Shared iPod Cart: Extreme Example, using Griffin's iTalk

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Here is an excerpt of an email that came our way from a professional development consultant, with a detailed answer of the workflow to try to achieve what the school principal was looking for:

I will be doing an iPod touch training next week for a site that has initially purchased one cart with 35 iPod touch devices to be shared by 14 3rd-5th grade teachers. They want to focus on using the iPods for practicing and recording fluency ... so that means syncing what's recorded by students using Voice Memos and a mic with iTunes using Smart Playlists. They will have the cart set up in one room and classes will go to the iPod cart room once per week for 90 minutes. (I know ... think computer lab but with iPods!)
[..]
With that in mind, I'm trying to figure out the best way to have them do Smart Playlists. They'll learn how to create Smart Playlists during the training next week using their own teacher laptops. But they won't be syncing the iPods with their own laptops during the workshop or in real life. They'll sync with the one sync Mac on the cart once they start using the iPods with students. The idea of having individual student Smart Playlists for 14 different classes with approximately 32 students per class on one iTunes Library seems like a nightmare management-wise. So I'm hoping to come up with something better than 450 Smart Playlists scattered in iTunes.
[...]
Also, if any of you have done anything like this or seen it done with students, how much time at the end of the 90 minute session will need to be spent syncing content (fluency recording) from the iPods into iTunes so that it is not lost when other classes come in to use the iPods. If students use the iPods for the full 90 minute session and the iPods are used by 4 classes per day, then I would think that syncing, renaming files and matching recordings to playlists would also be a nightmare if teachers tried to sync at the end of the day rather than during the session.


The situation the trainer describes will take quite a bit of setup, but it is not necessarily impossible. Remember the three cornerstone ideas that you will have to drive home with the teaching staff: workflow, workflow, workflow.

To paraphrase, this is what we are working with:

One sync cart, 35 iPod touch devices, 14 classroom teachers sharing them (but only in one location), voice memos will be the "killer app" to begin with, syncing with one user account only on the cart's MacBook.


Here's what we suggest to make it easier to get the memo files to a place where the teachers can actually use them:
1.A different application (not the bulit-in one) on the iPod touch devices for voice memos, iTalk Recorder Premium ($1.99 for the iPod touch or iPhone) and iTalkSync (for the teacher laptops). We go for the premium, as there are no ads to distract the students;
2.Time for the teacher to get the files off of each of the iPods;
3.WiFi network to do the syncing work using iTalk.


Okay, fourteen teachers all sharing one cart will require a smart workflow that is not burdensome. Wow. We normally start any project with just a couple of teachers, and have the cart go to the classroom so that teachers can deal with the syncing process as they have time. However, that is not as is described in the emailed question, so we will assume that's "not gonna happen" for now.

Workflow design will be critical in this situation and we are just going to propose one that *may* work in this situation. Please adapt as you see fit for your own use, of course. First off, using the built-in Voice Memos app probably won't work for you in this situation, as you cannot have the student name their files on the iPod and have that ID3 metadata get into iTunes. And, you have to sync to the main library... then try to find the recordings, copy them to the teacher's iTunes library, listen to each one, and assign an artist name to it. Way too hard to deal with that on this scale. Maybe an update to that app will fix that, but for now, it only gets the voice memo files into the Library with which it syncs and does not keep the name that you assign it in the app on the iPod touch- another issue.

Here is the overview of the workflow for this:


1.Students record on the iPod touch devices using iTalk;
2.Students edit the recordings and title them with their name and a number or something else to differentiate it from the others they recorded on the iPod;
3.Teacher launches iTalkSync on their computer, scans network, finds iPods listed, downloads audio files to desktop;
4.Teacher imports files into iTunes, changing their metadata under the artist name to the student name IMMEDIATELY upon importing them;
5.Teacher employs use of smart playlists to easily find the files after importing and editing the metadata in the previous step (4);
6.Students delete the voice recordings from the iTalk app as soon the teacher has downloaded them, and then replace the iPod touch devices into the cart;
7.Rinse, repeat.


Here are the important pieces to the workflow:

1.The finding the iPods on the wifi network, copying of the files, and editing their metadata will TAKE SOME TIME, so that must be reserved at the end of the recording sessions with the students.
2.The students probably won't be using the iPods to record their voice for the full 90 minutes, so there will have to be another activity in play so that the teacher can multitask and get all of the audio files imported and tagged.
3.It would be less-than-ideal if the cart is always located in another room for the reason stated in number 2 right above, but not impossible.
4.Setting up the smart playlists, one for every child as the Artist, should be done ahead of time.

