Empowering Africa's Next Generation: The AI Leadership Blueprint
Derbyshire 3D Network On Line Tools Workshop
1. 'Cloud' Tools and Websites
for Collaboration & Communication
Paul Webster (Twitter : @watfordgap)
14th February 2013
2. Collaboration and Communications tools
• What is the 'Cloud'
• Not about 'Big 4' social networks, but other tools and
websites for productivity & collaboration
• Use these to be social & share – gives more time for you to
do 'work'
• Build conversations with
– Supporters
– Networks
Try some out today
And the best bit they are FREE!
3. What is 'The Cloud'
Rather than installing software on your computer, a
'host' runs the software and services are accessed via a
browser over fast reliable internet connections.
Often Free & simple as web-based email (like Hotmail or gMail), internet
banking, Google Docs or sites like Facebook, Doodle or Eventbrite.
Advantages Considerations
Sharing over dispersed network Speed & availability of connection
Reduced capital & server costs Security & Data Protection
Remote & flexible working Migration costs
Host manages latest upgrades A new way to work
Data regularly & securely backed up ICT systems can't 'be seen'
Someone else 'can worry about ICT' No control in changes to websites
Software and File Storage is rented
Mobile devices maximise access possibilities
http://www.commoncraft.com/video/cloud-computing
4. Types of services in the cloud
There are many services that can be accessed 'in the cloud' - which is
often used as just a marketing term. (See Off-site, Remote, As A Service)
Data backup tools Rackspace
Mail & News reader feeds Google Mail & Google Reader
File storage & sharing sites Dropbox
Office suites Google Drive, Microsoft 365, Docs.com
Productivity services/tools Doodle, Scribd, Slideshare
Learning in the cloud My Learning Pool, KnowHow NonProfit
Web hosting 123.reg, Daily.com
Telephones Virtual call centres & telephone systems
Video & Audio conference Skype, ooVoo, GoTo Meeting
http://www.commoncraft.com/video/cloud-computing
5. Grumbles & Frustrations?
Keep supporters informed
Joint working on documents
Shared calendar (internal & external)
Planning of Meetings
Event Administration
All have Costs & take Time
6. The Answer?
Knowing your Message and Audience
Selecting appropriate Social Media websites to use
Try out Cost and Time saving websites
Streamline work
And
Improve communication
Do Better Things ….
….Do Things Better
7. Supporting Groups OASIS was developed by @JohnSheridan
John.Sheridan@SocialMedia404.com
• Know your objectives and what you want to say
• How can we support your work better
• Research where your audience are – do you know?
• Survey and find out, work in spaces where your target audience are
• Plan how to use the tools – have a strategy
• Run an event?, e-bulletin update? Do ‘as well as’ what you do
• Choose tool to match audience and implement
• Look at what other organisations have done, what works elsewhere?
• Sustain the conversation and say thank you
• Encourage people to return, keep it new, links from websites
8. Finding the right tool for the task
http://nptechuk.wordpress.com/sms-links/
From Flickr – Claire Sutton and justinbaeder
9. The best website for the job
• Choose the way to convey message.
– Audio → Images → Video
– See Audioboo, Flickr, Pinterest, Bambuser, Youtube
• Choose the context to engage with audience.
– Blog → Facebook → Twitter
• Choose a useful (FREE) tool/s to help streamline work
– Finding out → Letting people know → Running events
– See Survey Monkey, MailChimp, Eventbrite
Can be a simple choice - Sharing a policy document between trustees
Can be a strategic choice - Moving all docs to cloud and eliminating file server
10. Group Communications
Skype – www.skype.com
What it is
- voice & video calls over internet
- text chat
- distance meetings
- reduces travel
- one to one only on free version
- owned by Microsoft
11. Group
Communications
Skype
Free Version
- Your Skyple Account and software updates
- One to one video and voice calls to anyone else on Skype
- Instant messaging and file sharing
Paid Version – £2.99/month introductory fee, normally £5.99/month
- Calls to mobiles and landlines
- SMS text messages
- Group video chat for up to 10 people
- Group screen sharing
Other ones to look at
- ooVoo, Google Hangouts
12. Running Events
Eventbrite
What it is
- online event management
- free if event is free
- booking, maps, tickets incl
- attendee books online
- send email reminders
- link with Mailchimp
- badges & check in lists
13. Feedback on how it has benefited Northampton Volunteer Centre
- 'Probably had the most revolutionary impact on our charity'
- booking process was – Telephone / Post, Two spreadsheets,
Manual e-mails & confirmations, Word documents, Cheque payments...
- attendance e-mails, reminders, payments are automatic
- 'one click' to print badges and sign-in sheets – online check-in too!
- link into Mailchimp to contact groups of contacts
- much more professional - 'A breath of fresh air to the organisation & no
lost bookings!'
14. Feedback from Voluntary Action Leicestershire
Support engagement of PVI providers into children's care strategies
- Will have provided 70 training sessions for up to 1800 workers
- Saved so much time, particularly sending automatic confirmations &
built-in map of location reducing trivial enquiries
- Event capacity handled by system – attendee told immediately
- 70 sessions - replication of events is a real time saver!
