Tag: work from home

  • Online Learning – How’s It Treating Us?

    So as we begin to wrap up our term online, we can start looking towards the future. That bright, shining future which right now is as clearly visible as a tarnished penny dropped in a glass of chocolate milk.

    Basically, now seems like a pretty good time to be looking back on what we’ve been doing. What are the benefits? What are the drawbacks?

    I reached out to a couple of people for their experience doing online learning this term, and had two trusted and reputable individuals agree to answer a few questions of mine. One, Justin Soll, is a senior Math major, and the other, Jonathan Lafky, is a professor in the Econ department. Both agreed to be named in this post, and neither were compensated for their time, though they do have my eternal gratitude.

    While (as I said) I’m extremely grateful to both of them for taking the time to answer, it’s important to note (and I’m sure they would agree) that a sample size of two is pretty small, so most of this information will be anecdotal. Still, it’s an important perspective to have.

    The Student Side

    Soll’s main takeaway was that “Online learning has been better than I expected it to be… [but] I definitely prefer in person classes over online regardless of what’s going on”. He mentions breakout groups as an unintentional benefit of having class over Zoom, as the ability to actually separate from an otherwise noisy classroom helps him keep on task with his groupmates. The flexibility of asynchronous classes is also a perk; he prefers to ‘attend’ class during its usual timeslot, but can see how others would benefit from the flexible scheduling.

    Asynchronous classes also come with some drawbacks — Soll notes that in one of his classes, which meets asynchronously but assigns weekly group work, “After the first meeting one of my partners just never showed up or contributed ever again.” (He continues “Hm… actually when I put it like that it sounds a little concerning”.)

    For synchronous classes, he mentions feeling a pressure to look “immaculate” on camera in case someone is checking out his video screen, as well as the distractions that come with the ability to tab out and do something else during lecture. The mental energy it takes not to give into distraction also prevents him from engaging fully in class.

    On the tech side, Soll mentions that technological problems have definitely impeded his learning. Most particularly, high internet traffic which happens during the work and school day slows down or even stops his internet for minutes at a time, which results in Zoom actively removing him from the classroom.

    As a senior, Soll feels particularly disappointed, since he set up his class schedule in anticipation of a fun senior spring term. All the classes he signed up for were interesting electives where he would be working with friends, and one class in particular (now made asynchronous) indicated that it would be a lot of group work and no lectures. Meanwhile, the mandatory S/CR/NC policy means that while he’s putting in a lot of effort because he’s excited about his classes, he doesn’t feel the same pressure to deliver polished work which might earn a higher grade.

    But overall? “From my perspective Carleton has made the best of an awful situation,” says Soll. “As far as the transition to online learning has gone, Carleton has done fantastic. I feel like the CSA is taking a greater lead than the administration in terms of emotional support and stuff to students, but I see that as the system working as intended.”

    The Professor’s Side

    Lafky’s perspective on the classroom experience related more to how he understands his students, saying that “I’ve found it to be more difficult to gauge student comprehension on the fly… It’s much harder to read those subtle cues on a video call.” This lack of visible feedback would be extra impactful for professors teaching asynchronously, like Lafky, since only in-person office hours would provide the chance to talk to students one on one.

    However, he also notes that asynchronous teaching has benefits in addition to its drawbacks: “…Teaching asynchronously has made me think more carefully about the different topics that I cover, how all of the concepts fit together, and how they can be disassembled into short stand-alone lectures. I think this will sharpen the way I think about structuring my classes even when we’re all back in person.”

    Technologically, he feels that Carleton’s support for the transition to remote teaching has been “really excellent”, citing the new hardware necessary to teach, the resources to create and edit video lectures, and familiarity with unusual Moodle features that help structure the online course. “ITS and the LTC have provided amazing support on all three fronts, for which I’m very grateful.”

    The Results of Online Learning

    The general consensus seems to be that online learning is doable — not great, but doable. If this is how we have to proceed next year, we’re better prepared and better practiced, and we know what to expect.

