USB-sticks and computer station during OST + some more..

[Diane Gibeault]

Hi everyone,

I understand that OS for very large groups (e.g., 500 to 2000)have used this
USB-stick process to accelerate the sign-in and collection of reports. If
anyone can add information on how that process for large groups may differ
from the various descriptions given so far around the use of USB, I would be
very grateful if you would share that.

I'm happy to see this topic on the list because in making the transition to
USB sticks I've met a few challenges, made a few learnings that I will share
and am still looking for better ways to work with the USB sticks.

Some of my learnings:

To avoid a new participant typing over someone's report on the desk top -
it's happened - I now save the desk top template as a Read Only document
with a default save to the Desk top - preferably a distinct folder so the
reports does not get inadvertently tempered with.

Instructions to participants are posted beside the computer and/or on the
Template document itself in a coloured box at the top, asking them to save
their report (Save As) as the report number they were given when signing up
and their last name  (e.g.., 2 Gibeault). The name helps track problems when
duplicate numbers or other possible confusion occur. When signing up for a
computer, I now ask them to indicate on the Sing-in sheet, the "Letter" that
identifies the computer they will use. I use letters instead of numbers for
the computers, to differentiate from report numbers - less confusing. This
becomes a 2nd way to track where reports are. Letters are taped to the back
of the computer screens, large enough to be seen from the News Room Sign-in
table so participants can choose the computer from a distance.

The difficulty in collecting reports with USB-sticks so we can quickly post
them on the News wall, is that before the person(s) with a USB stick can go
around to pick them up, often another participant has taken over the
computer and understandingly, they prefer not to be disrupted in their
thinking or they want to finish fast to get to the next session, so we wait.
The process with the News wall is a bit less dynamic because of that.

Some suggested we get several USB sticks. We could use them like we used
diskettes. This gives participants the flexibility to save and bring
immediately their report to the News Room for printing - like with
diskettes.

Clients I've worked with have not had the resources or the desire to provide
a USB stick for every computer + extras. For an OS using 10-15  computers we
are looking at a minimum of $30. on special with taxes, a total of $300 -
$450 CAN. I may eventually have to break down and buy a reserve myself
because the diskette technology is not going to come back.

Looking forward to hear about more ideas on this.

Diane Gibeault

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