Low & No Cost Tech Tools for Organisations Sue Blantern Circuit Rider - Communities 2.0
Learning Outcomes Learners will :1.
Understand what tools are available
2.
Understand how using online tools can save time and resources
3.
Understand how they will help your organisation work effectively
4.
Understand how they can help you manage your processes
What we’ll cover Tools for:1.Office Tools Office 365 Online Collaboration tools
1.Developing your Online Presence Website Social Media
1.Managing Meetings & Events Organising Meetings Planning and managing Events
1.Communicating your message Newsletters/E-bulletins
The Two Aims of Technology
1. Do things better 2. Do better things
Organisation Tech Reality check •
What’s your attitude to technology?
•
What is your technology role?
•
Who will drive any changes?
•
Who will implement any changes?
•
What support will you need?
Essential Office Tools
•Microsoft Office 365 •Google Drive •OneDrive •Open Office & Libre Office
What is Office 365? It gives online access to Microsoft services:•Outlook Email •Word •Excel •Access •PowerPoint •One Drive – file storage space •One Note
What can I do with it? Depending on the level of subscription selected: •Work from anywhere using your PC, Mac or mobile device •Work Online or Offline if you have Office fully installed •Access, edit and share documents from your device using Office Web Apps •Access emails, look up contacts and share calendars from wherever you are •Use SharePoint – file sharing is fast and simple and users can access files from almost anywhere – (Business) •Host online conference meetings with real-time note taking, screen sharing and HD video conferencing – (Business)
What are the benefits? Home/Personal version •An opportunity to work remotely •Always up to date software online and offline – no re purchase needed •Multiple usage per account – up to 5 devices Business versions can benefit charities •Online and Local Software •Audio and Video chat. •Sharepoint Online for internal sites and file storage
What types of subscription are there? Current Subscription packages for •Home User •Business versions •Non Profits – (Registered Charities)
Office 365 Software • Currently Office 2013 (Windows) and Office for Mac 2011 • 5 activations on desktop devices (Windows PC, Laptop, Mac) per user. • 5 Activations on mobile devices (iOS, Android, Windows Phone) per user. • Online access to Word, Excel and Powerpoint.
Is it right for us? • Home version up to 5 users per license • Free 1 month trial of business version for charities • A free 1 month trial for Business Options to test before committing on some services
Best Choice for small Organisations • Office 365 Enterprise E1 • Available as a Donation Programme from Microsoft to charities - but no local Office Software • Charities can apply to TTX for MS Office 13 for and admin fee • Requires full implementation and change of organisation culture
Google Drive, One Drive & FOSS • • • •
Free to access – just create an account Google Drive can be downloaded and synchronised Gives a set of office suite tools Can be shared with colleagues and edited in live time • One Drive offers a similar service but has less features and the tools are web versions – slightly less functionality • Demo Drives
Google Drive, One Drive & FOSS •FOSS software – free to download and use on a local machine •Not based in the cloud but can read documents from other services
Libre Office Open Office
Any Questions?
?
Online Presence •Websites • Wordpress or other Open Source CMS
•Social Media • Facebook/Twitter/Linkedin
Online Presence •Planning is the most important part •Before building – know what you need •Get buy in from decision makers and teams
What is Wordpress • An online blogging tool • A tool that can be used to develop a website • A content management system • A free and easy hosted solution • A package that can be developed and hosted where you want it to be
What can Wordpress do? • Provide a platform for your blog • Provide an online system accessible from anywhere that has an internet connection • Allows you to mange your blog/site without additional software • Enables a multi user environment
Hosted or not? • Hosted version available online at www.wordpress.com • Useful as a blog or website • Can be used on their domain or you can buy your own • No installation to worry about • Less technical knowledge required • Everything managed by wordpress
Pros and Cons - hosted/self hosted Wordpress.com Wordpress Self Hosting •Owned by Automattic •Owned by you •In the Cloud •On your server or host •Automatic Maintenance •Maintained by you •Content Restrictions •No content restrictions •Pre configured Themes •Install and use any theme •Predesigned functionality •Functionality added with plug ins •No hassle •Control to your liking •Import from Self Hosting •Import from Wordpress.com
Setting up – Dashboard/Control Panel Settings Configuration Permissions Appearance Customising Extra functions
Users and Permissions User Roles •Administrator – highest level – see/do everything •Editor – view, edit, delete, publish all content •Author – view, edit, delete own posts •Contributor – edit own posts but not publish - moderated
Look of the site •Themes •Styles •Menus •CSS •Modifications •Clever Stuff
Plugins and Widgets •Gallery •Calendar •Functions •Choices •Change •Flexibility •Mobile compatibility
Support •Online Tutorials for basic hosted site •Help menus •Community forum •Wordpress Docs
Example sites Software Alliance Wales BBC America
Demo site
Web planning Tool handout
Questions
Social Media and Your Organisation – Reality check • What’s your attitude to technology? • What is your technology role? • Who will drive any changes? • Who will implement any changes? • What support will you need?
