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digital Archives - The X Gene

IMAGE: showing the conversion to a paperless office in a chalky style, papers flying across teh screen, goign into a laptop. The background is a rough textured dark blue.

The Digital Office aka The Paperless Office

By | Education, Innovation | No Comments

It’s insane that I still get pieces of paper from people. A paperless office is more and more achievable. Here’s how you can stop losing stuff in the mail, down the sides of drawers, and make sure everything’s available with one of these:

IMAGE: a paperless office means you can use this: a search bar showing search default text

Get Paperless Files

Cloud storage, you might have heard, is everywhere. This is essential, and there are so many plugins for your email services that let you just pop attachments or even the emails themselves into your online storage. If you’re unsure, these cloud storage services are just hard drives online, accessible anywhere, wherever you like, on all your devices, and best of all, you can search easily and quickly. No more thumbing through piles of paper looking for that one document. No more out of date versions. It’s all in one place, shareable among your team, clients, suppliers, whatever. Essential! Here’s our nerdy guide to organising a cloud drive.

Google Drive | Dropbox | Microsoft OneDrive

Get Paperless Signatures

No more sending of paperwork in the mail, to get it signed and sent back; or even more annoying, scanned and emailed back; or triple annoying, printed, signed, scanned and emailed. These services let you upload a document, populate the text, date and signature boxes, or leave them blank but marked for filling in by one or multiple parties – then the finished document is sent securely to the signing parties, who can draw their own signatures into the software or browser, finish up and bam, you’ve got everything signed and filed away. Some plug in to your cloud drive, too, meaning signed documents go straight to where you want them. Most services are free, then only require payment when you have to send lots of agreements out in a month.

HelloSign | DocuSign | Adobe eSign

Paperless Notetaking

This is the final frontier. The one thing that kept a paperless office slightly out of reach: the need for handwritten notes. Drawing, doodling and scrawling is the fastest, and for creatives, often most tactile and solid way to jot ideas or details or anything. Styluses, pens used to write on tablets, have been around for ages, but fell short of pens and pencils unless you had a full blown Wacom set up. That time is drawing to a close. Fine point styluses and tablets custom built for such digital pens have finally closed the gap, and smart tech means your wrist or hand won’t get in the way. Sync your notetaking up with Evernote, Google Keep or SimpleNote, and your handwriting can even be searchable (to a point).

Samsung Note | Apple Pencil/Pro | Fine Point Stylus

 

IMAGE: A white box with its lid off, on a grey background. Communication and information

Open & Structured: How We Use the Information in Google Drive to Facilitate Communication in Production

By | Education, Innovation | One Comment

This post is about how we use Google Drive as a conduit for information and communication, and how in really understanding why we do it the way we do it, we’re actually developing the culture of our productions. Now I warn you, this is a super nerdy post. If you’re into management, information, communication or organisation, you’ll love this.

Due to much ongoing experimentation, we’ve landed on an approach that works for now, for our film crews of about 20-30 people, on projects that aren’t secret or sensitive. If you’re bigger or you wanna keep stuff secret, this may not be for you, and when we get there, we’ll see for ourselves! Regardless of size, getting a process for sorting your digital information, and nailing a cloud storage service can be tricky. Really, before you even choose from Dropbox, Google Drive, Box or one of the other services out there, you want to work out what your principles and values are in how you work with your crew. For us, it’s about

Open Access to Information, Structured Flow of Communication

The way we see it, Google’s Drive and their apps, including Docs and Sheets, combined with desktop, laptop, tablet and smart phone technology gives our crew the ability to access a film, TV or digital project’s data anywhere, anyhow. That stops a huge amount of problems – no more files kept at the office, out of reach; no more out of date pages getting mixed up with current drafts; everyone can know they’re looking at the most updated version of anything; stuff can’t get lost (as easily). With our crews, broken up around the city, rarely in one place at the same time, and often working in multiple roles, we want them to be able to access any information about our project immediately, as easily as possible.

So we treat our Drive folders as repositories of information, as consolidated as possible, with ease of access the priority. That means:

  • You shouldn’t have to click too deep in to sub-folders to find what you need.
  • Spreadsheets should make use of tabs to combine as much information in as fewer locations as possible.
  • All folders should default to Link Sharing ON – Anyone With The Link (No Sign-in Required).

Any sensitive or security-conscious files are placed in a special ‘locked’ folder that is set to Link Sharing OFF – Shared with Specific People. Then, only higher-level crew have access to that folder by invite only. But, If there’s no actual need to restrict something, then we prefer it be unbound by restriction! When a new crew member joins, we share the master folder with them, giving them access to every department’s information. It’s then incumbent on the Producer or someone from that office to walk the individual through the data that’s relevant to them.

All of this is predicated on the notion that we want people to use the digital world to find information as quickly as possible, unfettered by unnecessary bureaucratic measures. A soundie who needs to see what camera we’re using can find that information as soon as she needs it. A cast member who wants to know where we’re going next week can get location data in the middle of the night. The information is open, and we encourage each individual crew member to use the search bar, keywords, favourites, bookmarks, stars, whatever they prefer to create priority access to the information most important to them. All of this cuts out wasted time chasing information.

