PowerPoint Presentation
The Office Super Hero Technology to help you fly! Thursday 21st
July 2016, Edinburgh
Hi everyone, my name is Nicky Christmas and I am the founder of
Practically Perfect PA. Thank you all so much for coming along to
todays event, I know how difficult it can be getting away from the
office so thank you for taking time out of your busy schedules. I
think it will be worth it! Before we get going with the training I
have a couple of housekeeping points for you. SLIDE
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Housekeeping3.10pm:Technology to make you super productiveMike
McGrail, Marketing Director, Administrate
3.25pm:Travel Technology Nicky Christmas, Founder, Practically
Perfect PA
4.00pm: Events Technology Introduction from Bethany Burns, First
Mate to the Captain, BrewDog PLCLauren Thomson, Delegate and Event
Manager, MCL Create
4.25pm: Break
4.40pm: Meetings technology Nicky Christmas, Founder Practically
Perfect PA
5.10pm: Drinks receptions
6.00pm:Event Closes
#patech Wifi code: OpenspacePassword: LightPink
I have a few housekeeping instructions for you Firstly - Social
media. We want you to tweet, Facebook, LinkedIn as much as you can
throughout this afternoon. The hashtag is #patech and the wifi code
is LightPink Take as many pictures as you want although if you are
taking pictures of me please feel free to use as many filters as
possible to make me look less pregnant and slightly more tanned! We
also want you to be really involved in the content so if you have a
burning question please do raise your hand to ask. Here is the
schedule for today
SLIDE
2
I just want to say a quick thank you to our sponsors today. You
can speak to Charlotte at Rudding Park over the break and they will
be doing a little pitch about their products during the drinks
reception following the conference. We also have Philip from White
Space who would like to say a quick hello and welcome you to this
very cool venue.
SLIDE
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So why are we here?
I just want to spend a few minutes talking to you about the
importance of keeping up with the latest technology. Firstly it
makes us more productive can you imagine still using a type writer
for your minutes, carbon copy paper for anything that needs to be
replicated or a ledger for your expenses you would get some funny
looks so why do we still use outdated methods for other tasks?
Our managers are getting younger and they are tech savvy and
much more independent now that they have smart phones and tablets.
They want to know what is the next bit piece of tech that will
change their working methods and they are going to want you to know
about it too.
Lastly if you have a company or a manager that is a little more
old fashioned, that perhaps still uses a paper diary or a company
that doesnt let you download skype or dropbox this is becoming less
and less common. More organisations are embracing apps, new
technology and products that make working life easier. Make sure
you dont get left behind.
So you will see lots and lots of technology today. We are not
suggesting that you use every app or website discussed that would
be crazy! Pick and chose the ones that work for you. If you cant
use them at work download them onto your own phone. If your manager
doesnt want to use them that is fine they will still help you with
your tasks.
So without further ado 4
Technology to make you super productiveMike McGrail, Marketing
Director, Administrate
First up we have Mike McGrail, Marketing Director from
Administrate. Mike will be showing you technology that will help
with your productivity.
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Awesome Productivity Tools(YAY!)Mike McGrailMarketing
Director@mike_mcgrail
Administrate is a cloud-based Training Management System
(TMS)
We save training departments and companies time, money and help
them to deliver exceptional learning
45 staff with a mix of 15 cultures
A young, rapid growth company thats proud of our culture
Were all so busy. Busy being unproductive.
Multitasking is a myth- The One Thing, Gary Keller
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How does the Administrate Marketing Team Stay Focused?
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We Use Awesome Tools!
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TrelloAmazing (free!) project management toolFully
cloud-basedFantastic appSuper-flexible Collaborate Integrate To do
listsEvent plansTravel board?Workflows
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Agile?
