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Library Technology Services: Remote Resources

Resources from Library Technology Services, for library employees

Managing Remote Teams

In addition to technical resources, it’s ideal to have socio-technical supports for folks who are/may work remotely.

 

Working from home can be lonely and difficult. Technical tools like MS Teams can help with chat features, and zoom for connecting on meetings. Socio-technical practices like daily stand-up meetings and shared readings are useful. 

 

Programming, digital project management, and other digital teams offer these ideas:

  • Meetings for 1 hour End After 50 Minutes (and 25 for 30 minute meetings)

    • ​Working from home means no time, even for walking from one meeting to the next, so people recommend that meetings that would be an hour should end after 50 minutes (and 30 minute meetings should end at 25 minutes). Doing this gives space to breathe and be, and prevents an endless stream of Zoom meetings.

  • Daily watercooler/stand-up meetings:

    • These are short daily meetings done at the same time each day, where people literally stand-up (to encourage folks to be concise) and give their updates and plans for the day (https://www.agilealliance.org/glossary/daily-meeting/). Daily stand-ups are a best practice, and are very useful for productivity and connection. These have developed from agile programming practices and because, with so many programmers working remotely across the world, programming management practices have evolved to support remote workers.

  • Regular online social hour (can be work-related, like a reading group):

  • Informal Check-ins and Animated GIFs:

    • MS Teams has chat where people can have casual, timely conversation, and send stickers and animated GIFs.
    • Casual conversation and tools for fun conversation are fun and critically important.
  • Provide maximum flexibility:

    • See this article from Slate which reminds “Employers relying on a newly remote workforce should be offering maximum flexibility in these difficult times.” https://slate.com/human-interest/2020/03/coronavirus-working-from-home-remote-workforce-telework.html

    • Appropriate or minimal technology (the lowest possible computational power that meets the core needs) are great to remember. MS Teams may be best for some groups for some work; a text message group may be best for many more. Remember to use the technology to support your needs, and contact Library IT to have us consult with you on your needs, attend meetings, and/or participate with and support your team to help the technology enable your work and your team cohesion.

 

Remote Desktop

Remote Desktop Guide, Windows, Mac, and iPads

Windows

  1. Connect to the internet
  2. Connect to Cisco VPN client
    1. VPN server address is vpn.ufl.edu (and vpn.health.ufl.edu if connecting to the Shands network)
    2. Sign in with your Gatorlink credentials
    3. NOTES
      1. If you do not have the VPN, go to the VPN Page in any browser and sign in with Gatorlink.
      2. Download and run the anyconnect installer appropriate for your device.
      3. Once installed, run the Cisco AnyConnect Secure Mobility Client
      4. Follow the steps above.

*If you have 2 factor authentication enabled, please have your mobile device with you so you can approve the logon through the 2 factor authentication app.

The VPN service is supported by UFIT. If you encounter issues connecting to the VPN service please contact the UFIT helpdesk at  (352) 392-HELP (4357) or helpdesk@ufl.edu . This service is available 24 hours a day, 7 days a week.

  1. Run the Remote Desktop app (Windows)
  • Type mstsc into the search windows on your desktop and run the remote desktop connection application.
  • Type in the name of your computer.
    • Library computer names begin with UFLIBS and end with the serial number. The serial number is the HWID sticker on your PC.

Hardware sticker example

  • You must use the full computer name which ends in .ad.ufl.edu  For example, for HWID 13278, the PC name will be UFLIBS9K4KKH2.ad.ufl.edu

  • Once you have successfully, before entering credentials, click more option. Then enter UFAD gatorlink name and password.
  • When prompted for credentials, use your Gatorlink ID using the format UFAD\Gatorlink.You may need to click on "More Choices" on the following screen to allow you to enter your UFAD\Gatorlink account information.

Loginscreenshot

  • In some cases your login may default to a Microsoft, Hotmail, etc. account. If this happens you will need to click on "Use a different account."