Here's a bit more detail to the overview of the workflow:
1.Students record on the iPod touch devices using iTalk;
It's a dead-simple app to use, so that should not require a lot of training. That's a good thing.

2.Students edit the recordings and title them with their name and a number or something else to differentiate it from the others they recorded on the iPod;
This is done from within iTalk, and every student should have a name they always use to make it easier on the teacher to know from whom the recording comes and about what the recording is. The other differentiating text or number could be the title or the number of recording or whatever works. That can be decided at any time.


Screen shot 2010-01-05 at 5.25.28 PM.png3.Teacher launches iTalkSync on their computer, scans network, finds iPods listed, downloads audio files to desktop;
The iPods will come up in the list of iPods found on the network. Therefore, it would be *smart* to make sure that all the iPods have a unique name and number scheme to make it easy to know to which iPod touch device one is connecting. The iPod must be running the iTalk app for it to show up in the teacher's list of available iPods. After clicking on the iPod or iPhone to select it, the teacher can download all the audio files onto her/his desktop. I would suggest at least a folder to make it easier if there are more than one student voice recording.


4.Teacher imports files into iTunes, changing their metadata under the artist name to the student name IMMEDIATELY upon importing them;
This is critical. Critical. Critical. The overwhelming amount of audio recordings will bury the teacher if they do not spend the time up front editing the metadata upon import. Simply import by dragging the files into iTunes, all with the student name in the song title, and have them highlight all of those recently imported files, edit the metadata for all of them at once, putting the student name into the Artist field. That name will only have to be typed once for the whole year, as it will pop up in the auto-complete as they edit more files after the initial import and begin to add the artist's name. They can also, if they wish, choose another piece of data to add, like the assignment name, and put it into the "album" or some other field. That will help for just tracking the recordings, use in other smart playlist setups (like looking for all of the recordings that students did about "Jabberywocky" or whatever).

5.Teacher employs use of smart playlists to easily find the files after importing and editing the metadata in the previous step (4);
Again, setting these up ahead of time will make the files instantly findable and will show the staff how important that step of editing the metadata is. Each teacher will create a smart playlist for every student they work with on their own machine. The work they do in step 4 above will really, really shine at this point. This is the "secret sauce" or the "magic" in all of this. We think that it makes it more digestible for the staff you are working with.


6.Students delete the voice recordings from the iTalk app as soon the teacher has downloaded them, and then replace the iPod touch devices into the cart;
Employing students in this process will keep staff from giving up early because of the sheer number of steps to make this happen. And, the students *like* to be part of the process, and will be infinitely helpful in making this process work.

7.Rinse, repeat.
We know that your hair must be blown back by now, but this is the kind of example that we have heard from a few colleagues. The idea of having 14 classes do a more complicated task on the iPod touch as a starter (record, import, organize via smart playlists) rather than use apps and web browsing is a little daunting, so we added this page so that you had a process that might work for you or could be adapted to your situation. Fourteen teachers, elementary school kids, one cart, an involved process. Wow. Remember: Workflow, workflow, workflow.


Comments

Deon Scanlon (unauthenticated)
Feb 24, 2010

Another possibility is for each iPod to be set up with a mail account, and students email them to their teacher when complete. A system for naming of recordings would need to be set up (I would choose something like STUDENTNAME_DATE or similar) for ease of tracking, too.

The teacher could then manually drag each one into a playlist on their computer, or set up smart playlists that find audio files with each student's name (thus allowing files to be dropped into the iTunes library in bulk, rather than one at a time into individual student playlists).

iTalk and Voice Memos have size limits for emailing. iTalk is 10Mb (around 4 minutes???) Voice Memos is about 2 minutes, but I can't find anywhere to confirm this. Perhaps this makes this option unworkable, if the students are creating readings that are much longer - which they must be if the session goes for 90 minutes!

