INCORPORATING TECHNOLOGY INTO THE EVERY DAY ROUTINE OF EXECUTIVE ASSISTANTS

BEV MACCARIO | REBECCA MATA | RESA GAALMAY 17, 2016

What Are We Using?

POLL EVERYWHERE

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What is Poll Everywhere?

Poll Everywhere is a simple application that works well for polling live audiences.

People participate by:• Web page / App• Sending text messages• Twitter

Company Meetings• Attendees are encouraged to submit questions prior to the meeting.• Questions can be submitted real-time, during the Q&A portion of the

meeting to be answered.

How do we use Poll Everywhere?

Staff Meetings• Monthly Team All-Hands • Training Sessions

Off-sites• Panel Presentations – Q&A after each session• Survey on event – Real time feedback at the end of the offsite

How Does it Work?

Poll OptionsPOLL EVERYWHERE OFFERS SEVERAL TYPES OF POLLS

Multiple-choice polls: The audience chooses from the response options you provide (including, for example a choice of either true or false.) You can also upload images to serve as response options.

Poll OptionsPOLL EVERYWHERE OFFERS SEVERAL TYPES OF POLLS

Open-ended polls: The audience responds freely to the poll, with anything they wish. Open-ended poll responses can be displayed in a variety of ways, including a live Word Cloud, ticker tape, text wall, and cluster. Use Moderation to manage which responses are shown publicly.

Poll OptionsPOLL EVERYWHERE OFFERS SEVERAL TYPES OF POLLS

Clickable image polls: The audience clicks on a specified or unspecified region of an image to vote. Currently this poll only allows web voting, not SMS texting.

Poll OptionsPOLL EVERYWHERE OFFERS SEVERAL TYPES OF POLLS

Q&A polls: The audience submits responses, and can anonymously agree or disagree with other responses by upvoting or downvoting.

Is this Glass…..

A. Half empty?B. Half full?C. Doesn’t have enough ice?D. Not a glass at all?

BLUEJEANS

BlueJeansMULTI-PLATFORM VIDEO CONFERENCING SYSTEM

Video SharingUpload HD video files to replay during your meeting

Content SharingShare your desktop to view

your latest slides, or spreadsheets

Multi-Party MeetingsCollaborate with team members in any office

Board Meetings All-Hands 1x1 Meetings

Meeting RecordingRecord your meetings for later playback

Large EventsSupports up to 100

interactive participants

Text ChatParticipate in group chat or PM with specific particpants

3

Invite attendees

2

Enter your meeting

1

Log into BlueJeans

4

Choose your connection

5

Control your meeting

6

Enjoy Video Conferencing without Boundaries

How Does It Work?

LET’S TRY IT OUT!

Meeting Title: ELS Forum Preso Meeting Time: Tuesday May 17, 2016 • 11:15 a.m. PDT / 1 hr

Join Meeting (Join from computer or phone)

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Connecting directly from a room system? 1) Dial: 199.48.152.152 or bjn.vc 2) Enter Meeting ID: 724283719 3) Enter Moderator Passcode: 4227 (DO NOT SHARE) Just want to dial in on your phone? 1) Direct-dial with my iPhone or +1.408.740.7256 (US) +1.888.240.2560 (US Toll Free) +1.408.317.9253 (Alternate number) (all numbers) 2) Enter Meeting ID: 724283719 3) Press # 4) Enter Moderator Passcode: 4227 (DO NOT SHARE)

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Want to test your video connection? http://bluejeans.com/111

GOOGLE DOCS

What is Google Docs?Google docs is a Web-based application in which documents and spreadsheets can be created, edited and stored online. Files can be accessed from any computer with an Internet connection and a full-featured Web browser.

Benefits of Google DocsCOLLABORATE | SHARE | SYNC

Sync all files across your computer, phone, and tablet to access your work whenever you need it.

Collaborate in real-time, in any file, bringing your conversation into context to avoid back and forth emails and lost time.

Sharing settings allow you to decide how to share files - grant permission to view, comment or edit to manage all your documents.

Google DocsHOW DO WE USE GOOGLE DOCS TO COLLABORATE?

Documents:• Creating draft agendas for

easy collaboration.• Manage email alias lists to

confirm all members.

Google Docs

Meetings:• Weekly staff meetings - Track

agenda items and potential presenters.

• Monthly All-Hands agenda topics and dates.

• Team PTO tracking

Event Planning:• Team Off-sites• ELT Meetings and Off-sites• Corporate tracking for

Executives

Presentations:• Upload existing

presentations for the team to work on real time.

• Collaborate on presentations so all members on the team can easily work on their individual slides for a meeting.

Tracking:• Event tracking for team

events – • Attendance • Room blocks• Team dinners

Surveys:• Potential meetings dates.• Feedback on off-sites.

Google Sheets Google Slides Google Forms

Google Docs

Google Sheets

Google Slides

Google Forms

SMARTSHEETS

OUR FAVORITE SMARTSHEET TOOLSSmartsheet is a project management and collaboration tool. It allows users to create, manage and share projects, tasks and processes under authorized access.

Web Forms

Customizable Alerts & Reminders Mobile Access

Line Item Group DiscussionsCollaboration

ALERTS & REMINDERS

Stay up to date as deadlines approach or changes are made. You can easily set automated alerts to remind you and others on your team about upcoming tasks and due dates, and receive email notifications when changes are made.

MOBILE

Smartsheet mobile apps let you work from anywhere

COLLABORATION

Collaborate with anyone, on any device, wherever you are. Share your entire project with other team members, or simply collaborate on a specific task.

CUSTOMIZABLE SHEETS

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QUESTIONS?

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