Macros and Other Automation Tools: Why You Cant Afford Not To Use Them

1
Macros and Other Automation Tools Why You Cant
Afford Not To Use Them

• Carrie Preston
• Head, Serials Non-Print Cataloging
• Ohio University Libraries
• OVGTSL Annual Conference
• May 18, 2007

2
Would you wash your laundry by hand because you
dont have time to learn to use the washing
machine?
3
Benefits of Automation

• Simpler applications can
• Increase speed and accuracy
• Reduce human fatigue and boredom by reducing need
  for repetitive typing, copying, pasting, etc.
• Save human time and energy for aspects of the
  task that actually require human thought

4
Benefits of Automation

• More complex applications can
• Allow computer to remember complex sequences of
  choices among alternatives (and actions that
  follow from each choice)
• Reduce dependence on employee memory or
  time-consuming use of documentation

5
STARTFree resource?
YES Innovative BCODE3 -
6
(No Transcript)
7
(No Transcript)
8
(No Transcript)
9
(No Transcript)
10
(No Transcript)
11
(No Transcript)
12
(No Transcript)
13
What To Automate?

• Tasks which a worker performs all the time (e.g.
  daily workflow)
• Tasks which a worker performs many times,
  temporarily (e.g. large special project)
• Tasks which a worker performs rarely, but which
  are hard to remember and require heavy use of
  documentation each time

14
What to Automate?

• Tasks which involve a lot of repetitive behavior
  (e.g. typing the same thing over and over again)
• Tasks which involve a complex, hard-to-remember
  decision tree (e.g. if book has characteristic A
  do B and C, but if book has characteristic D do
  E, F, or G, depending on whether H or I is
  present)

15
Automating a Task Step 1

• List the steps taken by the employee to perform
  the task
• Be accurateinclude ONLY what the employee
  ACTUALLY does, and EVERYTHING they do
• Identify decision points (employee takes a
  different action depending on whether Condition X
  or Condition Y applies)

16
Automating a Task Step 2

• Divide the steps into three categories
• Those that dont really require human thought or
  action (includes anything thats the same in each
  performance of the procedure)
• Those that require human intervention at a low
  intellectual level
• Those that require human intervention at a high
  intellectual level

17
Automating a Task Step 3

• As much as possible, change category 2 tasks into
  category 1 tasks
• Determine whether all human-requiring tasks are
  truly necessary or add significant value to
  library records/services
• If possible, simplify or eliminate some
  human-requiring tasks

18
Automating a Task Step 4

• Determine appropriate software and create a macro
  or script
• OCLC Macro Language for Connexion Client
• General Windows automation tools (e.g. Macro
  Express, Perfect Keyboard) work with any Windows
  software
• ILS software may have some built-in capability
  to create macros/keyboard shortcuts

19
Automating a Task Step 5

• Create workflow
• List clear steps for worker to take before,
  during and after using the macro
• Ensure that worker does not spend time and energy
  repeating or double-checking tasks that have been
  done by the computer

20
Additional Tips

• Automate components of the task that are ALWAYS
  or USUALLY performed the same way
• Leave it to staff skill or training to notice
  deviations (works with skilled workers), OR
• Build in reminders to check for important
  deviations (works with unskilled workers)

21
Additional Tips

• You dont have to build the perfect program right
  away
• Start out by automating the obvious, repetitive,
  low-skill aspects of the task
• Continue to improve the macro as you notice more
  aspects that can be automated (or as your
  programming skills improve)

22
Additional Tips

• Encourage staff to be aware of what theyre doing
  and notice repetitive tasks
• If you find a staff member who is especially good
  at the process, have that person learn and
  automate other staff members workflows

23
Starting Points

• Something as simple as using standard keyboard
  shortcuts can make a BIG difference!
• Each person should
• Understand basic principles of keyboard shortcuts
  (e.g. underlined letters in menus)
• Learn commonly used Windows shortcuts (e.g. cut,
  copy, paste)

24
Starting Points

• Each person should
• Learn OCLC, ILS, etc. keyboard shortcuts for
  tasks he/she performs all the time (will be
  learned quickly and remembered easily)
• Depend on menus for tasks he/she performs more
  rarely

25
Starting Points

• For tasks too complicated for a simple keyboard
  shortcut, start exploring macro programming,
  e.g.
• OML (OCLC Macro Language) for the Complete
  Beginner, by Joel Hahn http//users.rcn.com/aardy/
  oml/lessons/
• Macro Express http//www.macroexpress.com/

26
Carrie PrestonHead, Serials Non-Print
CatalogingOhio University Librariesprestonc_at_ohi
o.edu740-597-1973http//oak.cats.ohiou.edu/pres
tonc my OCLC macro books are available on
request (will require adjustment for use by other
institutions)