The ReWorkflow Podcast

TJ Backofen joins us in this episode for a practical deep dive on making Slate cycle prep/reset more efficient, sustainable, and impactful. The discussion begins by leveraging Technolutions’ resources and then adapting these optimized practices for institutional/local contexts. At a minimum, core operations must routinely focus on auditing all data entry points and integration feeds (e.g., applications, forms across scopes, imports/exports). On the people side, the emphasis is on clear governance, designated project managers, and over-communicating with stakeholders. Above all, documentation and a biannual cadence are the game-changing habits for collaboration and ensure that wins and lessons learned become transparent and repeatable processes.
 
📝 Transcript |  🤖 AI Expanded Summary
 
📺Watch this Episode on YouTube
 
🔗Connect with Jon Linkedin | Slate Community (🔐requires Slate login) | ReWorkflow| ReSource
🔗Connect with TJ Linkedin | Slate Community (🔐requires Slate login) | ReWorkflow | ReSource
 
❓Listener Question:
"How to make Slate's annual cycle prep more efficient?"
Connect with Luo Luo, Director of Enrollment Systems and Operations, Roosevelt University | LinkedIn | Slate Community (🔐requires Slate login)
 
💡Key Takeaways
✅ Cycle prep is an ongoing process, not just a one-time event. Treat it as both a scheduled rest/refresh as well as routine system stewardship.
✅ Understanding the unique needs of your institution is key to effective cycle prep.
✅ Anchor on Technolutions’ Slate Knowledge Base and cycle prep resources. Supplement with internal tools/processes and Slate Community advice.
✅ Audit data entry points and integrations every year.
✅ Invest in documentation to turn wins and lessons learned into repeatable process.
✅ Engaging stakeholders early in the cycle prep process is vital.
✅ Adopt biannual cycle prep to halve the load, increase training opportunities, and keep your Slate instance cleaner.
 
🗣️Sound Bites
“…cycle prep could be compared to spring cleaning. It's something that is absolutely necessary, but no one ever wants to do it. And then when you get into mature cycle prep, meaning your system's been around for several different cycles, you can do spring cleaning with children around. And anyone who's a parent out there knows how difficult it is to get anything done with those children around.”
“One tip that I always have is to make sure you check those static mappings…It's kind of like you shove everything behind the closet, you shut the door, it's working…you need to open the door because that's where most of the hidden surprises are stored.”
“Being over communicative is very important as well, especially with your users. So they're aware of what's going on. Once you start there, then you get the feedback, you get the buy-in, and you can really start understanding their pain points, their weaknesses within the system, on top of just getting the system ready for their next cycle.”
“I think sometimes the longer you're in the system, the harder it is to see the downstream impact on end users, because you can build something that's just technically robust. But if it doesn't make sense to the end user, did you build anything that's actually usable? And in cycle prep, you can have those conversations.”
“So, I think that little wins will come out of cycle prep conversations. The important thing is not to do it in a cycle.”
“I think Slate is one of those really good tools where you never master everything completely. It's always evolving and it's like a shifting landscape. And that keeps me engaged and I hope Slate users who love it, really it keeps them engaged as well.”
 
📚Referenced
Technolutions
Cycle Prep and Slate Optimization Knowledge Base Article (🔐requires Slate login)
Slate Scholar Classroom Knowledge Base Article (🔐requires Slate login)
Projects Knowledge Base Article (🔐requires Slate login)
Documenting Slate ReSource
ReWorkflow Podcast Season 5 Episode 4 with Kristina Kelpe "Slate Strategy Sessions: Documentation" YouTube | Audio and Show Notes
 
Host: Jon Rowand
Audio & Video Production by: Jon Rowand
 
❓Got a question you would like answered on a future episode? Feedback about the show? We'd love to hear from you! Email us at podcast@reworkflow.com! 
 
🌐 Learn more about ReWorkflow at www.reworkflow.com.

Kristina Kelpe, Founder & CEO of Legato Strategic Consulting, joins host Jon Rowand to explore how higher education institutions can launch or level-up their approach to documentation. Whether your school is starting from scratch or improving an existing system, Kristina offers strategies for building sustainable, effective documentation practices. Drawing on over 20 years of experience in higher ed and technology systems, she shares why starting with the “why” behind every process is key to long-term success. You’ll hear practical tips for organizing knowledge, creating flexible documentation that works for all users, and fostering a culture of shared ownership without falling into perfectionism or chasing shiny new tools. From cycle reset planning to celebrating team contributions, this conversation is packed with strategies to help your institution stay efficient, prepared, and future ready.
 
