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Happy Friday, HRD! Next week is a short week, so we won’t have a newsletter. We hope everyone has a lovely long weekend.
Make sure you do your timesheet on Monday! Thanksgiving (Thursday, November 25) will have an impact on our payroll processing, so the HR teams are asking us to make sure that we get our timesheets completed the Monday before the holiday so things can go smoothly. You can find more info on the related Intranet post.
Today is our November HRD Town Hall: Join us at 12:30 p.m. for a discussion of some of the important issues our division is currently working on. If you’re not able to make it, the slides will be available in the Files tab and the recording will be posted in the Stream tab of the HRD Team General channel.
Deputy Commissioner Kelly is requesting help with COVID case intake for the next four weeks. There’s a backlog of cases due to spikes related to the Delta variant, and numbers are expected to continue rising over the next few weeks. MDH is requesting help from staff to spend time working on case intake, as part of their regular work time or approved overtime. Help is needed on weekdays and weekends, including on Friday, November 26, and the work is entirely virtual. If you’re willing to help, please talk with your supervisor and sign up on the MDH Case Intake Sign Up form.
MDH Custom Apparel shop open until November 21: You can order custom MDH apparel and merchandise until November 21 from the MDH Custom Apparel and Merchandise Shop. Orders will be delivered before Christmas.
December 6 is the last change for Outlook Auto-Delete. As of December 6, we will be back to our pre-COVID retention policy of 3 months for emails. Emails in personal and group mailboxes will be automatically deleted once it has been 3 months since their received/sent date; Outlook also has a new retention policy notification feature that tells you what day something is due to expire. If you have question about whether something is a record or the best way to handle it, the Resources tab in the Cleanup channel has a bunch of ideas for ways to clean up and organize email, and the channel also has tabs that you can use to easily view the “What’s Worth Keeping?” and “What is a Record?” documents. You can also review Siobhain’s “How to Prepare for Outlook Auto-Delete” presentation; the slides are available in the Files tab of the Cleanup and Records Management channel.
We’ve been planning for the next batch of HRD Redesign Conversations and we could use some feedback! We put together a survey with the list of topics we’ve heard folks might be interested in: HRD Redesign Conversations Ideas. You can indicate which things you think are the most important or interesting, as well as share any thoughts about topics that aren’t on the list.
We’ll be using the results to think about which topics to prioritize, as well as how in-depth we should go. Please take a moment and click the link above to tell us what you think! Our next Redesign Conversation is scheduled for December 7.
Two new trainings have been added to ELM that need to be completed by December 31, 2021:
- Workplace Violence Prohibited Policy Acknowledgement (15 minutes)
- Security Awareness Training FY 22 (1 hour)
If you haven’t already, you should be receiving a notice that you were enrolled in the trainings, at which point they are available for you to complete. If you didn’t receive the notice, check your “Other” inbox folder (if you use the Focused Inbox feature in Outlook), or try searching for an email from ELM.Notification@state.mn.us.
Last week, we talked about how to share cloud files via email rather than sending an attached file; storing documents in “the cloud” (on SharePoint, Teams, or OneDrive) keeps our documents from being lost if our computer gets broken or stolen, as well as giving us options to edit collaboratively and automatically keep a version of each person’s changes.
Sharing files by email is great, but maybe you don’t want to have to switch to Outlook to share something and risk getting distracted. Or, maybe you want to share a file, but in a limited way – you’re just looking for someone to review and comment, rather than edit. You can share a cloud file with someone directly from your desktop app, and specify what access they can have to the document.
Let’s use a Word document as an example. Every week, Siobhain types up the newsletter in a Word document that lives in her OneDrive. Then, she shares the file with others for them to review before it goes out. To share a file, you click the blue Share button (outlined in red in the screenshot below) in the top left corner of the application (it’s in the same place in every Office app).
The “Send Link” box (shown below) will pop up. There are a lot of options packed into this little box, but the most important is the “To” field (outlined in green in the image below). Type the name or email of the person you want to send the file to in that line; you can also send a file to a Team by typing the Team name there.
The default option gives people the ability to edit the file, but you can click the pencil icon (circled in red in the image below) to change it to a view-only option. People who have view-only access to a file cannot edit or make comments on a file.
From this screen you can also choose to copy a link to the file or send the link in a separate Outlook message, see who has access to the file already, and include a message to explain why you’re sending the file. Once you finish putting in the names and your message, click the Send button and an email with a link to the file and your message will be automatically sent to the recipients.
That’s it! Pretty easy, right? You can keep editing your file, and your collaborators can come see or edit it when they are ready. Or you could share it prior to a meeting where you’re all working on something together simultaneously (you can add links and attachments to meeting invites also). The sky’s the limit!
Thanks again to Betsy Hammer for the inspiration for this set of articles. If you have an idea for a tip you think people should know about, or a question you’d like answered, send us an email at Health.HRDCommunications@state.mn.us and we’ll put it in a future issue of Have You HRD?
This week, HRD welcomed the following people to the division. Send them a message to say hello!
- Autumn Schwartz, Federal Evaluation
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