Hi all,
In an effort to consolidate my own free-floating OCD, here are the current projects I have underway:
1. Short term projects:
a. Automatize basic spreadsheet for immediate transference to the secretary. (75% finished)
b. Automate natural secretary points calculation (i.e., our monthly 2-point deductions) (25% finished)
c. Complete "Manual Override document (90%) and system (0%)
d. Complete "Monthly Non-Use" document (90%) and system (0%)
e. Add "Last minute cancellation" to the basic form.
f. Package "how to" documentation for the next secretary (video tutorial, pdfs, screen-shots, but more importantly, work-flow.)
g. Strategize about Blogmeister responsibilities moving forward - how to add and subtract new members, how to get the, oh, let's call it, meta-system sharable somehow (0%).
2. Longer term projects:
a. Completion of Beta complex spreadsheet and form (60%?)
b. Re-skin blog w/ 3-col format? Would lose my widgets!
c. Discussion Point: Ultimately, I think I will be able to get an "on-going" total of everyone's balances. This would enable us, if we like, of being able to base eligibility a bit differently than we usually do. Further down the road, it reduces yet another secretary task.
d. Need volunteers to work on documentation of all sorts. We need to figure out what would go here in our core rules section. Also if someone could put on their visionary thinking caps and think of the things we need that I'm not thinking of, that would be not only super for me, but would be safer and smarter for everyone.
3. Way Down The Yellow Brick Road:
a. Integrate all Google docs, forms and spreadsheets into a single application. Users would have accounts. Need coder/programmer, but not an expert one.
b. Auto-reminders to file sit reports and follow-ups.
c. Get really tight data validation.
d. Troubleshoot devices/phones.
Notes:
1. There's no point in having a system if no one ever wants a sit... come on, request people! I hope the technology hasn't been holding you back. I can always schedule the sit, just shoot me (or the future secretary) an email.
2. Need feedback, please.
3. How's the video library working out for you? I can see that seven people have seen the screencast about how to schedule a sit. Only a few have looked at anything else.
4. Schedule: No one's discussed a schedule, which is great, because while I'm motivated and happy to continue tinkering on this thing as long as necessary, I'm also grateful that I'm not working under a deadline. That said, I'm going to slow down work on it during summer, so I'd like to get the main bulk of my issues finished by June. Fingers crossed!
Monday, March 15, 2010
Friday, March 12, 2010
Beta new sit log, temp post
Do not be alarmed, this is all fake data. I'm testing. For real current point standings, look here. 
Tuesday, March 2, 2010
Point Standings, March 2, 2010
Hello all,
I've done both versions of the accounting this month, the highly gratifying 5-minute online version, and the highly unsatisfying 90 minute paper version, and, happily, everything is the same both ways. Here are your current point standings:
Again, thank you for your patience over the last month - it seems like we are ironing out the final wrinkles, at least from the sitters' end. I hope to make the secretaryship stuff easier in the month ahead, but it would be great if you you guys could make sure that you've tried to schedule a sit. We haven't, as a group, identified who should be the correct person/s to submit a sit report, but it's kinda fun to try it (Celia's given it a whirl and it changed her life.) And please, if you have any suggestions or complaints, bring them to the meeting on Monday the 15th of March.
If anyone knows a programmer guru who would be willing to advise me for an hour, please send him or her my way!
Anyone find any fresh meat? We still need more members!!!
I've done both versions of the accounting this month, the highly gratifying 5-minute online version, and the highly unsatisfying 90 minute paper version, and, happily, everything is the same both ways. Here are your current point standings:
Karen: -7You can look at the "deep math" here at the Sit Log. The form of the sit log will change slightly as I refine the sit report form and incorporate your feedback, but the basic idea is there. Note that Jen incurred a two point loss for non-use and that Celia and I still haven't paid ourselves from the bank for our bonus points.
Jen: -9
Kevin: 5
Laura: -4
Celia: 3
Eric: 1
Bank: 23
Again, thank you for your patience over the last month - it seems like we are ironing out the final wrinkles, at least from the sitters' end. I hope to make the secretaryship stuff easier in the month ahead, but it would be great if you you guys could make sure that you've tried to schedule a sit. We haven't, as a group, identified who should be the correct person/s to submit a sit report, but it's kinda fun to try it (Celia's given it a whirl and it changed her life.) And please, if you have any suggestions or complaints, bring them to the meeting on Monday the 15th of March.
If anyone knows a programmer guru who would be willing to advise me for an hour, please send him or her my way!
Anyone find any fresh meat? We still need more members!!!
Monday, February 22, 2010
Usability issue
Problem: when the secretary assigns a sit and fine-tunes the time, an evite is re-sent to everyone (no longer necessary.)
