Play Ball! Using Technology and Language to Build a...
Transcript of Play Ball! Using Technology and Language to Build a...
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Play Ball! Using Technology and Language to Build a Team
Marty ChobotFM:Systems
Myra AgeeVanderbilt University Medical Center
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Slide 2 ©1984-2007 FM:Systems® Inc.
Enterprise Software –Two Types of Users
» Power User– Uses the system as part of their primary function for the
organization– Helps them do their job better, faster, cheaper
» Casual User– Uses the system as a support tool– Helps them get back to their main job more quickly
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Slide 3 ©1984-2007 FM:Systems® Inc.
Easy to use!? Not for me…
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Slide 4 ©1984-2007 FM:Systems® Inc.
Usability – Key Takeaway
» “Easy to use” for power users isn't typically appropriate for casual users
» “Easy to use” for casual users isn’t typically appropriate for power users
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Slide 5 ©1984-2007 FM:Systems® Inc.
Departmental vs. Enterprise Facility Software
» Both valuable and important toolsets» Step 1: Fundamentals – Get your data, processes
and technology in shape» Step 2: Build on Success - Expose the system to
internal customers, management and facility partners
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Slide 6 ©1984-2007 FM:Systems® Inc.
Enterprise Architecture
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Slide 7 ©1984-2007 FM:Systems® Inc.
Why implement enterprise software?
» Improve visibility, communication and collaboration– Fewer dropped balls– More accurate information
» Bottom line results– Move cost savings of 83%– Customer service of 97%– Facilities productivity increase of 60%
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Slide 8 ©1984-2007 FM:Systems® Inc.
Seven steps to get casual users to use your system
1. The golden rule 2. Listen to them3. Talk (Market) to them4. Keep it simple5. Keep them in the loop6. Guide them through processes AND then get out
of their way7. Listen to them some more
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Slide 9 ©1984-2007 FM:Systems® Inc.
1. The golden rule (of technology)
» Automate unto others as you would have them automate unto you
» Projects fail because people don’t:– Create value for the casual user– Communicate the value to them
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Slide 10 ©1984-2007 FM:Systems® Inc.
2. Listen to them
» Understand their needs– One-on-one meetings with key stakeholders– Focus groups– Surveys
» Build their needs into your implementation
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Slide 11 ©1984-2007 FM:Systems® Inc.
3. Talk (Market) to them
» Document and communicate the value – To them– To you– To the institution
» Don’t assume they know why the project is important
Dear Joe Customer,Automating facility service requests will benefit you, the facilities department and our entire institution.
It will help you:1. Get faster service with fewer errors2. Know the status of your requests with
instant access to service information
It will help facilities:1. Reduce costs and streamline processes2. Better track supplier performance
It will help our institution1. Save $300k a year by avoiding errors and
miscommunications2. Improve quality and safety on campus
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Slide 12 ©1984-2007 FM:Systems® Inc.
4. Keep it simple
» Ask yourself - is this easier to use than the phone? Than e-mail?
» If not, they'll call you or shoot you a note.
» Ways to share information– Forms– Views of data– Reports
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Slide 13 ©1984-2007 FM:Systems® Inc.
4. Keep it simple – create customer liaisons
» Direct Communication with Customer Groups
FM
Customer
Customer
Customer
Customer
Customer
Customer
Customer
Customer
Customer
Customer
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Slide 14 ©1984-2007 FM:Systems® Inc.
4. Keep it simple – create customer liaisons
» Liaisons for Customer Groups
FMLiaison
Customer
Customer
Customer
Customer
Customer
Customer
Customer
Customer
Customer
Customer
FMLiaison
FM
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Slide 15 ©1984-2007 FM:Systems® Inc.
4. Keep it simple -illustration
» Internal customer form» Liaison form
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Slide 16 ©1984-2007 FM:Systems® Inc.
4. Keep it simple
» What if a process can't be that simplified?– Give them opportunities to stop and come back to the task– Remember, this isn't their primary job and (surprise) if an
issue comes up on their primary job, they're going to stop using your software and take care of business
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Slide 17 ©1984-2007 FM:Systems® Inc.
