All data we entered had to not only be divided evenly among the team, but it also needed to be checked to make sure that the information is correct and who had last saved the data. We agreed to use an author naming convention by using our initials. In the Microsoft Excel spreadsheets, we designated four additional columns for this purpose, and two more columns were added to communicate on the spreadsheet itself. Columns D,E, R, S, T, and U were used for the following: D was ‘Entered by CQ/MP/AB/EH’, E was ‘Date Entered’, R was ‘Comments’, S was ‘Checked by CQ/MP/AB/EH’, T was ‘Date Checked’, and U was ‘Additional Notes’. The ‘Comments’ column was used to communicate changes to data. Say I had entered a name wrong as ‘McThomas’, but Michelle caught the mistake, and would write in that row under column R ‘MP-AB fixed last name to MacThomas’. This tells us that Michelle is writing to Anastasia (me) that she fixed the error in the last name I made. If we had a question or were not sure of a data entry or part of one, we would write in column R as well. For example, if Ellie had a question about a missing name, she could write in the ‘Comments’ column ‘Which participant is this?’ or simply state ‘No name given’.
The initial convention was used not only to show who input and checked the data, but also who had last saved the data. To give an example, if I was the first to put in data, I would label the newly saved excel sheet ‘AB Raw Data Set 1’. If Ellie was the next to input her data and check mine, the new excel sheet would be titled and saved as ‘AB-EH Raw Data Set 1’. Then, if Michelle were to do the same, the file would be saved as ‘AB-EH-MP Raw Data Set 1’. This naming method would continue until all data is input and checked.
Overall, this system of using our initials to know who last saved, checked, and input data worked very well. It was a simple, clear way to know among the team who had last saved the most recent data and who was communicating with who within the spreadsheet, especially between meetings.