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This presentation explains why charities should consider using Google Apps instead of Microsoft Office. After years of working in IT for large public sector and voluntary organisations which had Microsoft environments, I came to the conclusion that many charities would be better off using Google Apps because they would: - Make it easier for staff and volunteers to share information - Support partnership working with other agencies - Reduce the total cost of ownership This is a version of the presentation I originally gave at the Evolve 2014 hosted by the National Council for Voluntary Organisations.
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Time for your charity to ‘Go Google’?
#evolve2014
Agenda1. Introductions 2.What is Work Out Loud?3.Why Google apps?4.Google apps - quick tour5.Questions
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 reliabilityWe 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. [email protected]■ 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
FormsEasily create online forms for:■ Surveys■ Information requests■ Booking training courses■ Organising meetings■ Expense claimsData entred is automatically stored in a secure spreadsheet
HangoutsGoogle’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 TubeHere’s someone who is keen on hangouts...
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 sitesLets you create free■ Public websites■ Private intranets for an organisation or
partnershipIntegrates 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 210733Email: [email protected]: www.workoutloud.co.ukTwitter: @work_out_loud