5. Keep them in the loop
» Notifications– let them know when things
change– beware ONS (over-notification
syndrome)
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Slide 18 ©1984-2007 FM:Systems® Inc.
5. Keep them in the loop
» Notifications– let them know when things
change– beware ONS (over-notification
syndrome)
» Online status updates– Facilities Portal– Calendars– Floor plans
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Slide 19 ©1984-2007 FM:Systems® Inc.
5. Keep them in the loop
» Notifications– let them know when things
change– beware ONS (over-notification
syndrome)
» Online status updates– Facilities Portal– Calendars– Floor plans
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Slide 20 ©1984-2007 FM:Systems® Inc.
5. Keep them in the loop
» Notifications– let them know when things
change– beware ONS (over-notification
syndrome)
» Online status updates– Facilities Portal– Calendars– Floor plans
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Slide 21 ©1984-2007 FM:Systems® Inc.
6. Guide them
» Power users need more options and fewer clicks» Casual users need fewer options, more clicks with
guidance» Wizards
– Power users typically hate wizards– Give me a long list of things that I can hammer out because
I know what needs to go where– Stay outta my way - I'm fast!
» Context sensitive help
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Slide 22 ©1984-2007 FM:Systems® Inc.
7. Listen some more
» Get feedback as you go– Track adoption– Monitor usage– Keep listening and
improving
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Play Ball!
Using Technology & Language to Build a Team
Vanderbilt University Medical CenterOffice of Space & Facilities Planning
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Vanderbilt UniversityNashville, Tennessee
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The University
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Athletics
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Office of Space & Facilities Planning
Vanderbilt University Medical Center
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Space Management TeamCyril Stewart, VUMC Facilities PlanningDirector
Myra Agee, Space Management CoordinatorSpace
Dwight Woodard, Network ManagerTech Support & AutoCAD
David McElhanon, Architectural DrafterAutoCAD
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For the next few minutes . . .
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Confused???
Bewildered???
Overwhelmed???
Unsure???
Dazed???
Disinterested???
Apathetic???
Unmotivated???
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Tools to Play
vs.
Language of the Game
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Space Inventory Milestones:
0102030405060
1984 Mainframe
1994FM:Systems
2000 Online
2007 310 Contacts
3.5 MillionNSF
Buildings Inventoried
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Space Team Requirements:
Check & balance of data
Direct email link
Accurate data
Casual Users’ Wish List:
Easy Form
Online info & help
Floor Plan
Pick & Click
Printable report
Game Plan:Teaming together for a win-win outcome
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You are InvitedEmail Notification
Date, Time & Location
Due Date
Website Address
ID and Password
Drop in Dates
Email Address
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Help Info:
Security for the User
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Definitions & Help Info
Reports
HELP!!!
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6 Help Links
Help Links for Problems
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Help Link #2: Room Use Definitions
Summary of room types from the Postsecondary Education Facilities Inventory and Classification Manual
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Help Link #3: Functional Usage Definitions & Table of Examples
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Help Link # 6: Copy of Power Point from Training Session
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Radio Button: Populates Room Data
Drop Box Allows Click & Add of
Employee Names
Floor Plan
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Floor Plan:
Options: Pan, Zoom, Fit to Window, Zoom Rectangle & Zoom to Room.
Also provides NSF of department.
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Help: Employee List – Pick, Click &
AddHelp:
Percentage of Space Usage is
Tallied
Help: Functional Data – Pick, Click & Add
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Help: Step by Step Instructions for each section
Help: Pick, Click & Add
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Help: Employee List – Pick, Click
& Add
Help Link: Video Assistance for Each Section
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Help: Comments Box –personal blog for each
room.
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Help: Save & Work Another Day
Help: Hard Copy
Report Help: Survey Data Validation
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Help:Errors Listed
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Help: Hard Copy Report
Help: Hard Copy
Report Options
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Help: Error Free
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Help: Final Step
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Learning the language of the game . . . It pays off
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Historical informationand
building photographsare the courtesy of the
Vanderbilt University website:www.vanderbilt.edu