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SlackAmazing (free!) messaging app for businessReduce email
timeChat across teams or with individuals Integrate with Trello and
over 500 other servicesAdd a bit of fun to comms
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EvernoteFree (shock!)Your notepad for lifeShare docs &
collaborateUse as a resource storeWonderfully searchable Great biz
card scanner
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Google DocsYes, free!Word, Excel and Powerpoint alternativeI
love the form builderAlways accessibleCan download as MS files and
upload MS filesIntegrates with Trello and Slack!
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We do Eat Our Own Dogfood Though
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CRM
Document Management System
Resources
Triumphant Trello tips www.bit.ly/trellomikeSuperb Slack stuff
www.bit.ly/slackmikeEssential Evernote education -
www.bit.ly/evernotemike
Book The One ThingBook Getting Things DoneBook Start with
Why
Come to LITE 2016! liteconf.com. Speak to me for a special
discount code!
Thanks!m.mcgrail@getadministrate.comwww.getadministrate.comTwitter
- @mike_mcgrail
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Travel technology Nicky Christmas, Founder, Practically Perfect
PA
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App: Packing Pro 2.29iPhone / iPad
This app is great for assistants that love writing lists! Pick a
template based on the type of trip and then help your manager list
everything they need for their business trip. This app will
decrease the chance of your manager calling you to source a spare
toothbrush in New York while you are in London!
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Website and App: Smart Layover FREE iPhone, Android and
Blackberry 10
VIDEO The Smart Layover app details activities that you or your
manager can do while waiting for a connecting flight, such as
day-use hotels and landmarks that are close to the airport.
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Website and App: Skyscanner FREE iPhone, iPad, Android
Skyscanner is still my go to website and app for flights, hotels
and car hire. It is simple to use and can compare hundreds of
flights and hotels in a matter of minutes. There are plenty of
other comparison websites but I always check Skyscanner prior to
booking any flights. The app is also easy to use.
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App: AA ParkingFREE iPhone, Android, Windows Phone
App: Free WiFi FinderFREE Across all platforms
App: XE Currency FREE Across all platforms
AA ParkingNot all business trips are glamorous overseas
adventures. In fact, at lot of the time assistants organise trips
to local offices in far flung places like Coventry or Southampton.
If your Executive insists on driving to such locations, the AA
Parking app will come in handy. It finds the cheapest and most
convenient parking spaces near to the destination and provides
directions.
Free WiFi finder This app locates Wifi hotspots in your area and
it works all over the world and gives you directions too!
XE CurrencyConvert every world currency on the go. I use the
website all the time, not just for planning travel but also for
expenses, so it is helpful having the app on my phone.
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Transport apps
Taxi Apps
My favourite taxi app for assistants. Gett has a business
platform to track and manage spending and this system can be hooked
up to the app on your Executives phone so that they dont have to to
pay the fare up front. You can track the car so that you know when
it will arrive and the cost will be automatically added to the
business platform, which means no more annoying cab receipts!
Airline Apps
If your manager travels on one airline frequently it is worth
downloading their app. Most will have details on flight times,
on-board entertainment, electronic ticketing and lots of other
useful information.
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Website and App: Flight TrackerFREE iPhone, iPad
The app tracks all flights using a zoomable map which allows you
to see where exactly the plane is. The app also gives access to
real-time departure information, delays and gate numbers. Another
great feature is its information on cancellations and alternative
flights.
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Website and App: Seat GuruFREE iPhone, iPad, Android
This is great if your manager is fussy with their airline seat!
You can type the airline, the flight number and the date and the
app will tell you which is the best seat on the plane.
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Website and App: Gate GuruFREE iPhone, iPad, Android
GateGuru Is like Trip Advisor for an airport. It is great if you
have time to kill at the airport and want to know where to eat,
where the shops are and other services like cash points. If your
manager needs to pick up a souvenir for their kids this app will
tell them (or you!) where exactly they need to go in the airport.
GateGuru can also estimate how long you have to wait at TSA
checkpoints and does provide flight status updates.
