It's Google Time

PLCS will slowly be transitioning to the Google platform away from Office 365. For some this news is super exciting and way overdue. For others, this news is scary and creates lots of questions. Over the next 10 weeks you will be receiving this weekly “Friday Google Facts”. The goal of this publication is to answer your questions and fully explain the transition plan to Google. We want to give every staff member the tools they need to help make this transition as smooth as possible.

Before we migrate to Google, it might be a good idea to get a handle on our email and understand how we can be more efficient when utilizing it in our profession. Based on some of the ideas of Kelli Smith ("How to Organize Your Inbox If It's in Shambles.”, 2019), here is how we can do it. The Google transition is a perfect time to get your email inbox organized so we don't move the unnecessary clutter.

Step 1 - Clear out the junk

We all have email that is outdated or sometimes never even gets opened. Set aside 10 minutes to delete or archive emails from subscription services, social media notifications, past reminders or event invites, newsletters, and any emails that are not relevant.

Step 2 - Create folders and subfolders

Now that we have cleared some of the clutter, it is time to move emails that do not need action but we want to keep visible. Creating a folder structure will allow you to quickly move emails and prioritize content within your email. One way to start creating folders is to look at a theme or pattern. Maybe you have several emails pertaining to parent communication, you could simply label this folder as Parent Communication and move those emails to this folder. Another common folder as a Nebraska educator is NETA, where all my Nebraska Educational Technology Association (NETA) emails go. These are just a couple examples, but you get the idea. This will also help as we migrate to Google. Your folder structure will become labels, then we can help you set filters to organize your email automatically and you can focus on actionable emails in your inbox.

Step 3 - Use a time frame rule or make a to do list for emails that require action

A time frame rule can be as simple as a two minute rule meaning that if you can answer it within two minutes, do it, otherwise move it to a to do list folder for a dedicated email time (plan, lunch, before or after school, etc.)
NOTE: you can unsubscribe or opt out of many reoccurring emails by clinking unsubscribe at the bottom of the emails.

Work Cited

Smith, Kelli. “How to Organize Your Inbox If It's in Shambles.” The Muse, The Muse, 15 Oct. 2019, www.themuse.com/advice/how-to-clean-inbox-hour-or-less.

The following questions were submitted by PLCS Staff. If your question wasn’t answered this week, it will get answered in the next newsletter.

Q: How will this effect SNAP (Supplemental Nutrition Assistance Program) programs and lunch account procedures?

A: Automated emails (such as daily lunch count reports) from various district systems like SIMS, eFinance, etc. will still be delivered to individuals or groups who receive them now. The only difference is they will be delivered to your new PLCS Google Gmail account instead of Outlook. Since emails will automatically be forwarded from existing @paplv.org email addresses to new @plcschools.org email addresses any emails received from not only district systems, but also external recipients will still be delivered to you.

Q: I have been asked to get business cards updated. What is going to be the process for this?

A: Email addresses will be changing, however, your @paplv.org email will forward to your new @plcschools.org email address. After the transition, use the business cards you have first. Request business cards when you run out. To request more cards use the request form on the “For Staff” website under common forms.

Q: How much Google Drive storage will we get?

A: Unlimited. Google Drive offers unlimited storage space for PLCS educational users.

Email your questions to plcscommunications@paplv.org and we will answer them in next week’s Friday Google Facts.

"I am very excited for PLCS's move to Google. Throughout my career and experience, Google has been strategic in its response and collaboration with educators. This has led to products which are seamlessly integrated and a workflow with the educator and student experience in mind. Google provides a collaboration and a learning platform students will recognize when they leave high school. Even if it doesn't match the exact Google product, they will understand the general concepts and be able to apply them to their own needs."

-Cynthia Stogdill, Papillion La Vista South High School Librarian

NOTICE OF NONDISCRIMINATION

The Papillion La Vista Community School District does not discriminate on the basis of race, color, national origin, sex, disability, religion, age or other protected status in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups. The following persons have been designated to handle inquiries regarding the non-discrimination policies: Students: Dr. Trent Steele, Director of Secondary Human Resources and Student Services, 420 South Washington Street, Papillion, NE 68046 (402) 537-6214 (tsteele@paplv.org). Employees and Others: Dr. Kati Settles, Assistant Superintendent Human Resources, 420 South Washington Street, Papillion, NE 68046 (402) 537-6204 (ksettles@paplv.org). Complaints or concerns involving discrimination or needs for accommodation or access should be addressed to the appropriate Coordinator. For further information about anti-discrimination laws and regulations, or to file a complaint of discrimination with the Office for Civil Rights in the U.S. Department of Education (OCR), please contact OCR at One Petticoat Lane, 1010 Walnut Street, #320, Kansas City, Missouri 64106, (816) 268-0550 (voice), or (877) 521-2172 (telecommunications device for the deaf), or email ocr.kansascity@ed.gov.