Wednesday, February 17, 2010
How to schedule your own sit request - a video tutorial
Hello everyone,
Great news that you're using the new tools! I am happy to see it. I'm still working out a few kinks on my end, so I share any evolutionary pain you might be feeling.
One recent glitch we've had in the changeover is that people's sit requests are not appearing in our shared calendar. Please click on this link to watch a video about how to schedule your own sit request. It takes a moment or two to load, but it's not long or complicated.
Thanks, all, see you Sunday!
Great news that you're using the new tools! I am happy to see it. I'm still working out a few kinks on my end, so I share any evolutionary pain you might be feeling.
One recent glitch we've had in the changeover is that people's sit requests are not appearing in our shared calendar. Please click on this link to watch a video about how to schedule your own sit request. It takes a moment or two to load, but it's not long or complicated.
Thanks, all, see you Sunday!
Saturday, February 13, 2010
Question regarding monthly non-use
Hey, Celia, quick question -
When assessing monthly non-use, is that only for not even trying to schedule a sit? Or does it also include trying to schedule a sit and then canceling it? Or what about trying to schedule a sit and not getting any takers?
When assessing monthly non-use, is that only for not even trying to schedule a sit? Or does it also include trying to schedule a sit and then canceling it? Or what about trying to schedule a sit and not getting any takers?
Thursday, February 4, 2010
Point Standings from Feb 4, 2010
Hello all,
In reviewing the secretary book, Celia and I came to the conclusion that it would be better to be consistent with precedent and award leadership-contribution points to Celia at the END of her term. The revised point standings below reflects that change. (This has also been noted in the paper book.)
Kevin: -3
Karen: 14
Celia: -7
Jen: -5
Laura: -15
Joanna/Eric: 7
Bank: 21
In reviewing the secretary book, Celia and I came to the conclusion that it would be better to be consistent with precedent and award leadership-contribution points to Celia at the END of her term. The revised point standings below reflects that change. (This has also been noted in the paper book.)
Kevin: -3
Karen: 14
Celia: -7
Jen: -5
Laura: -15
Joanna/Eric: 7
Bank: 21
Monday, February 1, 2010
Jan-June, 2010 Secretary Rotation
The following is the secretary schedule for the first six months of the year:
Jan: Jen
Feb: Laura
March***: Eric
April: Kevin
May: Karen
June: New Member (hopefully)
***If Laura still feels the online system needs some work, she may request being secretary two months in a row. If this is the case, she could take a break from being secretary during the next rotation.
If you have any problem with your assigned month (major travel plans, etc.), please let Celia know ASAP and you will be reassigned. Thanks!
Jan: Jen
Feb: Laura
March***: Eric
April: Kevin
May: Karen
June: New Member (hopefully)
***If Laura still feels the online system needs some work, she may request being secretary two months in a row. If this is the case, she could take a break from being secretary during the next rotation.
If you have any problem with your assigned month (major travel plans, etc.), please let Celia know ASAP and you will be reassigned. Thanks!
Point Standings from January 31, 2010
Point standings for January 31, 2010 are as follows (based on Jen's numbers, ok'd by Celia)
Kevin: -7
Karen: 10
Celia: 13
Jen: -9
Laura: -19
Joanna/Eric: 3
Bank: 21
*Note that we adjusted the bank by one point to finally get Columns E and F from the paper book balanced.
Kevin: -7
Karen: 10
Celia: 13
Jen: -9
Laura: -19
Joanna/Eric: 3
Bank: 21
*Note that we adjusted the bank by one point to finally get Columns E and F from the paper book balanced.
Minutes to 1/18 Co-Op meeting
(Forgive the rather dull, outline format. Supreme Overlord, please feel free to add entertaining commentary.)
I. Revisited discussion of the need to add to members:
A. Confirmed the desire to add one family ASAP and ideally add a second one soon.
Karen reported that Melissa (William’s mom) didn’t think it would work well for them, but that Gia and Layla (Ian’s parents) had expressed some interest. Karen said that she would follow-up with them when the opportunity arrived and encouraged others to do so as well.
B. We discussed whether we should do some broad outreach via various Queens listservs/message boards, but there seemed to be a greater comfort within the group to working our own networks, so that people started the discussion pre-vetted. Everyone was encouraged to consider their contacts outside of Blvd Gardens, and Jen said she had some friends in Jackson Heights/Woodside who might be interested.
C. Karen also reintroduced the need to do some more social activities as a group so that everyone could get comfortable with each other and new members could be introduced. Laura pointed out that activities could be informal, such as a craft day, and didn’t always need to require an outing.
II. Strategies for improving and streamlining the “bookkeeping” system
A. Because of errors that occurred over the course of 2009, the secretary’s book required a major audit, which Celia managed successfully. The issue was no single problem, but an accumulation of problem’s that made things tricky to untangle. As a result, it was agreed that “the book” (real or virtual) would not be passed to a new secretary if it didn’t balance, without the leader’s review and approval.
