Improving the Review Cycle: Concurrent Editing Mike Sawyer Slideshow: presefy.com/akambe

Scope Overview of review types Get up and running quickly Common review tools

What are collaborative reviews? Team-based (togetherness. aww.) Interactive High visibility

Types of collaborative reviews

Distributed (Shotgun)

Easy to start, hard to process Complicates Q&A You become moderator Asked Qs you cannot answer Qs not directed where they should More communications burden

Effective distributed reviews: Microsoft Outlook Attach a reminder: 1.Message ribbon > Follow Up > Add Reminder. 2.Start date, Due date, Reminder date. Also: Assign Task

Effective distributed reviews: MS Word Enable Track Changes first. Combine multiple reviews: 1.Review ribbon > Compare > Combine revisions from multiple authors. 2.Follow prompts. 3.Repeat for each additional review. 4.Redistribute.

Effective distributed reviews: PDF via Combine multiple reviews: 1.Open original. 2.Comments window > Options > Import Data File. 3.Follow prompts. 4.Re-distribute.

Effective distributed reviews: Acrobat Send Review 1.No shared location required. 2.Under Review and Approve tools, Send for Comments > Open. 3.Follow prompts to add users (incl. Outlook) > Send Invitation. Users open PDF straight from the , click Send Comments when done. You can re-distribute.

Effective distributed reviews: Acrobat Send Review

Consecutive (Linear)

Chain of reviewers (Weak link snag) Peer pressure on reviewers Invites more collaboration Single copy to process (no synth) Lengthy review cycle Early reviewers have less visibility to annotations

Consecutive review checkoff Word or PDF Use form fields Make first page Project title, due date, originator, reviewers, “Completed” checkbox, notes, etc.

Consecutive review checkoff Word or PDF Use form fields Make first page Project title, due date, originator, reviewers, “Completed” checkbox, notes, etc.

Concurrent (Parallel)

Most ideal New process, outside of familiar realms More staging work Adoption may be difficult

Promoting concurrent reviews Buy-in & support from management (get a “champion”) Refer to “normal” review problems Persistent pressure Use within your domain Jump starting adoption: imminent deadline, no alternative, but thoroughly stage and test

Concurrent reviews: What you’ll need The tool of choice Central/Shared storage location Network connectivity

Google Docs Network: Internet Storage: Google Drive Requirements: Google login Advantages: Ease of use No software install required

Using Google Docs 1.In doc, click Share in upper-right corner 2.Enter s of reviewers and editing rights

Annotate.co Network: Internet Storage: Annotate.co Requirements: Admin paid account Old version: a.nnotate.com Advantages: Ease of use No software install Graphics annotation support Supports many source formats

Using Annotate.co 1.Upload document. 2.In your workspace, open document. 3.Click Share, then select users. Reviewers click words or graphics, enter comment, format box.

Acrobat: Shared Commenting Network: Private network, Internet Storage: Private network, cloud Advantages: Rich markup tools Ubiquitous software (including Adobe Reader) Might be familiar interface for reviewers

Acrobat: Shared Commenting 1.Store in shared location 2.Open in Acrobat DC 3.Under Review and Approve tools, Send for Comments > Open. 4.Specify location, follow prompts to add reviewers (incl. Outlook). 5.Admin can track comments.

Acrobat: Shared Commenting

SharePoint/Office 365 Cannot turn on Track Changes while it’s on SharePoint Turn on Track Changes before uploading After reviews, download the document Changes are visible, color coded

Webworks CloudDrafts Not annotations, actual edits Each “save” is recorded as a “draft” Powerful draft comparison tools Can take a snapshot of project at any point and easily publish

Tracking Tools Provide accountability, oversight Confluence, Rally, Trello, etc. Issue Tracking, Bug Tracking, Help Ticket, Help Desk, Project Management Feature: Reminder /text/task Can use separate Outlook with Follow Up Reminder set

Best Practices Be tenacious about accountability Help ticket/bug tracking tools (for accountability and signoff) Consider separating required from recommended reviewers Include a champion in initial reviews to model participation Boilerplate invites and instructions

More Resources bit.ly/reviewtogether This PowerPoint deck Proceedings article (updated from published) Links to more in-depth tutorials

Q&A & Contact Info QUESTIONS? Mike Sawyer