Always developing process improvements

If we add a responsibility to our plate, then we must remove a responsibility, right? It rarely works out that way. Not only do people expect us to continue to fulfill our existing responsibilities, but they also expect us to take on new responsibilities. Particularly for technology, current practice is always evolving, and new platforms and techniques appear at a rapid pace. Sometimes, we actually can let go of previous responsibilities that are now less important. More of the time, we must find a way to fit the new responsibilities into our existing, busy lives.

Perhaps a better way to make space for new work is to become more efficient at the old work. Each summer, our IT team performs routine maintenance and upgrades on all of the school and high school student computers. This is extremely time-consuming, but we have found it the best way to ensure that everyone has the correct settings and properly working machines for the start of the school year. We have given some consideration to doing away with summer maintenance completely but have consistently felt that this would cause more work during the school year, when people really need their computers to run smoothly.

Instead, we have worked each year to improve the summer maintenance process. We ask ourselves:

  • What summer maintenance tasks are essential?
  • How may we simplify our network systems to make annual maintenance easier?
  • How may we automate the summer maintenance process, so more happens automatically?
  • How may we get students involved in maintaining their own computers?

This year, the IT Team came up with a superb solution that accomplishes many of the above. We mailed a self-running DVD to each student. Over half of them ran the installer, performing the most easily automated and time-consuming tasks at home before bringing their computers into the office. The application is written in XCode using AppleScript, and the DVD includes the large installer files needed. This dramatically cut down maintenance time, allowed us to return machines to students quickly, and created more time for other IT summer work. As a result, we were more prepared for the start of school than ever before. Kudos to the whole team for inventing this process. Next year, we plan to make it entirely online and eliminate the DVD.


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