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Time for your charity to ‘go Google?’Danny Golding, Director, Work Out Loud

Agenda

1. Introductions 2.What is Work Out Loud?3.Why Google apps?4.Google apps - quick tour5.Questions

About me…

Danny GoldingManaging Director - Work Out Loud

01904 236142 | 07961 210733

dannygolding@workoutloud.co.uk

www.workoutloud.co.uk

My voluntary sector background

International development - youth work -

community work - community

newspaper - homelessness -

management information - IT manager

for national charity

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

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’

“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

Why ‘go Google’?

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

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.

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.

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

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

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.

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

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.

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

Calendar

■ Each user can have multiple calendars■ Easy to share with colleagues or

external partners■ Create simple shared appointment

systems■ Syncs with your mobile

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

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

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

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...

http://youtube.com/v/XsnlXMAjk5o

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

You can also hold larger video conferences like this

With Chromebox for meetings

Professional video conference kit for £1,000(plus a monitor)

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

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+

Chrome Store

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

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Attend the Evolve Marketplace on the ground floor of the Brewery to get help and advice from a range of voluntary sector organisations and suppliers.