be identified from the survey.
By the summer of 2004, a final plan should be in place, and regular sessions can be scheduled at
each of the libraries.
11/5/2003acj, revised 12/3/2003sb

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Computer Training for Common Tasks:

A Proposal for On-Site “Mini” Training Sessions

December 11, 2003

b. A common issue, resolved in January, may reappear in December, requiring re-training

Short, on-site sessions, coordinated with library staff availability:

The major features of the plan are as follows:

Sessions taught by peers and coordinated through a main office:

Proposed Session Topics:

• Basic Windows: • Listserv Use:

11/5/2003acj, revised 12/3/2003sb

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