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Bethany BurnsFirst Mate to the Captain, BrewDog PLC
Events technology Lauren Thomson, Delegate and Event Manager,
MCL Create
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event technology supporting assistants to be more productive
mclcreate 2016
# mclcreate 2016experts use tools should you?
mclcreate 2016
# mclcreate 2016automationautomate confirmations and joining
instructionsautomate invoices and automatically drop income into
budgetsautomate sending of reports to our boss and other
stakeholders andautomate delegate communications by email and by
social mediaautomate the selection of stands / tables / slots on
the programme
# mclcreate 2016paperlesskill the delegate pack!eliminate the
bulky exhibitor brochuredrastically reduce queues at registrationbe
more sustainable
# mclcreate 2016collect data / feedbackThe right platform can
cross reference it Make it open for others to interpret and
useHelps slot into big data used in other tasks or by other
departmentsMakes data truly meaningfulIt becomes a valuable and
worthwhile task
# mclcreate 2016event registration platformsis added
functionality worth the money?
mclcreate 2016
# mclcreate 2016
# mclcreate 2016
# mclcreate 2016inrole
# mclcreate 2016inrole
# mclcreate 2016project management platformshelping stay on top
of projects
mclcreate 2016
# mclcreate 2016
# mclcreate 2016table plansmake them painlesstable plans
mclcreate 2016
# mclcreate 2016create to scale layouts from small training
events to large exhibitionsit may be that someone has already set
up an event in the space you are using and you can simply copy that
layout!multiple team members (including your Exec) can check out
the floor plan and they have different levels of interaction (view
or amend)grant admin rights just for one table - ideal for groups
or sponsors so they can make their own amends to their table you
can share the layout quickly and easily with your venue, speakers,
guests or exhibitorsintegrates with Eventbrite
# mclcreate 2016you can easily check people in at your event
using the social tables appallocate attendees to specific tables
and seatseasy export of attendees for printing place cards or
badgesrender the floor plan in 3D!
# mclcreate 2016into app platform any app / platform that you
want to add
mclcreate 2016
# mclcreate 2016into
# mclcreate 2016into
# mclcreate 2016thank you
mclcreate 2016
# mclcreate 2016questions?
mclcreate 2016
# mclcreate 2016Meeting TechnologyNicky Christmas, Founder,
Practically Perfect PA
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Website and App: join.meFREE for up to 10 participantsiPhone,
iPad, Android and plugin extensions for Outlook, Office 365 and
Crome
VIDEO Join.me is an online platform and app that allows for easy
video or audio conferencing. You can share your screen with other
people in the call and use a virtual whiteboard to collaborate on
ideas. Ive just started using it and Ive found it works really
well. You dont have to download the technology so you can by pass
any pesky IT departments too. 55
Website and App: Canva FREE with Canva for Business as premium
product iPad, Android
Canva Designing graphics for websites, social media platforms,
presentations, and brochures can be a tricky business. It can be
expensive to hire a professional and painstakingly difficult to do
with inadequate tools and software. Canva is an online platform and
app that allows users to drag and drop images and text into a
number of different templates which are available for free or a
minimal cost (usually $1). Canva have also launched Canva For Work
which will provide many more templates specifically for
businesses.
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Website and App: Doodle FREE for individuals ($49 per year for
business) iPhone, Android
Doodleradically simplifies the process of scheduling events by
using a voting process. Whether you want to arrange board or team
meetings, dinners with friends, reunions, weekend trips or any
other kind event, finding the perfect time iseasy. All you have to
do is send your colleagues a link to Doodle and ask them to select
the dates and times they are available. You can then choose the
date most popular with your attendees.
How does it benefit assistants?
PAs spend a huge amount of time scheduling and then rescheduling
meetings for their organisations. This little website is a
brilliant and easy way to make sure you get everyone together. I
would suggest sending it to the other PAs in your organisation, so
that you can use it between you rather than send it to the
Executives. It is also great for parties, meeting up with busy
friends and organising your personal life in general!