  • You may also encounter a authentication/certificate message. If you receive this message, you can click "Yes"

 

Mac

  1. Connect to the internet
  2. Connect to Cisco VPN client
    1. VPN server address is vpn.ufl.edu (and vpn.health.ufl.edu if connecting to the Shands network)
    2. Sign in with your Gatorlink credentials
    3. NOTES
      1. If you do not have the VPN, go to the VPN Page in any browser and sign in with Gatorlink.
      2. Download and run the anyconnect installer appropriate for your device.
      3. Once installed, run the Cisco AnyConnect Secure Mobility Client
      4. Follow the steps above

*If you have 2 factor authentication enabled, please have your mobile device with you so you can approve the logon through the 2 factor authentication app.

The VPN service is supported by UFIT. If you encounter issues connecting to the VPN service please contact the UFIT helpdesk at  (352) 392-HELP (4357) or helpdesk@ufl.edu . This service is available 24 hours a day, 7 days a week.

  1. Run the Remote Desktop app (OSX)
  • Download the Microsoft Remote App from the App Store
  • Create a new connection by clicking New
  • Type in the name of your computer.
    • Library computer names begin with UFLIBS and end with the serial number. The serial number is the HWID sticker on your PC.

Hardware sticker example

  • You must use the full name which ends in .ad.ufl.edu  For example, for HWID 13278, the PC name will be UFLIBS9K4KKH2.ad.ufl.edu
  • Signin with Gatorlink name and password.

If you have any questions or need help, please submit a Grover or call 273-2800

iPads

  1. Connect to the internet
  2. Open the Cisco VPN app
    1. VPN server address is vpn.ufl.edu (and vpn.health.ufl.edu if connecting to the Shands network)
    2. Sign in with your Gatorlink credentials
    3. NOTES
      1. If you do not have the VPN, go to the VPN Page in any browser and sign in with Gatorlink.
      2. Download and run the anyconnect app.
      3. Once the app is installed, run the Cisco AnyConnect Secure Mobility Client
      4. Follow the steps above

*If you have 2 factor authentication enabled, please have your mobile device with you so you can approve the logon through the 2 factor authentication app.

The VPN service is supported by UFIT. If you encounter issues connecting to the VPN service please contact the UFIT helpdesk at  (352) 392-HELP (4357) or helpdesk@ufl.edu . This service is available 24 hours a day, 7 days a week.

  1. Run the Remote Desktop app
  • Download the Microsoft Remote App from the App Store
  • Create a new connection by clicking New
  • Type in the name of your computer.
    • Library computer names begin with UFLIBS and end with the serial number. The serial number is the HWID sticker on your PC.

Hardware sticker example

  • You must use the full name which ends in .ad.ufl.edu  For example, for HWID 13278, the PC name will be UFLIBS9K4KKH2.ad.ufl.edu
  • Signin with Gatorlink name and password.

If you have any questions or need help, please submit a Grover or call 273-2800

Remote Resources

Recommended resources for remote work (not all may be applicable for everyone):

  1. Download, test, and use the VPN and Remote Desktop (instructions on the Remote Desktop section of this page)
  2. Sign-in and test using Zoom from home (on the Zoom tab of this Guide)
  3. Check the guide from UFIT for needed supports.
  4. If applicable:
    1. Forward your office phone to your personal phone (instructions below)
    2. Set an auto-responded on your email noting that you are working remotely
    3. Have a chat system for chatting/messaging your team; options include:
      1. Skype for business
      2. MS Teams
        1. Sign-in to and test using MS Teams (on the MS Teams tab of this guide) for your unit/department if applicable
        2. IT is available to help you set up your MS Teams group with your team
      3. Group texting/messaging in cell phone texting

Forwarding your office phone:

Changing your voicemail greeting:

OTHER RESOURCES

In case of remote work, resources from Lauren Pasquarella Daley, Senior Director for Women and the Future of Work at Catalyst, that provide insight to managing remote teams inclusively:

Idea Exchange

The Library Middle Managers recommended that Joint Chairs discuss the question of "Are there tools for working remotely that people still need?" in order to provide an exchange of ideas (Oh, our department is using....). In support of this, Library Technology Services created this Google Doc, editable by anyone with a UFL email address and shared with Joint Chairs to help share on tools/methods people are using and for folks to describe what is still needed: https://docs.google.com/document/d/18uS3xOXrWAIiVDpueseNRGDdJwl3qwK900j2-opklmM/edit?usp=sharing

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