    I’d be interested to see a comparison between professors who teach synchronously and who teach asynchronously (and if there are any professors who do both). What are the impacts on one’s schedule, and what risks (technological, environmental, etc.) come about as a result of either practice? It might also be interesting to survey students to see how workloads differ by department and synchronous/asynchronous classes, particularly under the mandatory S/CR/NC policy. (And will such a policy continue, if online learning persists into the future?) Alas, I won’t have time to conduct those investigations myself — much like Justin Soll, I’m a graduating senior this term!

    Once again, I want to extend my thanks to Justin Soll and Jonathan Lafky for taking time out of their schedules to answer my questions. This is a busy and stressful period for everyone, and it was immensely kind of them to do so.

    And hey. If there’s one thing Carleton’s known for, it’s our strong community and supportive culture. That doesn’t go away just because it’s happening over Zoom these days.

  • Zoom’s Downsides in Regards to Privacy

    I’ll admit I’m a bit late in writing this blog post – classes have been going for three and a half weeks, we’re almost at the midterm point, and we’ve been on Zoom the entire time. But better late than never, I suppose.

    You may or may not have heard about people’s concerns when it comes to Zoom. There have been issues of hacking, security flaws, and sloppy design that have led to major privacy issues, causing many people to lose trust in the service. Zoom has put out some updates meant to address these issues, as well as made several public apologies. Additionally, their privacy policy looks extraordinarily transparent, at least at first glance (though it’s worth noticing that it seems to have last been updated in March). But what does all this mean for Carleton?

    Zoom’s fixed some stuff. There’s other things they need to look at. But what does this all mean for Carleton?

    What’s in the Past

    Meeting rooms have a number associated with them that people can use to join those rooms. If you have the number, you can use it. This is a problem if the number gets out, especially if you use the same number for every meeting of a certain type (which happens a lot for repeatedly scheduled meetings).

    There’s not a ton that can be done to stop this, since it’s the core concept, and people do need to know the number sometimes — but Zoom did fix a previous issue, where the meeting room number was displayed prominently in the video screen. This meant that any screenshot of the video chat would contain it, which made it way easier to get out. That’s over now. You can find the meeting number if you try, but it’s not visible by default anymore.

    The controversial attention tracker is also gone. Basically, Zoom had a feature where, when enabled, if the Zoom window was not your primary window for more than 30 seconds, it would alert the meeting’s host. This was bad from a general privacy standpoint, but also not particularly accurate for people who have multiple windows open at a time — say, to take notes during a work meeting.

    They’ve also included a note in the banner that says when a video call is being recorded by the host. It’s a small red light in the top right corner, next to the word “Recording” (though as far as I know, the only current ways to opt out of being recorded are to mute your audio and video, or to leave the call).

    Two new features introduced specifically to combat ‘Zoombombing’ (the sudden entrance of bad actors into a Zoom call through a leaked meeting ID or link) are automatic waiting rooms and the ability to prevent banned users from rejoining. Zoom waiting rooms make people wait to be admitted to the meeting, rather than letting them join whenever, and if a user is kicked out for bad behavior, there’s an option to prevent them rejoining entirely.

    Concerns about data being shared with Facebook are now addressed as well. Previously, Zoom sent analytics data to Facebook, even for users who had not logged in using their Facebook account. They made a comment addressing this, saying, “Zoom takes its users’ privacy extremely seriously. We originally implemented the ‘Login with Facebook’ feature using the Facebook SDK in order to provide our users with another convenient way to access our platform. However, we were recently made aware that the Facebook SDK was collecting unnecessary device data.” Since I can’t find updates about this in the past month, when other concerns such as the ones above have arisen, I’m going to give Zoom the benefit of the doubt and assume they’ve fixed the issue.

    Current Concerns

    At present, there are other issues. Some are my personal concerns, others could be major red flags.

    Personally, I don’t love the fact that hosts get to keep full logs of each meeting’s chat by default. There was misinformation going around that saved chatlogs include all private chats as well as public ones, but Politifact debunked that, saying, “If you send a private message to the person recording the meeting, it could end up on a transcript. If you send a private message to another person in the meeting — someone who isn’t able to record the meeting — those messages won’t end up in the transcript.” Still, while I get that it’s practical, it feels like something that should be opt-in rather than opt-out, and something which people should be notified about while in the call.