- Customise questions asked of attendees, so tailor event format
15. Running Events
Eventbrite
Free Version
- Unlimited events, Unlimited attendees
- Invite and manage attendee bookings
- Download attendee details and print reports
- Print badges and sign-in sheets
- Offline attendee ticket wallet & phone app to sign-in attendees
Paid for Version – No monthly fee
- 2.0% of price + £0.65 per ticket (e.g. £30 event would cost £31.25)
- All versions have all features
Other ones to look at
- Meetup, Brown Paper Tickets, Amiando
16. Dispersed Collaboration
Yammer
Private discussion network
What it is
- a closed internal network for teams
- community for dispersed workers
- chat, send open and direct messages
- store & share documents
- follow groups, people and files
- discussion thread notifications online,
by email, phone app or text
17. Dispersed Collaboration
Yammer
Private discussion network
Free Version
- Unlimited size secure, free network for an organisation or team
- Discussions, Polls, Groups, Teams, File sharing,
- Desktop tool and Smart phone app
- Fully customisable notifications by device and frequency
- Full control over network and group membership
Paid for Version – From £2.00 per user per month
- Custom branding
- Tools for bulk user management
- Enterprise control over keyword blocking and stats downloads
- Enhanced support via telephone and email
Other ones to look at
- Ning, Facebook Groups, Google+ Communities
18. Collaboration
Google Tools (Drive)
www.google.co.uk
(was Google Docs)
You need a (free)
Google account
What it is
- Google Drive (My Drive offline)
- Collaborative document sharing
- Online version of Office Software
- Documents, Spreadsheets, Forms
- Also Presentations & Drawings
- Need a (free) Google account
- File level control for access / update
- Have to be connected to Internet
Maybe consider Yammer or Dropbox
19. Collaboration
Google Tools (Drive)
What it does
- Upload files and share, gather by Forms
- Revisions & rollback changes
- Simultaneous live updating & chat together
- Secure 'cloud' backup
- Doesn't have all features of Office Software
- Download .doc / .pdf to Format, Share, Print
- Calendar to see colleague availability
20. Step-by-step
How to use and share
Google Calenders
What it does …
- you can create a calendar for your organisation or project
- view calendars by agenda, day, week or month
- see public & other people's calendars by yours – event / calendar colours
- share calendar, allow some people to change events or manage sharing
- create events, select duration, add attachments for participants to share
- invite others to your events by email address and Find Time feature
- from settings, can embed in a website as a publicly viewable calendar
- set-up repeating events and create flexible reminders before event
21. Collaboration
Google Tools
Not Just Document Sharing (Google Drive)
- Browser (Chrome)
- Mail (Very popular and versatile on-line e-mail system)
- Reader (Keep up to date with RSS newsfeeds you subscribe to)
- Maps and Streetview (Find an organisation and see the building)
- Places (Enhanced search result listing & map integration)
- Alerts (Instant e-mail notifications when search term mentioned)
- Custom Search (Embeddable search for your site or selected range)
- Wallet (Secure money transactions)
- Adwords (Advertising and keyword promotion)
- Sites (Build simple webpages)
- Play (Google App store for Andriod phones)
- Plus (Social network, share content in 'Circles' & video 'Hangouts')
Even
- Hardware (Chromebook)
- Augmented Reality (Glass)
22. ..even just to be noticed by a wider
audience - get your organisation
listed with 'Google Place' page
- Verified e.g. Voluntary
- Add Photos Action Rotherham
- List Offers Derwentside
- Streetview Maps CVS & VB here
- Show Ratings
- Comments
23. Collaboration
Google Tools
Feedback on how it has benefited Community Lincs TLI Group
- easy to collaborate with dispersed team
- documents are always there
- used Forms as part of an ideas gathering exercise
- always got latest version, not 'on other computer'
- 'Places' – makes our organisation stand out
- 'Calendar' – can see mine/colleagues availability when I'm
planning meetings out of the office – even on my phone
25. Finding Out
Survey Monkey
What it does
- generate graphs
- download spreadsheets
- event feedback forms
- logic based on responses
26. Finding Out
Survey Monkey
Free Version
- Unlimited surveys
- 10 questions per survey on 15 question types
- 20 survey templates with Progress bar & Page numbering
- 100 responses per survey
- Collect via weblink, email, Facebook or embed
Paid for Version - £24 per month
- No limit to surveys, questions, limit to 1000 responses
- Download survey responses
- Cross-tabulate responses from multiple questions
Other ones to look at
- Snap Surveys, Zoomerang, Lime Survey
27. Finding Out
Survey Monkey
Feedback on how it has been of benefit to organisations
- finding out more about what members needs are
- as a post-event feedback system
- useful graphs for presentations & funding bids
- timesaving vs annual paper based survey
- also see www.polleverywhere.com
28. Collaboration
Doodle
www.doodle.com
What it is
- easy meeting scheduling
also
- simple choice selecting
- no more round robin emails
- everyone can see latest view
- pick dates, invite people,
choose the most popular
- set options, invite people,
choose the winner
29. Easy meeting scheduling
and choice selection
What it is
- removes 'round robin' emails
- everyone can see latest view
- Reply 'Yes', 'No' and 'If Need be'
