This presentation explains why charities should consider using Google Apps instead of Microsoft Office. After years of working in IT for large public sector and voluntary organisations which had Microsoft environments, I came to the conclusion that many charities would be better off using Google Apps because they would: - Make it easier for staff and volunteers to share information - Support partnership working with other agencies - Reduce the total cost of ownership This is a version of the presentation I originally gave at the Evolve 2014 hosted by the National Council for Voluntary Organisations.

1. Time for your charity to
‘Go Google’?
#evolve2014

2. Agenda
1. Introductions
2. What is Work Out Loud?
3. Why Google apps?
4. Google apps - quick tour
5. Questions

3. About me…
Danny Golding
Managing Director - Work Out Loud
01904 236142 | 07961 210733
dannygolding@workoutloud.co.uk
www.workoutloud.co.uk

4. My voluntary sector background
International development - youth work -
community work - community newspaper -
homelessness - management information -
IT manager for national charity

5. Work Out Loud - our mission
To help you make effective use of cloud based
collaboration tools to improve
■ Flexible and remote working
■ Communications
■ Information sharing
■ Partnership working
People - Culture - Technology

6. What is ‘working out loud’?
Many businesses are revolutionising the way
they work by making use of collaborative
software tools to help employees working
together more effectively.
John Stepper, from Deutche Bank calls this
process ‘working out loud’

7. “Working Out Loud starts with making your work visible in
such a way that it might help others. When you do that
you can build a purposeful network that makes you more
effective ”
John Stepper - MD Deutsche Bank

8. Why ‘go Google’?

9. My lightbulb moment - No.1
After many years of working
in large Microsoft
environments, I concluded
that charities could cut costs
by switching to Google Apps

10. My lightbulb moment - No. 2
When we were testing new
software we saved
thousands of pounds by
using a Google form instead
of a proprietary fault logging
system.

11. My lightbulb moment - No. 3
More and more organisations
I meet - both large and small
- have decided to move to
Google Apps. Some of these
are on the next slide.

13. Google Apps – key benefits
■ Reduces total cost of ownership
- Cloud based so no need for local networks or servers
- Can be used with low cost PCs/laptops, or Google
Chromebooks which cost around £250
■ Reduces complexity – nothing to install locally
■ Makes it easy to share information,
collaborate, and work with external partners

14. How much does it cost?
■ Google apps software is free for charities
■ However you may need help with:
- Setting everything up
- Migrating your existing emails and documents
- Planning how you introduce Google apps
- Training

15. Security and reliability
We understand just how important it is that your
data is held securely, and is available when you
need it.
One of the reasons we recommend charities
consider Google Apps is because of the very
high level of security you get with the product.

16. Security & reliability
■ All data encrypted & held in secure data
centres
■ Conforms to EU ‘safe harbour’ rules
■ Powerful security tools for administrators
- Strong passwords & two factor authentication
- Controls over access from mobile devices
■ Guaranteed 99.9% availability

17. Google Apps - what do you
get?
The following slides provide a summary of the
main features in Google Apps.
You can find out more here.

18. Mail
■ Your own dedicated email addresses
- e.g. janet@mycharity.com
■ 25gb storage per user
■ Share contacts across your organisation
■ Can be securely accessed from any mobile
device

19. Calendar
■ Each user can have multiple calendars
■ Easy to share with colleagues or external
partners
■ Create simple shared appointment systems
■ Syncs with your mobile

20. Drive
Google’s online storage solution
■ Unlimited storage of Google Apps files
■ 30gb storage for other files (including MS
Office)
■ Securely share files with
– Colleagues in your organisation wherever they are
– External parters
■ Easily accessed from mobile devices

21. Docs, Sheets, and Slides
■ Google’s word processing, spreadsheet, and
presentation tools
■ Includes all basic functionality
■ Designed for collaboration & sharing
- Many people can work on a document at once
- Publish ‘view only’ versions of documents and
presentations – these can be embeded in your
website

22. Forms
Easily create online forms for:
■ Surveys
■ Information requests
■ Booking training courses
■ Organising meetings
■ Expense claims
Data entred is automatically stored in a secure
spreadsheet

23. Hangouts
Google’s online conferencing tool is good for:
■ Meeting with colleagues to work on a
document or presentation
■ Private video conferences
■ Public webinars – which can be recorded and
saved to You Tube
Here’s someone who is keen on hangouts...

25. What do you need for
hangouts?
If there is only one or two people at a location
you just need
■ A PC/laptop with a web camera and mic
■ An internet connection
NB Even if you haven’t got a webcam you can
still watch a hangout and join in using chat

26. You can also hold larger video
conferences like this

27. With Chromebox for meetings
Professional video conference kit for £1,000
(plus a monitor)

28. Google sites
Lets you create free
■ Public websites
■ Private intranets for an organisation or
partnership
Integrates closely with Google apps - as in this
example site for a project team

29. And there’s lots more
■ Groups - online discussion forums
- These can be public or private
■ Google+ integration
- Set up an organisation page and community on
Google’s social networking platform
■ Chrome Store
- Hundreds of low cost apps that integrate with
Google+

30. Chrome Store

31. Contact us to find out more...
Tel: 01904 236142 | 07961 210733
Email: info@workoutloud.co.uk
Web: www.workoutloud.co.uk
Twitter: @work_out_loud