    Similarly, the notification Zoom has added to indicate when a call is being recorded is small and easy to miss. Since it’s part of the top bar (next to the encryption lock, sound controls and information button), it blends in with other settings if you’re not looking for it, and it fades away after a few seconds without moving the mouse or interacting with the screen.

    The biggest issue, though, is encryption. In its marketing campaigns, Zoom claimed its calls were all end-to-end encrypted. What that means, practically speaking, is that the information from your call is encoded, passed from you to Zoom, passed from Zoom to the other parties on the line, and then de-encoded. Zoom has no way of decrypting your messages or finding out what you’re saying — in theory.

    In practice, Zoom does not use end-to-end encryption, and its own custom encryption software has been criticized for not being up to industry standards. This means Zoom could decrypt your calls and, theoretically, so could other parties. Additionally, they’ve been taken to task for using insecure servers overseas in China to route personal call data, making it possible for foreign governments to access the Zoom meetings.

    These security issues are among the many reasons why Zoom is no longer used by companies such as SpaceX and Google (which hosts a competitor, Hangouts), and governing bodies like the New York Department of Education, all Taiwanese government agencies, Singapore’s Ministry of Education, and the German Ministry of Foreign Affairs. The United States Senate and Pentagon have restricted or cautioned against the use of Zoom, though not banned it outright. The United Kingdom Parliament has elected to keep using Zoom to pass legislation (though only bills that are expected to receive near-unanimous support).

    In its privacy policy, Zoom claims to be compliant with the CCPA, the GDPR, and the US-EU Privacy Shield Act (check out my article on the CCPA here). As various countries start to distance themselves from Zoom, that’s looking more and more questionable.

    Carleton Usage

    Let’s start off with the obvious: Carleton is not a governing body. It is, however, an educational institute. Most of the concerns surrounding education have not come from questions of data privacy, but issues like Zoombombing, where people have joined virtual classrooms in order to expose themselves to children and teens, or shout and display racist or hateful messages.

    I have no idea how I would begin to assess the risk that this might happen to Carleton classrooms, particularly since the public reaction has sent Zoom scrambling to keep this from happening again. Additionally, Zoom has a number of features that make it very well-suited for Carleton’s usage: a Licensed account (available to all Carleton community members) can host meetings with up to 100 people for an unlimited length of time, customize meeting IDs or links, and other perks. This would suit pretty much any class Carleton offers, and allow for some more specific security options.

    The biggest question to ask (as a number of articles point out) is: is what I am doing over Zoom worth hacking? Government bodies, which deal in state secrets, are right to be worried, as are major corporations; educational departments dealing with minors are reacting to threats that have already been demonstrated. Telehealth and medical information is not advisable to be transmitted over Zoom, though many (including SHAC!) are doing it already. But for personal meetings or college classes, it would be better to ask, why would someone try this? Would it be worth the effort?

    So, basically: if any of what you’ve read above worries you, try investigating some alternatives (available in the sources). If you don’t think what you’re doing would tempt any bad actors, then it’s your call.

    Sources & Resources

    “Privacy Policy”. Zoom, 3/29/2020. https://zoom.us/privacy

    “Zoom Security: Here’s What Zoom Is Doing To Make Its Service Safer”, O’Flaherty, Katie. Forbes, 4/10/2020. https://www.forbes.com/sites/kateoflahertyuk/2020/04/10/zoom-security-heres-what-zoom-is-doing-to-make-its-service-safer/#6329003630fc

    “Private messages sent to Zoom meeting hosts could appear in their transcript”, O’Rourke, Ciara. Politifact, 4/13/2020. https://www.politifact.com/factchecks/2020/apr/13/viral-image/private-messages-sent-zoom-meeting-hosts-could-app/

    “Is It Safe to Use Zoom?”, Feldman, Brian. New York Magazine, 4/9/2020. https://nymag.com/intelligencer/2020/04/the-zoom-app-has-a-lot-of-security-problems.html