Structured Flow of Communication

The amount of data we amass for any one project can grow to mammoth size. Video files alone can be gigs big. With all that information, updated, added to and moved by each crew member as required, we need to keep everyone across the flow of information. That’s where structured communication comes in. There are a few different methods we employ, but the best fail-safe is the weekly conference call. If we could, we’d prefer to have a weekly heads of department meeting, around a nice big round table, with food, drink and good times – but we’re in Australia, my friend, where money for creativity is as rare as the Tasmanian Tiger. Instead, we use Skype, Hangouts or the simple phonecall (again, Australia, so shitty internet), depending on everyone’s majority preference. I’ve had people tell me they’ve taken hours and hours to get through such a call, which tells me they aren’t structuring their communication right. We have an agenda that rarely changes:

  1. The Producer first connects with the Director 15 minutes early, then brings in each Head of Dept (HoD), so by start time, everyone is on. (The Director, usually loquacious, chats with the crew as the Producer dials)
  2. After formally starting, the Producer calls on a HoD to quickly sum up what they’ve done this week gone, and what they need to do next week. No elaboration, just task lists crossed off or still open.
  3. The rest of those listening are reminded to take notes of what they need from the other departments.
  4. The HoD says they’ve finished, and the Producer throws it to the Director, who follows up with any corrections, adjustments, clarifications or additions.
  5. One by one, the Producer works through each HoD in the same way, with the Director following up. The second last is the Producer, who states their own this week/next week list.
  6. The Director is the last to state their this/next week list.
  7. Finally, the Producer goes back around the HoDs, asking each to name another department or the Director, and ask for what they need. Again, this should be quick, with any detailed discussion prompted to be followed up one-on-one outside of this call.
  8. Once everyone has had their say, the Director gives a wee pep talk, the Producer confirms the time of the call for next week, then all say I love you and hang up.

The Producer or a Production Coordinator is usually taking notes as each HoD talks through. We mark what issues there are, what actions will be taken, and who’s taking them, just to make sure after we hang up, nothing’s missed. This is kept in a single sheet, on a single tab, with each prior week pushed off to the right – all we ever use is last week’s and this week’s notes.

The point of this call is make sure everyone knows what everyone else is doing – problems get solved or are discovered to not even be problems, niggling misunderstandings are shattered to make way for crystal clarity, and everyone feels appreciated, listened to and understands how important their roles are, and how their work fits in to the other departments’ work in this big beautiful creative commercial beast. Often, during these calls, one HoD’s list answers two other HoD’s questions immediately, so we’ll hear, “I was gong to ask about blah, but that’s already answered!” Regarding our information storage, the most common expressions heard are, “I’ll put that in the drive for you” or “That’s in Folder X on the drive”. Again, we’re catching each other up on the flows of information, all coalescing in our Google Drive. It takes a bit of practice, and at first the rapid, business-like pace takes some people by surprise, but that in itself helps folks fully realise the focus and professionalism of our crew. For an hour a week, everyone is serious, determined and is openly seeking help in being great.

I’ve barely touched on the actual detail of how we use Google Drive, but soon we’ll show you how to fine tune the sharing settings in Drive to match our standard setup. The above is to emphasize that no matter what aspect of the creative process you’re fiddling with, starting with a candid appraisal of how you communicate, and what role you want information to play is crucial. Once you really know that, then the tools you need become obvious. It’s less about features and price and platform – those things come into it, but they all must respond to the answer to this question:

How Do You Use and Communicate Information?

The answer to that question will set the tone for your productions every time. We want openness and clarity in what we do, which means there’s a lot of stuff, and that that stuff needs to be made clear for everyone. Siloing information, like it’s some sort of treasured prize, doesn’t really do it for us, because each crew member is so specialised in their craft – that is their value. In order for them to do what they’re good at, they need to use their specialised brains to grab exactly what they need, and maybe a little bit more, at any time, to create their part of the project. Why slow someone down by having them request access to a document? Why delay their lightbulb moment because they’ve got no signal? We use information as a tool for our artists, and we communicate information to ensure visions are aligned. In doing so, we communicate how important that vision is and where it’s coming from, and give free and open license to our artists to use all the information they can gather to do their exceptional work. It seems to go all right for us so far.

Woman holding sign saying Don't Discount Journalism

Fairfax and the Truth About the Digital Future

By | Technology, Video Blogs | No Comments

The breaking news on our screens this morning is that Fairfax are dropping 1,900 jobs, closing the printing facilities in Chullora and Tullamarine, moving their print to tabloid format and erecting a paywall for their online sites. Our producer talks about the digital future, as seen through Fairfax’s crystal ball, and how it can help you.

http://www.abc.net.au/news/2012-06-18/fairfax-cuts-jobs-goes-compact/4076732

The dot points, for those in a rush.

  • All media are adapting to digital. Fairfax is going through that painful transition.
  • The future of all media wil be smaller, niche, not as big – and there needs to be acceptance of that fact.
  • These changes had to happen. But workers can re-skill, or use their experience and expertise to set up their own new opportunities.
  • It’s a exciting time – wild west of the web.
  • Growing, understanding, will lead to, in my opinion, a more mum-and-pop approach to the entertainment and news we love and consume.
  • Fairfax workers, realise you have skills and knowledge. Find people you can work with and create your own visions.

ABC News: Who will survive the digital future?