Low and No Cost ICT tools
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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.
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Low and No Cost ICT tools
- 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?
- 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
Editor's Notes
- The only limitations are whether hosted or own hosting and skills level.