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Hardware: Touchjet Pond Projector599.99
This nifty devise is a mixture of a projector and a tablet. It
can project an image, around the same size as an 80 inch TV, and
users can also download Android Apps which makes it a very big
tablet. All of the Android apps can be downloaded including
presentation software and games. The projector can also be used to
watch films and TV. Along with the Pond users are also given a
stylus which can be used to effectively make the surface a
touchscreen. When pressed the stylus transmits a signal to the
projector and any notes or drawings will automatically come on the
projection.
How does it benefit assistants?
This is a great piece of kit to have in an office with a limited
number of meeting spaces as it is portable and easy to set up. It
can be used in your Executives office, in the kitchen basically
anywhere with a flat surface! It makes collaborative work really
easy with 4 people able to touch the screen at the same time and
using video conferencing apps it can also work to host meetings. At
599.99 it isnt cheap but if you think about how much it costs to
install Smart Screens in every meeting room or giving every member
of staff a tablet it is a tiny cost in comparison.
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Hardware: Livescribe Pens From 99
Minute taking with good old fashioned pen and paper can be a
long slow process so if you can use technology to help you with
this task it does speed up the process.If you do still prefer
writing out your minutes the award-winningLivescribe smartpenhas a
family of pens the Livescribe 3, wifi and Echo that could be a good
option for you.
Livescribe smartpens make it easy to connect paper and pen to
the digital world and fundamentally change the way you capture,
access and share what you write, draw and hear. The Livescribe Echo
smartpens digitally capture everything you hear and write,
simultaneously. You can instantly replay and re-live the moment to
check a word or figure by simply tapping the word or figure on the
paper. Then using Livecribes free Connect software you can quickly
send a combined handwritten note and recorded audio straight from
your notepad as an interactive PDF or pencast direct to your
contacts email, or mobile devices.
They are available in the UK from Apple, Amazon, Selfridges
andwww.smartpenspares.co.uk
They are priced from 99 for Echo to 129.99 for Livescribe 3 and
169.99 for the Livescribe 3 Pro Pack.
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Website and App: Virtual BoardroomCost worked out on a per room
basis
Virtualboardroomis a board portal which allows you, very
securely, to collaborate with others in the compilation of the
board pack and then to share that and other key board information
with directors. The directors can view their documents in hard copy
printed format or in electronic format on any device or through our
dedicated VBR App for iPad viewing and annotation.
Boardpackis a tool that sits within the portal which, very
quickly, takes all your report files Word, Excel, PowerPoint and
PDF and brings them together into one consolidated board pack.It is
being used by company secretaries, administrators and boards the
world over and can be accessed from anywhere at anytime.
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The name of this app is pretty self-explanatory:Agenda
Makerhelps you create meeting agendas. This 1.49 apple app makes
drafting an agenda easy, by adding agenda items, sorting and
deleting them, and allocating time for each item. The app handles
all of the calculations for you, and updates as you delete and add
items to the list. It also allows you to share the agenda via
email, either as a PDF or using HTML. Sure, its not super-exciting
stuff, but it definitely is useful.
Dropbox One of the best and most popular services that gave
birth to the cloud storage boom, Dropbox (Android,iOS) is the go-to
solution for many people's cloud storage and sharing needs. At its
core, Dropbox is an online storage locker for your files,
documents, photos and other data that you can access anywhere (as
well as download for offline access). You can also use Dropbox as a
way to share files for collaboration, as well as upload new
material. Dropbox for business is available
Worklife free or $5 per month
WorkLife was designed to help people create and share meeting
information seamlessly. It does an excellent job of providing you
with a cleanly-designed interface to catch-all the information
generated from a meeting.
Add and delete agenda items. You can assign items to different
team members, share links, and organize the agenda items in any
order you see fit.Record any decisions made during the meeting.
Create action steps or tasks. Take note of any open issues. This is
a place to record items that have not been decided upon, that need
more research, or need to be discussed or reviewed at a later date.
Sending a meeting reminder and agenda to people 15 minutes before a
meeting is to beginSending meeting summary emails to attendees and
non-attendees once the meeting has concluded
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