Collaboration Collaboration ToolsTools

Gabrielle Hammond, NTAPGabrielle Hammond, NTAP

ABA Equal Justice ABA Equal Justice ConferenceConference

March 2007March 2007

PresentersPresenters

Gabrielle Hammond, Director Gabrielle Hammond, Director LSNTAPLSNTAP

Steve Gray, NTAPSteve Gray, NTAP Alison Schlater, Pro Bono NetAlison Schlater, Pro Bono Net

Where is this PPT?Where is this PPT?

LSNTAP.Org LSNTAP.Org (www.lsntap.org/techlibrary)(www.lsntap.org/techlibrary)

What is a wiki?What is a wiki?

In a single sentence, a wiki is In a single sentence, a wiki is a web site that is created and a web site that is created and edited collaboratively. edited collaboratively.

What is a wiki?What is a wiki? Users can change, delete, update, and Users can change, delete, update, and build on the thoughts and ideas of build on the thoughts and ideas of others. others.

Although it is web-based no coding or Although it is web-based no coding or “technical” knowledge is required. “technical” knowledge is required.

Starting to use a wiki requires a Starting to use a wiki requires a sense of exploration. sense of exploration.

Analogy: a word-processor used Analogy: a word-processor used collaboratively, acts as a dynamic collaboratively, acts as a dynamic repository, retains revisions and repository, retains revisions and allows discussion.allows discussion.

Wiki benefitsWiki benefits

For people new to the idea, the For people new to the idea, the concept of anyone being able to concept of anyone being able to update and change the text of a update and change the text of a site seems chaotic.site seems chaotic.

Complex projects (see Complex projects (see Wikipedia Wikipedia - an encyclopedia - an encyclopedia done with a wiki) have proven done with a wiki) have proven the value of this tool. the value of this tool.

Some more wiki factsSome more wiki facts The way a wiki is set up and the informal The way a wiki is set up and the informal rules governing the community of users of rules governing the community of users of that wiki determine its character. that wiki determine its character.

In its ideal form, a wiki can be termed as In its ideal form, a wiki can be termed as a tool for discourse and self-correction. a tool for discourse and self-correction. On one end of the spectrum, you can have On one end of the spectrum, you can have totally open, democratic wiki such as totally open, democratic wiki such as Wikipedia and on the other end, you can Wikipedia and on the other end, you can have a personal, secure notetaking tool have a personal, secure notetaking tool accessible only to yourself.accessible only to yourself.

However, a big attraction of a wiki is its However, a big attraction of a wiki is its ability to retain a memory of the changes ability to retain a memory of the changes made to it. made to it.

What is the difference What is the difference between a wiki and a blog?between a wiki and a blog? Blogs are most often Blogs are most often individual/private individual/private effort...that allow feedback effort...that allow feedback from readers.from readers.

Wikis generally begin as Wikis generally begin as collaborations promoting collaborations promoting multiple authors. multiple authors.

Wikis in the Poverty Wikis in the Poverty Law SettingLaw Setting

Why a wiki?Why a wiki? Wikis in actionWikis in action Challenges to getting people Challenges to getting people to contributeto contribute

Praise for the wikisPraise for the wikis Wikis and Statewide websitesWikis and Statewide websites Steps for setting up a wikiSteps for setting up a wiki ResourcesResources

Arkansas Legal Arkansas Legal Services:Services:

The problem:The problem: The pro bono organizations mailed to The pro bono organizations mailed to every pro bono attorney a huge binder of every pro bono attorney a huge binder of a printed version of the poverty law a printed version of the poverty law manual ( a manual w/ 10 sections pretty manual ( a manual w/ 10 sections pretty much following the major categories we much following the major categories we deal with nationally such as deal with nationally such as Landlord/Tenant and Family law....)Landlord/Tenant and Family law....)

Cost for mailing and printing was Cost for mailing and printing was enormous, plus it got out of date pretty enormous, plus it got out of date pretty quickly since it was focused on the quickly since it was focused on the advocate providing a lot of case law.advocate providing a lot of case law.