📝 Transcript |  🤖 AI Expanded Summary
 
📺Watch this Episode on YouTube
 
🔗Connect with Jon LinkedIn | Slate Community (🔐 requires Slate login) | ReWorkflow
🔗Connect with Kristina LinkedIn | Legato Strategic Consulting
 
💡Key Takeaways
✅ Start with the Why: Good documentation doesn’t only cover how to complete a task. It explains the why behind each step so future users understand purpose and context.
✅ Keep it Flexible: Pair a short, checklist-style version of documentation with a detailed version that includes screenshots and background. This ensures it helps both confident users and those who need extra guidance.
✅ Use a Calendar of Activities: Map out your annual and cyclical processes on a shared calendar linked to your documentation. This helps teams plan ahead and avoid last-minute scrambles.
✅ Avoid Shiny Object Syndrome: You don’t need the perfect tool. Agree on one system of record (Google Drive, SharePoint, or Confluence) and focus on consistency and habit-building over time.
✅ Document Decisions Promptly: Capture decisions and their reasoning as you go. Even a simple Google Doc or “dear diary” log is better than waiting until the end of a project.
✅ Celebrate Contributions: Recognition fuels a culture of shared ownership. Thank teammates who keep documentation updated and highlight their efforts in meetings or group chats.
✅ Embrace Simplicity and AI: As AI evolves, storing documentation in an accessible, searchable format becomes even more valuable. Start by getting the information down, even if it’s not perfectly organized.
 
🗣️Sound Bites
“I’m a big ‘why’ person. Tell me the why behind this [not just the steps].”
“…if you don't have the old documentation, if you don't understand your data model, you could just be adding in new problems.”
“It's more important to get it down and that it's just available. So, you could have something…and…we made a decision.“
“And yet we all can relate if we have that messy closet in our house and…I know I have things in there, but I can't find it. And I think we are so guilty of this in higher education…I got students to serve. I got things to do. I don't have time to keep things organized.”
 
📚Referenced
David Dysart Linkedin | Slate Community (🔐 requires Slate login) | YouTube | Substack
Katrina Holland Linkedin | Legato Strategic Consulting
Jennifer Champaner Linkedin | Ai
 
Host: Jon Rowand
Audio & Video Production by: Minh Ha
 
❓Got a question you would like answered on a future episode? Feedback about the show? We'd love to hear from you! Email us at podcast@reworkflow.com! 
 
🌐 Learn more about ReWorkflow at www.reworkflow.com.

In this episode of Slate Strategy Sessions, Jon Rowand welcomes Sarah Kotlinski, Director of Enrollment Systems and Analytics at Gettysburg College. Sarah shares how she is transforming Slate training through empathy, creativity, and community-building. From the popular Slate Feature Friday series to launching the new Training group in the Slate Community Forums, Sarah offers actionable insights on meeting learners where they are, delivering bite-sized and judgment-free training, and making time for what matters.
 
📝 Transcript |  🤖 AI Expanded Summary
 
📺Watch this Episode on YouTube
 
💡Key Takeaways
 
✅ Training isn’t just about teaching tasks. It’s about introducing concepts that help people think critically about Slate.
✅ Bite-sized, context-specific trainings like Slate Feature Fridays help drive adoption without overwhelming users.
✅ Judgment-free zones foster psychological safety, encouraging users to ask questions and engage fully.
✅ Good documentation doesn't need to be perfect. It just needs to be mindful, consistent, and open to change.
✅ Community and collaboration are essential with recommendations for where to join the conversation.
 
🗣️Sound Bites
"No matter what I think I'm doing, if they're perceiving that they're not feeling trained, then I have some work to do"
"Slate is an ever-growing, ever-evolving entity, and so it's important to be continually training."
“The perfect is the enemy of the good. (Voltaire)”
“I think as humans, we make time for the things that we care about."
“My challenge to people is as a trainer, you get to be that person for the next generation.”
📚Referenced
#slatefeaturefriday on LinkedIn
TickTick (Sarah's go-to task management platform)
🎫 Slate-Based Ticketing Systems (ReW ReSource Article)
Training special interest group in the Slate Community Forum (🔐 requires Slate login)
Ben Parsons' Conducting a Data Boot Camp Presentation Slides (🔐 requires Slate login)
Ben Parsons on The ReWorkflow Podcast S1E10 - Slate Makes Aid Great (Or At Least Less Awful)
🔗Connect with Jon
LinkedIn: https://www.linkedin.com/in/jonmaesrowand/
Slate Community: https://community.technolutions.net/member/Y51AbuXxly (🔐 requires Slate login)
ReWorkflow Our Team page: https://www.reworkflow.com/about/team
🔗Connect with Sarah
LinkedIn: https://www.linkedin.com/in/sarahkots/
Slate Community: https://community.technolutions.net/member/LJP4UxpJJw (🔐 requires Slate login)
Gettysburg College’s Admissions Meet the Staff page: https://www.gettysburg.edu/admissions-aid/meet-our-staff/contact-admissions  
🔗Other Slater Mentions
 