- unlimited dates & participants (can set own cap)
- share URL with potential attendees or closed list
- share poll on Facebook & Twitter
- create free account to manage options & polls
- hide responses so only creator sees
- responders can leave comments about choices
30. Collaboration
Doodle – www.doodle.com
Free Version
- Registration not even required to participate
- Free sign-up to manage invitations
- 'Meet Me' page to publish availability and your time can be booked
Paid for Versions
- Themes, No adverts, Mobile, Calendar integration (€29 per year)
- Also Branding, More Efficiency, Own URL , 20 people (€359 per yr)
Others to look at
- Google Calendar
Feedback on how it has benefited the ITEM3 network
- completely eliminated the wasted time of juggling meeting dates
- everyone knows each others availability & who is attending
- straightforward online system to select event catering options
31. Letting People Know
MailChimp
What it is
- mailing list management
- e-bulletin design
- engagement stats
- segmented subscribers
- emails sent smoothly avoid spam
- handles bounces automatically
- easy import from Excel
- integration with social networks
32. Letting People Know
MailChimp
Feedback on how it has benefited Lincolnshire CVS
- 'helps create consistent, attractive, professional newsletters',
template based design of campaigns & newsletters for re-use
- eliminates manual emails with multiple attachments that had
to be sent in batches to avoid jamming Outlook mail servers
- build & import lists of groups and segment by town / interest
- sign-up forms on website – people now 'come to us'
- understand readers by tracking sent, bounced, opened, clicks
- social media integration, Twitter, FB, QR – measure reach
33. Letting People Know
MailChimp
Free Version
- 2000 subscribers and 12000 emails per month
- Templates and Template Images including Merge Tags
- Unlimited Groups and Segments
- Offline and phone tools for stats and to collect new subscribers
Paid for Version - £9.22 (1000), £18.45 (2500) per month (and larger)
- Delivery Doctor and Inbox Inspector
- No limit to emails (price bands for subscribers)
- Enhanced targeting through subscribers social networks
- Personalised Auto-responder when new people join list
Other ones to look at
- TinyLetter, ConstantContact, DotMailer, Mailblaster
34. Also...
(Almost) whatever task you want to do there will be a website or service
to assist you ...
Listening to opinions and views
Team file sharing
QR Codes linking to website
from smartphone
Jing, Google+, Branch, Audioboo, ipadio, ifttt …
… maybe best left for the surgery sessions later!
35. What's next in the Cloud?
Bite-sized Consumption of learning & information
Mobile Tablets & Phones is only growing
Visual Image & Video based content dominate
Virtual Google Glass – Augmented & Immersive
Smart NFC Near Field Communication payments
But we should always ask, How is this relevant to the
sector and how will it help work with communities
36. Measuring Success
- Check how many times links are clicked if using Bit.ly
- Listen what's said about your organisation using Topsy
- Monitor. Google Analytics, Facebook Insights &
Wordpress page visits, combine in Sparkwi.se
- Measure. Tweetreach, Twitalyzer, SocialBro, www.twentyfeet.com
- Visualize. Infographics on Visual.y, My Social Strand
BUT …. real success is not just about the numbers
- Tell stories of real people and real changes
- Find out how people heard about you
- Build relationships & success by joining in conversations
- Social media presence an reflection of your organisation
- Engage press, funders, authorities with pictures and video
- Say Thank You!
37. Any Questions?
Websites we've covered
Unanswered Questions
Things you'd like
to be able to do?
Other websites
Anything else ….
(Technology related!)
Guides and Links - http://nptechuk.wordpress.com/sms-links/
38. Thank You
Paul Webster (Twitter : @watfordgap)
paulwebster43@gmail.com
Notes de l'éditeur
Increases ... Communication to Action is increased. Messages sent and opinion sought has potential to be highly responsive, if not instant. Widens ... For example a question asked or a website link you mention on Twitter will often be widely circulated (or ReTweeted) outside of your network to people you probably never dreamed would see it. If you campaign has an interesting message people will want to tell each other virally. Sometimes you need to get this message to a particular group of people some times you need to let as many people know as possible. Deepens ... On two levels as conversations are TWO-WAY and with people who WANT TO LISTEN. People have chosen to follow you and you have chosen to follow them. Ready made links.
Work through each of the voluntary sector problems relating to social media.
Work through each of the voluntary sector problems relating to social media.
Increases ... Communication to Action is increased. Messages sent and opinion sought has potential to be highly responsive, if not instant. Widens ... For example a question asked or a website link you mention on Twitter will often be widely circulated (or ReTweeted) outside of your network to people you probably never dreamed would see it. If you campaign has an interesting message people will want to tell each other virally. Sometimes you need to get this message to a particular group of people some times you need to let as many people know as possible. Deepens ... On two levels as conversations are TWO-WAY and with people who WANT TO LISTEN. People have chosen to follow you and you have chosen to follow them. Ready made links.