Interim Solution:Interim Solution:

The manual was then converted to The manual was then converted to PDF and put on the website. But PDF PDF and put on the website. But PDF is bulky and takes a while to is bulky and takes a while to load ...load ...

Additionally, the website Additionally, the website coordinator could not continue coordinator could not continue to keep it updated – ‘to keep it updated – ‘just too much just too much in addition to my other jobs..in addition to my other jobs..’’

The solutionThe solution

A wiki that will be limited to A wiki that will be limited to the pro bono and legal services the pro bono and legal services community with the hopes that community with the hopes that the community will edit and the community will edit and update. update. 

https://povertylawmanual.wikispahttps://povertylawmanual.wikispaces.com/ces.com/

Legal Aid of Southeastern Legal Aid of Southeastern PennsylvaniaPennsylvania

The problemThe problem Telephone Intake manual and Telephone Intake manual and Staff manual required constant Staff manual required constant changes to a printed manual. changes to a printed manual. Staff manual---everyone Staff manual---everyone throughout the program had throughout the program had different versions, depending different versions, depending on which updates they had on which updates they had actually kept.  actually kept.  

Legal Aid of Southeastern Legal Aid of Southeastern PennsylvaniaPennsylvania

The solution:The solution: ““I checked out the NTAP info on I checked out the NTAP info on wikis, and was drawn by the wikis, and was drawn by the claim that creating a wiki claim that creating a wiki could be as easy as making a could be as easy as making a peanut butter sandwich.  I peanut butter sandwich.  I figured I’d see if that was figured I’d see if that was true, and it was.true, and it was.””

Legal Aid of Southeastern Legal Aid of Southeastern PennsylvaniaPennsylvania

The result:The result:

A wiki with:A wiki with: Organizational informationOrganizational information Help Line ManualHelp Line Manual Staff DirectoryStaff Directory Substantive Law resourcesSubstantive Law resources Other ResourcesOther Resources

Michigan Reentry Law Michigan Reentry Law Wiki Wiki

The problem:The problem: A printed manual that needed A printed manual that needed updating and additional updating and additional information, cost of printing information, cost of printing and mailing.and mailing.

Do you see a theme….?Do you see a theme….?

Michigan Reentry Law Michigan Reentry Law WikiWiki

The The solution: solution: An An extensive extensive wiki of wiki of reentry law reentry law resourcesresources http://reentry.mplphttp://reentry.mplp.org/reentry/index..org/reentry/index.php/Main_Pagephp/Main_Page

Michigan Reentry Law Michigan Reentry Law WikiWiki

The result: The result: Extensive content, links to Extensive content, links to other websites, documents other websites, documents uploaded.uploaded.

20 editors, an editor training…20 editors, an editor training…3 contributors. 3 contributors.

The wiki challenge: The wiki challenge: CollaborationCollaboration

Biggest barrier is getting Biggest barrier is getting multiple people to contribute multiple people to contribute and edit?and edit? Why?Why?

Unstructured?Unstructured? Uncomfortable with formattingUncomfortable with formatting Fear of “breaking something”Fear of “breaking something” Not the “normal” way of doing thingsNot the “normal” way of doing things

The wiki challenge: The wiki challenge: CollaborationCollaboration

How to overcome that?How to overcome that? Plan and startup a basic outline, people Plan and startup a basic outline, people often balk at a blank page.often balk at a blank page.

Basic formatting training – include hands-Basic formatting training – include hands-on exercises and include a “cheat sheet”on exercises and include a “cheat sheet”

Let people know it can’t be brokenLet people know it can’t be broken Ask specific people to contribute specific Ask specific people to contribute specific content – be available to answer questions.content – be available to answer questions.

Start with something easyStart with something easy Recipe wiki (every adds their favorite Recipe wiki (every adds their favorite recipe)recipe)

Addressing the Addressing the challengechallenge

Encourage use of the wiki -Encourage use of the wiki - Standard email reply: “That would be Standard email reply: “That would be a great thing to post to the wiki….”a great thing to post to the wiki….”