B. To help minimize human error while at the same time making the secretary responsibilities more manageable, Laura voluntarily researched different online options for automating the process. Laura reported that she reviewed four online options, all of which had various pros and cons, but based on her research recommended an individualized blog that would cost the group nothing. Laura set up a model, which she introduced to the group and that can be accessed at: http://thebabysittersclub3000.blogspot.com/
C. Based on the group’s initial enthusiasm, it was decided that for at least one, and likely two, trial months the sits would be logged in both the hard copy secretary book AND the new online blog log, while the group becomes accustomed to the new system and decides whether to fully adopt it.
D. To help work out initial kinks, it was decided that Laura would be the secretary in February and Eric in March.
E. Laura also volunteered to walk people through the blog in small groups if they’re not comfortable doing so on their own.
F. The March co-op meeting will include a complete review of the new system and a discussion of what new policies/roles might need to be spelled out.
I. Revisited discussion of the need to add to members:
A. Confirmed the desire to add one family ASAP and ideally add a second one soon.
Karen reported that Melissa (William’s mom) didn’t think it would work well for them, but that Gia and Layla (Ian’s parents) had expressed some interest. Karen said that she would follow-up with them when the opportunity arrived and encouraged others to do so as well.
B. We discussed whether we should do some broad outreach via various Queens listservs/message boards, but there seemed to be a greater comfort within the group to working our own networks, so that people started the discussion pre-vetted. Everyone was encouraged to consider their contacts outside of Blvd Gardens, and Jen said she had some friends in Jackson Heights/Woodside who might be interested.
C. Karen also reintroduced the need to do some more social activities as a group so that everyone could get comfortable with each other and new members could be introduced. Laura pointed out that activities could be informal, such as a craft day, and didn’t always need to require an outing.
II. Strategies for improving and streamlining the “bookkeeping” system
A. Because of errors that occurred over the course of 2009, the secretary’s book required a major audit, which Celia managed successfully. The issue was no single problem, but an accumulation of problem’s that made things tricky to untangle. As a result, it was agreed that “the book” (real or virtual) would not be passed to a new secretary if it didn’t balance, without the leader’s review and approval.
B. To help minimize human error while at the same time making the secretary responsibilities more manageable, Laura voluntarily researched different online options for automating the process. Laura reported that she reviewed four online options, all of which had various pros and cons, but based on her research recommended an individualized blog that would cost the group nothing. Laura set up a model, which she introduced to the group and that can be accessed at: http://thebabysittersclub3000.blogspot.com/
C. Based on the group’s initial enthusiasm, it was decided that for at least one, and likely two, trial months the sits would be logged in both the hard copy secretary book AND the new online blog log, while the group becomes accustomed to the new system and decides whether to fully adopt it.
D. To help work out initial kinks, it was decided that Laura would be the secretary in February and Eric in March.
E. Laura also volunteered to walk people through the blog in small groups if they’re not comfortable doing so on their own.
F. The March co-op meeting will include a complete review of the new system and a discussion of what new policies/roles might need to be spelled out.
Sunday, January 17, 2010
Here's how it works
The Sit Request.
The secretary is no longer part of this process. If you want to request a sit, go to this website, click on the calendar, and then make an event for the time you want to request a sit. An e-vite style email goes out to everyone in the Babysitters Club. Check the "event details" for accuracy and thoroughness before sending.
The Sit.
Once the sit request has been made, an email is sent to everyone, and they can answer yes or no if they want to accept the sit. At that point, the secretary assumes ownership of the event, and assigns the sit by updating the google calendar entry.
The Sit Report.
After the sit happens, the sitter reports the sit via the Sit Report form. The information from the form is entered automatically into the Secretary's Book.
Monthly Reporting.
At the end of the month, the secretary goes into the Sit Log to transfer the automatically calculated points to the correct sitter (I would like to automate this step in the next phase.)
As a last step, the secretary assigns points for being secretary.
Pros of this system:
1. Utterly transparent.
2. Fairly automated, maybe 75%
3. Front end and back end reasonably intuitive.
4. Free.
5. Flexible, google-powered.
Cons:
1. There are still some manual processes should be automated.
2. Daunting first time log-ins.
The secretary is no longer part of this process. If you want to request a sit, go to this website, click on the calendar, and then make an event for the time you want to request a sit. An e-vite style email goes out to everyone in the Babysitters Club. Check the "event details" for accuracy and thoroughness before sending.
The Sit.
Once the sit request has been made, an email is sent to everyone, and they can answer yes or no if they want to accept the sit. At that point, the secretary assumes ownership of the event, and assigns the sit by updating the google calendar entry.
The Sit Report.