    “Zoom privacy and security issues: Here’s everything that’s wrong (so far)”, Wagenseil, Paul. Tom’s Guide, 4/28/2020. https://www.tomsguide.com/news/zoom-security-privacy-woes

    “10 free Zoom alternative apps for video chats”, CNet, 4/6/2020. https://www.cnet.com/news/10-free-zoom-alternative-apps-for-video-chats/

    “Top 5 video conferencing services to use with remote employees”, Reese, Hope. Tech Republic, 2/19/2020. https://www.techrepublic.com/article/top-5-video-conferencing-services-to-use-with-remote-employees/

    “Zoom security issues: Zoom could be vulnerable to foreign surveillance, intel report says”, Hodge, Rae. CNet, 4/28/2020. https://www.cnet.com/news/zoom-security-issues-zoom-could-be-vulnerable-to-foreign-surveillance-intel-report-says/

    “Using Zoom while working from home? Here are the privacy risks to watch out for”, Hodge, Rae. CNet, 4/2/2020. https://www.cnet.com/news/using-zoom-while-working-from-home-here-are-the-privacy-risks-to-watch-out-for/

    “Worried about Zoom’s privacy problems? A guide to your video-conferencing options”, Paul, Kari. The Guardian, 4/9/2020. https://www.theguardian.com/technology/2020/apr/08/zoom-privacy-video-chat-alternatives

    “How to Keep Your Zoom Chats Private and Secure”, Nield, David. Wired, 4/5/2020. https://www.wired.com/story/keep-zoom-chats-private-secure/

    “Is Zoom Safe and Is Your Privacy at Risk? Video Calling App Explained After Hacking Vulnerabilities Exposed”, Murdock, Jason. Newsweek, 4/2/20. https://www.newsweek.com/zoom-safe-privacy-risks-explained-video-calling-app-hacking-vulnerabilities-coronavirus-1495728

    “Is Zoom safe to use? Here’s what you need to know”, Hussain, Suhauna. The Los Angeles Times, 4/13/2020. https://www.latimes.com/business/technology/story/2020-04-13/is-zoom-safe-to-use-heres-what-you-need-to-know

    “Ethics Week 3: What’s the CCPA?”, Irwin, Pilot. Carleton DS Interns, 1/24/2020. https://ds.interns.sites.carleton.edu/digital-ethics/ethics-week-3-whats-the-ccpa/

  • Working from Home? Hardly Working.

    So now there’s this.

    Carleton has moved online-only for the rest of the year. All academics and most staff activities are taking place over the internet, which means most of the Carleton population is now, in one way or another, working from home.

    Luckily, one of my long-term projects this year has been organization and time management. In the interest of digital ethics, I’m putting together a little compilation guide of What You Need To Know. There are three main steps: figure out what kind of problem you have, figure out what tools you have, and figure out how you want to tackle something.

    Two quick disclaimers: don’t try everything on this list at once. Seriously, just… just try one or two at first, okay? Also, if none of this works for you, you’re not allowed to blame me.

    What’s the problem?

    Start simple: you either have a tech problem, or you have a people problem. This is an important distinction! Tech can be used to aid people problems. It’s not a magic bullet. It can’t fix them altogether.

    A tech problem is exactly what it sounds like: any problem with the tech you are using to do your job. Some quick examples: Zoom isn’t working! You can’t log into your Google account! Your hard drive crashed!

    I can’t solve tech problems for you. ITS is working remotely these days. Try calling them!

    People problems are everything else – anything that results from you or anyone else being a human person, with human needs. If you keep getting distracted, that’s a people problem. If you’re overwhelmed and can’t get organized, that’s a people problem. If you’re feeling lonely, that’s a people problem. If you’ve been on Zoom for 37 hours straight and you hate everyone, that’s a people problem.

    The good news is, once you’ve identified a people problem, you can figure out the tools you need to solve them.

    What tools do you have?

    Let’s tackle a couple different areas: focus, organization, and socialization.

    Focus

    What helps you focus is different for every person. Some people need total quiet. Some people need background noise. Some people need to cut out visual clutter. Some people can go for hours. Some people work better in sprints.

