Using a blog to manage information and promote communication

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Abstract

Weblogs, or blogs, are a simplified kind of content management system requiring minimal technical skills and little or no financial cost. AmeriCorps*VISTA supervisors serving with Austin Free-Net used blogs to access information for quarterly reports. The blogs also served to communicate project updates, meeting agendas, and other in-house and stakeholder issues. Zafar Shah of Austin Free-Net submitted this effective practice in December 2003.

Issue

Regardless of staff size, organizations may find it difficult to communicate with each other about the status of their work in a timely, clear and efficient manner. Often, it doesn't make sense to wait until the next staff meeting to get information on the progress of certain projects and the challenges therein. Additionally, it becomes tedious and ineffectual to periodically spend time gathering or recovering information from each staff member for meetings, reports, and updates.

Action

A blog serves as an easy, quick, and clear method of communicating and documenting information internally and/or externally (among an organization's staff and/or its partners/peers). At Austin Free-Net, AmeriCorps*VISTA members:

Used the Easyjournal blogging client to share narrative information (reflections, comments, questions, and anecdotes) about their work for the benefit of each other and the Free-Net staff.
Posted a bi-monthly report that addresses their work plan for supervisors and the organization's executive director to access for quarterly reports to funders and the Corporation.
Created a constantly updated, centralized, archived, shared repository of information that anyone on Free-Net's staff (and anyone who has the URL) can read at anytime.

To implement a blog, consider the following free (or inexpensive) blogging clients such as:

Context

Blogs are a simplified kind of content management system requiring minimal technical skills and almost no financial cost. As a web-based, point-and-click tool, blogs have made text-and image-driven web publishing easy. Blogging is as much a social phenomenon as it is a technological advance. Probably the best way to understand weblogs is to investigate a few.

Since 1995, Austin Free-Net has worked to ensure that underserved communities of Austin, Texas, can access and effectively use the Internet and computer technologies in public spaces. Austin's residents rely year-round on Austin Free-Net-supported computer labs and classes in their neighborhoods. In 2004, Austin Free-Net hosts 40 public computer labs and computer classes available free of charge at public libraries, community centers, and public agencies. Also, a growing number of nonprofits and community-based organizations rely year-round on Fix-Net technology services, a project of Austin Free-Net. Fix-Net provides technical assistance for non-profits, offering affordable, dependable technology assistance.

Outcome

The AmeriCorps*VISTA blog has not only made documentation and knowledge-sharing easier for Austin Free-Net's staff, but has made the work and thoughts of committed AmeriCorps*VISTA members available on the world wide web.
The AmeriCorps*VISTA blog has produced information used by clients, partners, and people whose only experience with the organization has occurred via the blog.
One of Austin Free-Net's AmeriCorps*VISTA members serialized a white paper in progress via the blog. This information was used by partner organizations and other community technology practitioners nationwide, and it also informed people without community technology resources in their own local communities.

Evidence

Using a blog has substantially reduced the amount of time Austin Free-Net staff have needed to write reports, grants, and press releases.
The success of the blog is also evidenced by comments left by readers of the AmeriCorps*VISTA blog.