Plan Your Strategy
5 Things Your Strategy Needs 1. 2. 3. 4. 5.
Aligned to your business plan Knowledge of your audience Clear goals and measurements Great stories & lightweight media Integration
5 Things Your Strategy Needs Know Your Audience
• What should your online presence achieve? • What information is most important? • Who is your audience and where are they? • What are competitors / similar organisations doing?
Source Stories and Lightweight Media • • • • •
Who are your best story tellers What engaging photos can you use What great videos can you create What multimedia do you have What can your clients/members bring to the table?
Integrate Your Efforts • • • •
Cut across all departments Interlinking between all online presence Link back to your website Consistent look & feel
Improve Your Online Presence 1. Your website is 1 in 630m 2. Communicate more efficiently 3. Reach more people by ‘going to where they are’ 4. Drive relevant traffic to your website 5. Increase numbers of members/clients/volunteers
Considerations 1. Branding 2. Content 3. Time 4. Capacity 5. Interactions 6. Commitment
Social Media is‌. Social media is social software which mediate human communication. Social media is ubiquitously accessible, and enabled by scalable communication techniques. In 2012, social media became one of the most powerful sources for news updates. http://en.wikipedia.org/wiki/Social_media
Or… It’s YOU talking to PEOPLE about YOU - Marketing It’s PEOPLE talking to YOU about YOU – Customer Service/Sales It’s PEOPLE talking to PEOPLE about YOU recommendations
The World of Social Media
Does Social Media matter?
Aim Talk to people Make connections
Hannah’s story from 2010 • She suffers from a rare form of epilepsy called West Syndrome • She needs to be put on the Ketogenic Diet, only available in the US • This costs more money than her parents can afford.
They created a website
They created a Facebook Fan Page ...and ran Fundraising Events
They created an eStore
They created a Sponsorship Appeal
Did it Work? • They raised £5,000 in 2 months
Big Budget & lots of experts? Marketing, IT, sales, fundraising skills + Any specialist Software & hardware? + Stock for their shop + Building & hosting FOUR websites + Press & PR expertise =
Nothing Except Time &
Commitment
Focus on Facebook • • • • • •
A venue with tools & resources Share, inform, ask & organise Multimedia & features-rich Connects with other online tools (twitter etc) 850+ million members Be aware of your time
Focus on Twitter • • • • •
A venue for short, textbased communications Share, inform, ask, research Multimedia links Integrates with other online areas 300+ million users
Focus on Twitter •
#hashtag
Brand It All Up
St David’s Penknife Club - Local Fundraisers
Tips to Get Started • • • • • •
Set up accounts (Use ageneric email address) Have a tinker (development time) Follow and listen to others Join the conversations Make connections Start to grow
Think about… • • • • • •
What should your online presence achieve What information is most important What are competitors / similar organisations doing Good news/shout outs/self publicity/promos What would grab you as a visitor How quickly can you respond to comments
Examples of pages you may follow?
How will I monitor… • Facebook insights
• Tweet Reach • Hootesuite • Google analytics on your website
• Analyse and adapt Social Media Planning Guide Handout
Any Questions?
?
LUNCH BREAK
Managing Meetings and Events •Doodle •Eventbrite •Skype •Any Meeting
Doodle • • • • • • • •
Requires an account set up Create a user name and password Free to use at basic level Event scheduling Saves all the email exchanges Works out the most suitable time Gives options for multiple times/days/sessions Doodle Demo
Benefits of using Eventbrite • Preparing information can take less time • Mailing out time • Paper/envelopes/stamps cost
• Managing responses • Reminders • Lists • Tickets • Entrance/attendance apps
Eventbrite • • • • • • • • •
Requires user name and password Free for free events but charges you if you charge others Event set up options Manage Events Follow Up Feedback Eventbrite app – Mobile Box Office Ticketing for user or checking in Eventbrite Demo
Any Meeting • • • • • • •
Free account Up to 200 attendees No software for attendees Requires up to date Adobe Flash Player to attend Screen sharing Audio/Video/Message communications Multiple options for host to use
Skype & Google Hangouts • VoIP (Voice over Internet Protocol) technology allows us to transmit voice and video over the internet • Make free voice & video calls • Both ‘ends’ need the same software • Also low cost calls to landlines & mobile anywhere in the world • Smartphone apps means calls can be made on the go
Skype & Google Hangouts Benefits •Communicate in multiple ways - voice/ video/ text/ share links/ share screens/ send files •Group calls allow for meetings without travel & room hire •Opens up possibilities for education/collaboration/mentoring •Next best thing to being there •If you have Gmail, you already have Hangouts
Questions
Newsletters & Ebulletins •Newsletter Publishing •Issu
•E-bulletins •Mailchimp •TT Mail
Questions, Queries and •Newsletters •Issu •E-bulletins •Mailchimp
communities2point0.org
sue.blantern@pavs.org.uk www.communities2point0.org.uk
0845 474 8282