David Dysart
LinkedIn: https://www.linkedin.com/in/daviddysart/  
Slate Community: https://community.technolutions.net/member/4SwQnUdXKw (🔐 requires Slate login)
YouTube: https://www.youtube.com/@TheDavidDysart  
Substack: https://dysartisanalinnovations.substack.com/  
Ben Parsons
LinkedIn: https://www.linkedin.com/in/ben-p-3966959/  
Slate Community: https://community.technolutions.net/member/zr96bZOYIo (🔐 requires Slate login)
Binh Rowand
LinkedIn: https://www.linkedin.com/in/binh-ha-rowand-a64201107/
Slate Community: https://community.technolutions.net/member/FsIBKTU7gk (🔐 requires Slate login)
ReWorkflow Our Team page: https://www.reworkflow.com/about/team
 
Host: Jon Rowand
Audio Production by: Isaac Best
Video Production by: Minh Ha
 
❓Got a question you would like answered on a future episode? Feedback about the show? We'd love to hear from you! Email us at podcast@reworkflow.com! 
 
🌐 Learn more about ReWorkflow at www.reworkflow.com.

A higher education leader writes in wondering how to best lead a team of Slate experts as a non-Slate expert. Host Megan Story addresses this issue alongside guest, Katie Jordan, Senior Director of Slate Strategies at The Parish Group.
Follow us:
Katie JordanLinkedIn: https://www.linkedin.com/in/katie-jordan-slate/
Megan StoryLinkedIn: https://www.linkedin.com/in/mpstory/
Got a question you want to hear answered on the podcast? Email us at podcast@reworkflow.com! 
Learn more about ReWorkflow at www.reworkflow.com

Data discrepancies on campus cause headaches for an admission leader writing in for help. Jon Rowand and Megan Story address this issue and discuss possible resolutions in this episode.
Follow our hosts:
Jon RowandLinkedIn: https://www.linkedin.com/in/jonmaesrowand
Megan StoryLinkedIn: https://www.linkedin.com/in/mpstory/
Referenced ReSource article - Reporting in Slate
Got a question you want to hear answered on the podcast? Email us at podcast@reworkflow.com! 
Learn more about ReWorkflow at www.reworkflow.com

In this episode, we’re joined by Cody Gray and Christopher Kwan from Technolutions to discuss what’s in store for Slate Summit 2025 and how you can submit a compelling presentation proposal. Cody and Christopher offer expert tips on crafting proposals that stand out, the topics most relevant to this year’s Summit, and how to make a lasting impact with your presentation. Tune in to gain insider insights and get ready to make your mark at Slate Summit 2025!
 
Follow our guests:
Christopher Kwan https://www.linkedin.com/in/kwan-christopher
Cody Gray https://community.technolutions.net/member/gj3vPNheqq
Learn more about ReWorkflow at www.reworkflow.com

One of the most lauded presentations from Slate Summit 2024 was from Ben Parsons, this month's guest! Join us as we dig into configuring Slate with users in mind and learn more about building out financial aid processes in Slate!
Follow our guest:
Ben Parsons: https://www.linkedin.com/in/ben-p-3966959/
Learn more about ReWorkflow at www.reworkflow.com

Listen in as we chat with a prolific contributor to the Slate user community, Matt Schieren. Known for his impactful presentations at Slate Summit, Matt delves into how his background as a semi-professional gamer shapes his approach, offering fresh, actionable insights that bridge the gap between strategy and creativity. Tune in to learn from Matt's journey and discover new ways to enhance your Slate experience.
Slate Summit 2024 Presentation Slates  (🔐 requires login)
Follow our guest:
Matt Schieren: https://www.linkedin.com/in/mschieren
Learn more about ReWorkflow at www.reworkflow.com

The most buzzed about session at Slate Summit 2024 was Jon Cherry's Interactive Query Challenge and he joins us today to talk about this innovative idea from conception to execution. 
Slate Summit 2024 Presentation Slates  (🔐 requires login)
Follow our guest:
Jon Cherry: https://www.linkedin.com/in/jonathan-cherry-2405087a
Learn more about ReWorkflow at www.reworkflow.com

With Slate Summit 2024 in the rearview mirror, we're diving deeper into the presentations we saw in Chicago. In this episode Danielle Buczek of Brandeis and Jasmine Solomon of NYU join Megan to discuss their presentation Solutions in Action: Real-World Troubleshooting Examples. 
Slate Summit 2024 Presentation Slates  (🔐 requires login)
Presentation resources: https://resource.reworkflow.com/books/slate/page/slate-summit-2024-presentation-resources-solutions-in-action-real-world-troubleshooting
Follow our guests:
Danielle Buczek - https://www.linkedin.com/in/dbuczek
Jasmine Solomon - https://www.linkedin.com/in/jasminesolomon
Learn more about ReWorkflow at www.reworkflow.com