Low and No Cost Tools for managing every day processes in organisations. From ffice processes to remote working, online presence and Social Media. How to do more with less.

1. Top Tech ToolsTop Tech Tools
for Organisationsfor Organisations
Sue BlanternSue Blantern
Circuit Rider - Communities 2.0Circuit Rider - Communities 2.0

3. 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

4. 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

5. The Two Aims of Technology
1. Do things better
2. Do better things

6. 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?

7. Essential Office Tools
•Microsoft Office 365
•Google Drive
•OneDrive
•Open Office & Libre Office

8. What is Office 365?
It gives online access to Microsoft services:-
•Outlook Email
•Word
•Excel
•Access
•PowerPoint
•One Drive – file storage space
•One Note

9. 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)

10. 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

11. What types of subscription are there?
Current Subscription packages for
•Home User
•Business versions
•Non Profits – (Registered Charities)

12. 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.

13. 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

14. 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

15. 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

16. 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

17. Any Questions?
?

18. Online Presence
•Websites
• Wordpress or other Open Source CMS
•Social Media
• Facebook/Twitter/Linkedin

19. Online Presence
•Planning is the most important part
•Before building – know what you need
•Get buy in from decision makers and
teams

20. 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

21. • 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
What can Wordpress do?

22. 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

23. Pros and Cons - hosted/self hosted
Wordpress.com
•Owned by Automattic
•In the Cloud
•Automatic Maintenance
•Content Restrictions
•Pre configured Themes
•Predesigned functionality
•No hassle
•Import from Self Hosting
Wordpress Self Hosting
•Owned by you
•On your server or host
•Maintained by you
•No content restrictions
•Install and use any theme
•Functionality added with plug ins
•Control to your liking
•Import from Wordpress.com

24. Setting up – Dashboard/Control Panel
Settings
Configuration
Permissions
Appearance
Customising
Extra functions

25. 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

26. Look of the site
•Themes
•Styles
•Menus
•CSS
•Modifications
•Clever Stuff

27. Plugins and Widgets
•Gallery
•Calendar
•Functions
•Choices
•Change
•Flexibility
•Mobile compatibility

28. Support
•Online Tutorials for basic hosted site
•Help menus
•Community forum
•Wordpress Docs

29. Example sites
Software Alliance Wales
BBC America
Demo site
Web planning Tool handout

30. Questions

31. 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?

32. Plan Your Strategy
5 Things Your Strategy Needs
1. Aligned to your business plan
2. Knowledge of your audience
3. Clear goals and measurements
4. Great stories & lightweight media
5. Integration

33. 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?

34. 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?

35. Integrate Your Efforts
• Cut across all departments
• Interlinking between all online presence
• Link back to your website
• Consistent look & feel

36. 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

37. Considerations
1. Branding
2. Content
3. Time
4. Capacity
5. Interactions
6. Commitment

38. 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

39. 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

40. The World of Social Media

42. Does Social Media matter?

43. Aim
Talk to people
Make connections

44. 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.

45. They created a website

46. They created a Facebook Fan Page
...and ran
Fundraising
Events

47. They created an eStore

48. They created a Sponsorship Appeal

49. Did it Work?
• They raised £5,000 in 2
months

50. Marketing, IT, sales, fundraising skills
+
Any specialist Software & hardware?
+
Stock for their shop
+
Building & hosting FOUR websites
+
Press & PR expertise
=
Big Budget & lots of experts?

51. Nothing
Except
Time
&
Commitment

52. 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

53. Focus on Twitter
• A venue for short, text-
based communications
• Share, inform, ask,
research
• Multimedia links
• Integrates with other
online areas
• 300+ million users

54. Focus on Twitter
• #hashtag

55. Brand It All Up St David’s Penknife Club - Local Fundraisers

56. 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

57. 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?

58. How will I monitor…
• Facebook insights
• Tweet Reach
• Hootesuite
• Google analytics on your website
• Analyse and adapt
Social Media Planning Guide Handout

59. Any Questions?
?

60. LUNCH
BREAK

61. Managing Meetings and Events
•Doodle
•Eventbrite
•Skype
•Any Meeting

62. 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

63. • Preparing information can take less time
• Mailing out time
• Paper/envelopes/stamps cost
• Managing responses
• Reminders
• Lists
• Tickets
• Entrance/attendance apps
Benefits of using Eventbrite

64. 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

65. 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

67. 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

68. 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

69. Questions

70. Newsletters & Ebulletins
•Newsletter Publishing
•Issu
•E-bulletins
•Mailchimp
•TT Mail

71. Questions, Queries and
•Newsletters
•Issu
•E-bulletins
•Mailchimp

73. communities2point0.org
0845 474 8282
sue.blantern@pavs.org.uk
www.communities2point0.org.uk