After the sit happens, the sitter reports the sit via the Sit Report form. The information from the form is entered automatically into the Secretary's Book.
Monthly Reporting.
At the end of the month, the secretary goes into the Sit Log to transfer the automatically calculated points to the correct sitter (I would like to automate this step in the next phase.)
As a last step, the secretary assigns points for being secretary.
Pros of this system:
1. Utterly transparent.
2. Fairly automated, maybe 75%
3. Front end and back end reasonably intuitive.
4. Free.
5. Flexible, google-powered.
Cons:
1. There are still some manual processes should be automated.
2. Daunting first time log-ins.
Saturday, January 16, 2010
Other Babysitting Co-op Softwares and Websites
I spent a fair amount of time evaluating each of these options very carefully and listing what I thought are their pros and cons. They are arranged from my most to least favorite. I've included login info so that you can check out the differences between the sitter view and the regular view (where appropriate.)
After I checked all of them out I tried the Google version, which, though unfinished, is still my favorite potential solution.
1. Smart moms
https://www.babysittingcoop.com/index.php?page=60
login as
member1@gmail.com, pw: member1
member2@gmail.com, pw: member2
member3@gmail.com, pw: member3
Pros: Very nice guy who runs it, will help us. I will forward my emails with him to you.
Cons: Not super-intuitive, but will work with our system w/out too much signal to noise. Not auto-notices to users, though Gary might be able to fix that.
2. The babysitters exchange
http://www.babysitterexchange.com/
bootsy.boutwell@gmail.com, exchange1
mike@equatorial.tv, babysitters1
Pros: Very customizable, reasonably intuitive (but not great)
Cons: Too many options.
3. Swap exchange
Awaiting evaluation login info
http://www.integratisinc.com/swapkeeper.html
check out the video demo link
Pros: Easiest, simplest interface
Cons: Software based, not web-based. Doesn't calculate number of points (I think, haven't found a way yet; customer service is not responsive.)
4. Helping Hero
Helpinghero.com
Pros: Potentially nice interface
Cons: Seems very crashy. Terrible calendar.
After I checked all of them out I tried the Google version, which, though unfinished, is still my favorite potential solution.
1. Smart moms
https://www.babysittingcoop.com/index.php?page=60
login as
member1@gmail.com, pw: member1
member2@gmail.com, pw: member2
member3@gmail.com, pw: member3
Pros: Very nice guy who runs it, will help us. I will forward my emails with him to you.
Cons: Not super-intuitive, but will work with our system w/out too much signal to noise. Not auto-notices to users, though Gary might be able to fix that.
2. The babysitters exchange
http://www.babysitterexchange.com/
bootsy.boutwell@gmail.com, exchange1
mike@equatorial.tv, babysitters1
Pros: Very customizable, reasonably intuitive (but not great)
Cons: Too many options.
3. Swap exchange
Awaiting evaluation login info
http://www.integratisinc.com/swapkeeper.html
check out the video demo link
Pros: Easiest, simplest interface
Cons: Software based, not web-based. Doesn't calculate number of points (I think, haven't found a way yet; customer service is not responsive.)
4. Helping Hero
Helpinghero.com
Pros: Potentially nice interface
Cons: Seems very crashy. Terrible calendar.
Wednesday, January 13, 2010
December point standings
On Jan 4, 2010, Celia corrected the mass accumlation of error over the last six months to come up with our current standings:
Joanna/Eric, +9
Celia/Eddie, +3
Laura/Mike, -2
Karen, -3
Kevin, -13
Jen, -15
Bank, +22
Joanna/Eric, +9
Celia/Eddie, +3
Laura/Mike, -2
Karen, -3
Kevin, -13
Jen, -15
Bank, +22
Technology Study for our group.
In addition to this blog, we have been discussing other technologies/websites.
We are considering discussing the smart moms' website at our next meeting, which is on Jan. 18, 2010.
Test Co-op:
member1@gmail.com (secretary view) password member1
member2@gmail.com (regular) pswd member2
member3@gmail.com (leader) pswd member3
Our co-op:
When you join and pay your 9 bucks, you'll need to supply this info:
Your Cooperative Name: BabysittersClub2010.
Cooperative ID Number: 27KF3VYH
laura@equatorial.tv (smartmom1)
bootsy.boutwell@gmail.com (___need to find)
We are considering discussing the smart moms' website at our next meeting, which is on Jan. 18, 2010.
Test Co-op:
member1@gmail.com (secretary view) password member1
member2@gmail.com (regular) pswd member2
member3@gmail.com (leader) pswd member3
Our co-op:
When you join and pay your 9 bucks, you'll need to supply this info:
Your Cooperative Name: BabysittersClub2010.
Cooperative ID Number: 27KF3VYH
laura@equatorial.tv (smartmom1)
bootsy.boutwell@gmail.com (___need to find)
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