    So, in keeping with that, here’s a list of random tools and tips that might work for you, in no particular order.

    • Noisli: A customizable background noise generator that lets you pick from various non-intrusive sounds, mix them together, and save custom playlists. You need an account for the free version, which gets you 1.5 hours per day, 16 sounds, and 3 basic mixes. Also has a built-in Pomodoro timer (limited functionality while free).
      • Alternatives: A Soft Murmur (fewer sounds, no time limit), MyNoise (pick from a variety of options, no cross-mixing)
      • Alternately, if you hate noise, try earplugs or headphones. It won’t fix everything, but maybe it’ll help.
    • Do you have a to-do list? If so, keep it to a maximum of five items. Yes, I know, you have so many things to do– write them down somewhere else to remember later. When you’ve done the five things on your list, you can migrate some new ones. Five things at a time. That’s all you need to do right now.
    • Put stuff where you need it. If you don’t need it, put it somewhere else. Put it in a box. I don’t care where it goes. On my desk, there is a coaster, some photos, old pens, my drumsticks– wait, no, let’s not use me as an example. The point is: if you know what you’ll need, keep it where it’s needed, and if you can’t find it under the stuff you never use, put that stuff somewhere else.
    • Color-code. Things in bright colors stand out. If you can’t see it, you might miss it.
    • Take breaks, and use your breaks for something that could not possibly become work. Moving around is really good. Literally everyone says this. It sounds stupid. I don’t care. Set an alarm or something, get up, and windmill your arms in circles. Touch your toes. Shadowbox and swear at your imaginary opponent. Walk around the room. Blast a song that makes you want to dance.
    • Figure out when works for you. I would love to work in the morning. I cannot do it. I work in the afternoons and evenings, when my brain has gotten with the program. Don’t force yourself to do things that don’t work for you. But! And this is important. Get enough sleep, and keep track of how long you’ve been working. Don’t force yourself. A non-standard schedule doesn’t mean you have to work longer or be guilty about what you’re doing.

    There are going to be more time management tips at the bottom. These ones are, hopefully, specifically geared to help you focus. Everything else comes later.

    Organization

    Over the past term, I’ve compiled and annotated a short list of organizational tools – to-do lists, project management, etc. Check these out and see what sounds good to you.

    Small note: everything here except the bullet journals requires an account. All of them are, to one degree or another, free.

    • Bullet Journals
      • PROS:
        • You’re not connected to the cloud, which means you know your data is safe.
        • Super customizable (Youtube has a ton of tutorials to make them fancy, but I didn’t use them; just figure out what you need to write down, and do it however works).
        • You’re not beholden to any company about what a system “should” look like.
      • CONS:
        • You’re not connected to the cloud, which means there’s no team sync, no automatic reminders, and no backups.
        • If you lose stuff easily, you might have trouble with this one.
        • Because it’s customized to you, if you’re not feeling it or you don’t know what you want, you might have a rough time keeping up the habit.
    • Google Keep
      • PROS:
        • It has a widget in Google Calendar, so you can keep it right next to your schedule for easy time planning.
        • Comes with a phone app, and you can color-code every note, pin the important things, set alerts, and more.
        • Technically meant as a note-taking app, but I find it makes better to-do lists than Google Tasks!
      • CONS:
        • One day Google will swallow the sun and we will thank it for the sweet relief of darkness.
        • Also, it’s very hard to manage indentations (very important for sub-tasks on a to-do list), and full customization functionality requires either a browser plug-in or going to the dedicated Keep page, meaning you can’t do it from your Calendar.
        • On a personal note, I hate the way it resolves completed tasks (they’re completed, I don’t want to see them anymore!
    • Trello
      • PROS:
        • Really, really good for team work and project management – we use it for the Digital Scholarship and Digital Humanities teams all the time.
        • Lots of integrated functions. You can comment, make checklists, separate tasks, separate lists of tasks, attach documents, schedule alerts… the list goes on.
      • CONS:
        • It’s best for teams, honestly. You can use it solo, but a lot of the functionality is aimed at keeping a group in communication and working toegether.
        • Recently got bought by Atlassian. I have no idea what that means for future development or privacy concerns.
        • There are extensions that help with readability and color-coding, but the ones that work best seem to be only available on Chrome.
    • Wunderlist
      • PROS:
        • Really good at readability and organization. Set my standards for how to-do checklists ought to behave.
        • Very easy to make subtasks, add notes, schedule things, etc. A lot of good functionality.
        • Very easy to organize — you can put your checklists into folders, and your folders into folders, and your folders into folders into folders…
      • CONS:
        • I hesitated to include Wunderlist because, here’s the kicker: it got bought by Microsoft, and they’re ending support for it in May. The team will be working on Microsoft’s To-Do application, and hopefully they’ll bring some good features to it, but right now… ehhhhh?
        • You can’t visually customize it at all. If you’re big into color-coding and visual organization, pick literally anything else on this list.

