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Managing data and managing projects

September 23rd, 2013 by Graham Attwell

I’m sure I have written about this before but it is worth retelling. I first coordinated a multi country, multi partner European project in 1995. And for the first six months as well as ending emails, all project communications were sent by post. After six months I announced I was stopping the printed postal versions and would only communicate via telephone or email. Several of the partners protested, most of them the more advanced users who had Apple computers and who feared incomparability with Windows generated data.

Over the years software and systems have evolved and so has the way we run these projects. For many years we used to write in the box entitled innovation that we would hold regular video conferences. We never did because the software never worked. Skype and other applications like FlashMeeting changed all that. Indeed, sometimes it seems like we spend all our time in online meetings.

The recent big development has been the widespread use of Cloud storage. Although some projects set up repositories using various protocols, the reality is most partners could not access or use such applications. Then along came Dropbox. But even with extra storage for introducing new users, our Dropbox free storage rapidly filled up. Some of us paid for premium accounts but unless all project partners, and more important their institutions agreed, this was of limited value.

With the Learning Layers project we started out using Dropbox this worked pretty well, apart for Dropbox’s tendency to create conflicted versions. But as free storage ran out it was decided to move to Google Drive. Although Google Drive only provides limited free storage, it only counts documents you have added, rather than including document shared with you.

At the same time we started experimenting with all kinds of other cloud and social software applications – Pinterest, Diigo, Flipboard and so on. The result – we have more shared data and more active collaboration than ever before but it is all pretty chaotic. The traditional folder and file structures and naming conventions don’t really work in an intensively collaborative and active work environment without  lot of disciple and agreement users.

Of course we do have various paid for project management systems like Basecamp and also the excellent free Trello. The former I find over structured (but that;s just me). I think Trello is great but it is hard to get other partners to use it.

I am not sure what the answer is or where we will move next. There is growing unease about the security of our data and I guess in future people may be persuaded to pay for the Cloud – especially if applications are simple to use. Or maybe we will all migrate to the new free services – mainly form China offering huge amounts of free storage.

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