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Although they are the first one we've seen, we don't expec...Falsemorelocj2011-04-14T21:00:24+00:00morelocjJoseph Morelock2010-09-20 20:00:17+00:002010-09-20 20:00:17updated77morelocjJoseph Morelock2010-09-07 20:22:27+00:002010-09-07 20:22:27updated76Added tag - hotmorelocjJoseph Morelock2010-08-05 17:59:01+00:002010-08-05 17:59:01addTag75morelocjJoseph Morelock2010-08-03 22:00:15+00:002010-08-03 22:00:15updated74morelocjJoseph Morelock2010-08-03 21:25:19+00:002010-08-03 21:25:19updated73morelocjJoseph Morelock2010-08-03 21:24:09+00:002010-08-03 21:24:09updated72morelocjJoseph Morelock2010-08-03 19:14:25+00:002010-08-03 19:14:25updated71morelocjJoseph Morelock2010-08-03 19:09:02+00:002010-08-03 19:09:02updated70morelocjJoseph Morelock2010-08-03 19:07:11+00:002010-08-03 19:07:11updated69morelocjJoseph Morelock2010-08-03 18:56:02+00:002010-08-03 18:56:02updated68morelocjJoseph Morelock2010-08-03 18:54:12+00:002010-08-03 18:54:12updated67Added tag - ipadmorelocjJoseph Morelock2010-08-03 18:18:42+00:002010-08-03 18:18:42addTag66morelocjJoseph Morelock2010-08-03 18:18:23+00:002010-08-03 18:18:23updated65morelocjJoseph Morelock2010-08-03 18:10:52+00:002010-08-03 18:10:52updated64morelocjJoseph Morelock2010-08-03 18:02:55+00:002010-08-03 18:02:55updated63morelocjJoseph Morelock2010-08-03 17:59:49+00:002010-08-03 17:59:49updated62morelocjJoseph Morelock2010-08-03 17:53:40+00:002010-08-03 17:53:40updated61morelocjJoseph Morelock2010-08-03 17:51:38+00:002010-08-03 17:51:38updated60morelocjJoseph Morelock2010-08-03 17:45:06+00:002010-08-03 17:45:06updated59morelocjJoseph Morelock2010-08-03 17:39:01+00:002010-08-03 17:39:01updated58morelocjJoseph Morelock2010-08-03 17:38:16+00:002010-08-03 17:38:16updated57morelocjJoseph Morelock2010-08-03 17:28:46+00:002010-08-03 17:28:46updated56morelocjJoseph Morelock2010-08-03 17:17:02+00:002010-08-03 17:17:02updated55morelocjJoseph Morelock2010-07-30 23:48:34+00:002010-07-30 23:48:34updated54morelocjJoseph Morelock2010-07-30 23:48:04+00:002010-07-30 23:48:04updated53morelocjJoseph Morelock2010-07-30 23:44:28+00:002010-07-30 23:44:28updated52morelocjJoseph Morelock2010-07-30 23:33:30+00:002010-07-30 23:33:30updated51morelocjJoseph Morelock2010-07-30 22:51:24+00:002010-07-30 22:51:24updated50morelocjJoseph Morelock2010-07-29 02:29:44+00:002010-07-29 02:29:44updated49morelocjJoseph Morelock2010-07-29 00:35:59+00:002010-07-29 00:35:59updated48morelocjJoseph Morelock2010-07-29 00:35:43+00:002010-07-29 00:35:43updated47morelocjJoseph Morelock2010-07-29 00:35:18+00:002010-07-29 00:35:18updated46morelocjJoseph Morelock2010-07-29 00:25:36+00:002010-07-29 00:25:36updated45morelocjJoseph Morelock2010-07-29 00:21:48+00:002010-07-29 00:21:48updated44morelocjJoseph Morelock2010-07-29 00:09:38+00:002010-07-29 00:09:38updated43morelocjJoseph Morelock2010-07-29 00:01:39+00:002010-07-29 00:01:39updated42morelocjJoseph Morelock2010-07-28 23:57:16+00:002010-07-28 23:57:16updated41morelocjJoseph Morelock2010-07-28 23:43:45+00:002010-07-28 23:43:45updated40morelocjJoseph Morelock2010-07-28 23:26:51+00:002010-07-28 23:26:51updated39morelocjJoseph Morelock2010-07-28 23:19:47+00:002010-07-28 23:19:47updated38morelocjJoseph Morelock2010-07-28 23:13:10+00:002010-07-28 23:13:10updated37morelocjJoseph Morelock2010-07-28 23:09:02+00:002010-07-28 23:09:02updated36morelocjJoseph Morelock2010-07-21 09:20:40+00:002010-07-21 09:20:40updated35morelocjJoseph Morelock2010-07-15 