    Socialization

    I’m not really going to use this section to rate and review different softwares for staying in touch. Zoom, Google Hangouts, Skype and Discord all have varying levels of video function and voice calling; Discord, Slack and Skype can host your messaging and keep it (somewhat) organized. Zoom, Google Hangouts, and Slack are professional. Skype is kind of professional. Discord is for hanging with your friends.

    There’s a bunch of stuff out there about making sure you’re still talking to people. That’s fine. That’s good. I encourage talking to people. I also encourage checking in with yourself. If you’re spending five hours a day in meetings or talking to people, and at the end of the day your friends want to chat for another two hours? That’s a lot of time.

    On the other hand, don’t be afraid to be the first person to message, or call, or whatever. People can be shy, or not know how to ask for support. Communicate. If you’re having problems at work, or you need some extra support, tell your colleagues. Tell your friends. They can’t see you. They don’t get any signals beyond what you give them.

    So, socialize, but not too much. Take care of yourself, but make sure to reach out to people. I don’t know what to tell you. Being human is a messy contradiction.

    How are you going to tackle this problem?

    So. You know what problem you’re having. You know what tools are at your disposal. You have, hopefully, a vague idea of what needs doing.

    BUT HOW THOUGH.

    There are only so many hours in a day, and yet there are so many hours in a day. You need a way to manage your time.

    Time Management Systems

    • Use your phone. I have every activity of mine plugged into my Google Calendar, which is plugged into an alert system on my phone. This one is less about getting things done and more about not forgetting what you have to do, though…
    • The Pomodoro Method. Twenty-five minutes on, five minutes off. Repeat four times. After four “Pomodoros”, you get a fifteen minute break. There are tons of timers for this stuff online. Just make sure whatever you’re using is noisy enough to get your attention.
    • Eisenhower Decision Matrix. Make a box with four sections: urgent/not urgent, important/not important. Write down all your stuff wherever it needs to go. Urgent & important = right away. Everything else, you can work on, delegate*, or ditch.
      • *President Eisenhower could delegate. I have no idea whether you can.
    • Kanban. Three sections: to-do, doing, done. Put your tasks on sticky notes, or use push pins, or get an app. Put whatever needs doing wherever it goes, and revel in the ability to move things across the board.
    • Ivy Lee. At the end of the day, write down the six things you absolutely must do tomorrow, in order of importance. When you start tomorrow, do those things in order. Then you can do whatever else is left. If there’s anything on the list that hasn’t been finished by the end of the day, that’s okay – it’s the end of the day, and it’s time to make a new list.

    But most importantly…

    Be kind to yourself. Seriously. There’s a lot going on right now, and everything’s stressful, and even at the best of times it’s really hard to be perfect. This is not the best of times. You don’t have to be perfect.

    I’m serious. I’ve missed the same meeting two weeks in a row for two different reasons, and I have spent the last year getting organized enough to write this blog post. I’ve forgotten so many different things this week. It happens.

    If you’re tired, there’s a reason for that. If you’re frustrated, there’s a reason for that. If you’re sad, or angry, or jittery, there’s a reason for that.

    This stuff can (maybe) give you a jumping off point. But here’s the deal – be generous to yourself, just like you would be to your friends and family. And don’t beat yourself up, okay?

    Sources & Resources

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