Promote use of the wiki as a Promote use of the wiki as a resourceresource

Acknowledging wiki usageAcknowledging wiki usage Identify a few key content editorsIdentify a few key content editors Wait for the paradigm shiftWait for the paradigm shift

A successful example: A successful example: FEMA AnswersFEMA Answers

The problem: The problem: In the wake of hurricanes Katrina In the wake of hurricanes Katrina and Rita attorneys around the and Rita attorneys around the country needed a place to gather and country needed a place to gather and share information related to FEMA share information related to FEMA assistance.assistance.

A wiki was set-up and attorneys A wiki was set-up and attorneys across the country began across the country began contributing content.contributing content.

http://www.http://www.femaanswersfemaanswers.org/index..org/index.php/Main_Pagephp/Main_Page

A successful example: A successful example: FEMA AnswersFEMA Answers

Wiki praisesWiki praises

The online aspect of manuals in an The online aspect of manuals in an easily updatable format is worth it easily updatable format is worth it (even without multiple contributors).(even without multiple contributors).

Wiki “admin” praise the fact that it Wiki “admin” praise the fact that it is easy to use without technical know-is easy to use without technical know-how.how.

With email volume constantly With email volume constantly increasing a wiki provides an increasing a wiki provides an alternative to cluttered inboxes.alternative to cluttered inboxes.

Wikis and Statewide Wikis and Statewide WebsitesWebsites

Consider wiki use in conjunction Consider wiki use in conjunction (not duplication) of a statewide (not duplication) of a statewide website.website.

Wikis may be appropriate for large Wikis may be appropriate for large (manual) content not easily placed (manual) content not easily placed on a statewide websiteon a statewide website

Wikis may be used to develop Wikis may be used to develop content for a statewide websitecontent for a statewide website

May be used for taskforces or May be used for taskforces or working groupsworking groups

Setting up a wiki:Setting up a wiki: Decisions:Decisions:

Software and Hardware (For more Software and Hardware (For more information see: information see: www.lsntap.org/node/1061www.lsntap.org/node/1061) )

Content: Creating a general outline of Content: Creating a general outline of how you want the navigation to work how you want the navigation to work makes it easier to add information, and makes it easier to add information, and to organize it in a user-friendly way. to organize it in a user-friendly way.

Access – Open, Password protected, Access – Open, Password protected, Editorial privileges password Editorial privileges password protected.protected.

Editorial PoliciesEditorial Policies

Wiki in action….Wiki in action….

1.1. Open a new browser window on Open a new browser window on your desktopyour desktop

2.2. Go to: Go to: http://becky.wiki.lstech.org/index.php/Whttp://becky.wiki.lstech.org/index.php/Wiki_Trainingiki_Training

3.3. Click on the edit tabClick on the edit tab

4.4. Add content!Add content!

5.5. Remember to “Save Page”Remember to “Save Page”

ResourcesResources Mediawiki Editing CheatsheetMediawiki Editing Cheatsheet (PDF) (PDF)http://lsntap.org/sites/lsntap.org/files/NTAP%20Cheatsheet%20on%20Wihttp://lsntap.org/sites/lsntap.org/files/NTAP%20Cheatsheet%20on%20Wikis.pdfkis.pdf

Setting up & Using a WikiSetting up & Using a Wiki http://lsntap.org/node/1062http://lsntap.org/node/1062

Why Do We Care About Wikis & What Are TheyWhy Do We Care About Wikis & What Are They??

http://lsntap.org/node/1020http://lsntap.org/node/1020

All about MediawikiAll about Mediawikihttp://lsntap.org/node/1018http://lsntap.org/node/1018

Sample Wikis Used in Legal Services & BeyoSample Wikis Used in Legal Services & Beyondnd

http://lsntap.org/node/1021http://lsntap.org/node/1021

Practice Sandbox for this TrainingPractice Sandbox for this Traininghttp://becky.wiki.lstech.org/index.php/Wiki_Traininghttp://becky.wiki.lstech.org/index.php/Wiki_Training LSNTAP Resource Center Section on WikisLSNTAP Resource Center Section on Wikis