19:14:25+00:002010-07-15 19:14:25updated34morelocjJoseph Morelock2010-07-15 18:40:29+00:002010-07-15 18:40:29updated33morelocjJoseph Morelock2010-07-15 05:25:41+00:002010-07-15 05:25:41updated32morelocjJoseph Morelock2010-07-15 05:22:39+00:002010-07-15 05:22:39updated31morelocjJoseph Morelock2010-07-15 05:18:02+00:002010-07-15 05:18:02updated30morelocjJoseph Morelock2010-07-15 05:13:20+00:002010-07-15 05:13:20updated29morelocjJoseph Morelock2010-07-15 05:08:49+00:002010-07-15 05:08:49updated28morelocjJoseph Morelock2010-07-15 05:04:29+00:002010-07-15 05:04:29updated27morelocjJoseph Morelock2010-07-15 05:01:02+00:002010-07-15 05:01:02updated26morelocjJoseph Morelock2010-07-15 04:58:06+00:002010-07-15 04:58:06updated25morelocjJoseph Morelock2010-07-15 04:51:55+00:002010-07-15 04:51:55updated24morelocjJoseph Morelock2010-07-15 01:13:11+00:002010-07-15 01:13:11updated23morelocjJoseph Morelock2010-07-15 01:10:44+00:002010-07-15 01:10:44updated22morelocjJoseph Morelock2010-07-15 01:05:05+00:002010-07-15 01:05:05updated21morelocjJoseph Morelock2010-07-15 00:56:40+00:002010-07-15 00:56:40updated20morelocjJoseph Morelock2010-07-15 00:54:46+00:002010-07-15 00:54:46updated19morelocjJoseph Morelock2010-07-15 00:53:42+00:002010-07-15 00:53:42updated18morelocjJoseph Morelock2010-07-15 00:43:53+00:002010-07-15 00:43:53updated17morelocjJoseph Morelock2010-07-15 00:42:38+00:002010-07-15 00:42:38updated16morelocjJoseph Morelock2010-07-15 00:41:24+00:002010-07-15 00:41:24updated15morelocjJoseph Morelock2010-07-15 00:40:30+00:002010-07-15 00:40:30updated14morelocjJoseph Morelock2010-07-15 00:38:29+00:002010-07-15 00:38:29updated13morelocjJoseph Morelock2010-07-15 00:32:02+00:002010-07-15 00:32:02updated12morelocjJoseph Morelock2010-07-15 00:28:07+00:002010-07-15 00:28:07updated11morelocjJoseph Morelock2010-07-15 00:26:31+00:002010-07-15 00:26:31updated10morelocjJoseph Morelock2010-07-15 00:26:05+00:002010-07-15 00:26:05updated9morelocjJoseph Morelock2010-07-15 00:20:48+00:002010-07-15 00:20:48updated8Added tag - 3rdgrademorelocjJoseph Morelock2010-07-15 00:18:37+00:002010-07-15 00:18:37addTag7Added tag - syncmorelocjJoseph Morelock2010-07-15 00:18:29+00:002010-07-15 00:18:29addTag6Added tag - deploymentmorelocjJoseph Morelock2010-07-15 00:18:27+00:002010-07-15 00:18:27addTag5Added tag - ipod touchmorelocjJoseph Morelock2010-07-15 00:18:24+00:002010-07-15 00:18:24addTag4morelocjJoseph Morelock2010-07-15 00:17:56+00:002010-07-15 00:17:56updated3morelocjJoseph Morelock2010-07-15 00:17:43+00:002010-07-15 00:17:43updated2First createdmorelocjJoseph Morelock2010-07-15 00:17:01+00:002010-07-15 00:17:01created1wiki2010-09-20T20:00:17+00:00groups/ipodusergroup/wiki/98ee1FalseManaging a Major Deployment/groups/ipodusergroup/wiki/98ee1/Managing_a_Major_Deployment.htmlJoseph Morelock77 updatesManaging a Major Deployment Or, "How to un-box, label, tag, update, sync, and get into carts 840 iPod touches without going crazy." [wikisized-IMG_1169.jpg] We hav...Falsemorelocj2010-09-20T20:00:17+00:00hot/groups/ipodusergroup/search/index.rss?sort=modifiedDate&kind=all&sortDirection=reverse&excludePages=wiki/welcomelist/groups/ipodusergroup/search/?sort=modifiedDate&kind=all&sortDirection=reverse&excludePages=wiki/welcomeRecent ChangesRecentChangesListUpdates?sort=modifiedDate&kind=all&sortDirection=reverse&excludePages=wiki/welcome0/groups/ipodusergroup/sidebar/RecentChangesListmodifiedDateallRecent ChangesRecentChangesListUpdateswiki/welcomeNo recent changes.reverse5search