Tools ForNetworks and Meetings Paul Webster (Twitter : @watfordgap) 20th March 2013
Topics• Background - What do you do now?• What do you want to be able to do?• Ways the tools can help – internal & external networks• Websites to try* – not to bombard … some clearly stand out• Tips• Discussion• Whats next? (*Disclaimer – Some are very new, Ive not tried them all out!)
The problem both physical and barriersTravel – is it the best way .. digital methods betterTime – capacity to attendCost – fuel and staffKnowledgeConfidence / FearCapacity / ResourcesAny more?
Dont forget to plan• Know your objectives and what you want to say • Run an on line partnership meeting• Research where your audience are – do you know? • Survey and find out, work in spaces where your target audience are• Plan how to use the tools – have a strategy • One off consultation, Regular event, How do you want to achieve itd• Choose tool to match audience and implement • Look at what other organisations have done, what works elsewhere?• Sustain the conversation and say thank you • Encourage people to return, keep it new, links from websites • Engage with people on line, be receptive, respond, react
Ways that on line tools can help• On-line Networking – Planning, Collaborating• Meetings – Less time, travels and costs• Development Surgeries – New ways to reach clients and members• Team Reporting and Building shared knowledge bank – Collaborative tools and acceptance of media• Banish Paper! – Tablet computers for discussion documents & note taking
(Internal & External) On line networks work well ..• Focus on building communities of interested people around issues they care about.• Small highly engaged networks & teams (Task & Finish Groups), better than loose uncontrolled mass of people (NAVCAboodle?)• Reach people in a style & media where they are – even e-mail!• Be provocative in posts and leave open questions … but have time and answers to complete the conversations.• Dont make it a chore – an ever decreasing spiral – to find .. log in to .. disappointing content .. drops off radar ..• Make it a place feel at home and want to return to.• Highly visible outcomes and noticeable changes
Finding the right tool for the task From Flickr – Claire Sutton and justinbaeder
Websites to try - Planning• Doodle – Everyone loves Doodle! Everyone know what Doodle is?• Google Calendar Sharing for availability• Yammer – All information for a dispersed team in one place – Put up a critical document (mileage claim) or make an announcement• Ning is similar – but developed to be more public facing – Your own social network – Control all access and features
Dispersed Collaboration Yammer Private discussion networkWhat it is- a closed internal network for teams- community for dispersed workers- chat, send open and direct messages- store & share documents- follow groups, people and files- discussion thread notifications online,by email, phone app or text
Dispersed Collaboration Yammer Private discussion networkFree Version- Unlimited size secure, free network for an organisation or team- Discussions, Polls, Groups, Teams, File sharing,- Desktop tool and Smart phone app- Fully customisable notifications by device and frequency- Full control over network and group membershipPaid for Version – From £2.00 per user per month- Custom branding- Tools for bulk user management- Enterprise control over keyword blocking and stats downloads- Enhanced support via telephone and emailOther ones to look at- Ning, Facebook Groups, Google+ Communities
Websites to try – Collaborate & Share• Dropbox – Great for sharing documents between team members• Google Drive – Banish paper from meetings! – Collaborate in real time – Not Microsoft, so some compatibility checks needed• Facebook Groups – Its where many people are already• Huddle – Very secure team management & project planning site• Instant public collaboration (Most free = public, paid = private) – listhings.com, linolit.com - very easy corkboards – piratepad.net, scribblar.com instant wiki - history playback
CollaborationGoogle Tools (Drive)www.google.co.uk(was Google Docs)You need a (free)Google account What it is - Google Drive (My Drive offline) - Collaborative document sharing - Online version of Office Software - Documents, Spreadsheets, Forms - Also Presentations & Drawings - Need a (free) Google account - File level control for access / update - Have to be connected to Internet Maybe consider Yammer or Dropbox
Collaboration Google Tools (Drive)What it does- Similar editing features to Desktop based Office software- Upload files and share, gather information by Forms- Revisions & rollback changes – view list of revisions- Simultaneous live updating & chat while working together- Secure cloud backup- Doesnt have all features of Office Software- Download .doc / .pdf to Format, Share, Print
Social NetworkingGoogle+ Integrate – With other Google services & Search services Circles – A natural way to mimic relationships and group friends Hangouts – Video chat-room, share docs, live stream to YouTube Mobile App – Very intuitive http://www.socialv2.com/google-howto/the-google-shortcuts-and-cheatsheet/
CollaborationGoogle ToolsNot Just Document Sharing (Google Drive)- Browser (Chrome)- Mail (Very popular and versatile on-line e-mail system)- Reader (Keep up to date with RSS newsfeeds you subscribe to)- Maps and Streetview (Find an organisation and see the building)- Places (Enhanced search result listing & map integration)- Alerts (Instant e-mail notifications when search term mentioned)- Custom Search (Embeddable search for your site or selected range)- Wallet (Secure money transactions)- Adwords (Advertising and keyword promotion)- Sites (Build simple webpages)- Play (Google App store for Android phones)- Plus (Social network, share content in Circles & video Hangouts)Even- Hardware (Chromebook)- Augmented Reality (Glass)
Websites to try - Meetings• Skype – Free for one to one sessions, premium version for groups• Google+ Hangouts (10 people) – Easy to use, can live stream and save to You Tube – Share whiteboards and files• Go to Meeting (Robust scalable conferencing) – Available for charities through CTXchange• Yammer – Not as easy to follow along, but key points can be posted• Other free systems – WebEx (3 people), ooVoo (12 people)
Group CommunicationsSkype – www.skype.com What it is - voice & video calls over internet - text chat - desktop sharing - distance meetings - reduces travel - one to one only on free version - owned by Microsoft
Group Communications SkypeFree Version- Your Skyple Account and software updates- One to one video and voice calls to anyone else on Skype- Instant messaging and file sharingPaid for Version – £2.99 introductory fee, normally £5.99 per month- Calls to mobiles and landlines- SMS text messages- Group video chat for up to 10 people- Group screen sharingOther similar sites to look at- ooVoo, Google+ Hangouts, WebEx
Involving Wider Groups and Communities• Surgeries using Skype or Google+ – @cllrharrington – bookable, topic related each week• Community / Partnership Story Telling – Share good news & project successes – Com-Phone (Android App)• Other ways to convey your message – Jing, ScreenR, even Vine – Short video tutorials• Live stream (video or audio) events in a community page – Get an on-line debate started whilst the event is happening• Have a #tamesidehour – Tameside 4 Good open tweetchat – Public (on Twitter) ways to canvass community views – Award winning #yorkshirehour• Traditional forums can work (Sheffield Forum) or can become echo chambers or full of ranting trolls. Need careful management.
Following online chat or an topic #hashtagEvents often expensive & time consuming to attend, but great forlearning & sharing. Participate online or catch-up on tweets, speakertalks, video interviews and event pictures. Mange in :Hootsuite & TweetdeckConversations #chat2lrnin : 4pm ThurTwitterfall #nptalkTweetchat 8pm Wed #yorkshirehour 8pm Wed #vcssupportnw #bigtif etc.
Partner feedback to build knowledge bank• Recording feedback from sessions – Video (Bambuser) & Audio (Audioboo) as comfortable – Better than case studies – volunteer management• Collaborative documents – Build shared documents and policies – do live in meetings• Shared social bookmarking – Digg, Del.ico.us – private or public• Capturing intelligence and building shared learning environment. Formal system, Google Drive or a Wiki – LMSs are building this in, snippets Person A has, if recorded and classified correctly can help Person B... or Person C in 12 months time – Wiki (pbWiki, WikiSpaces) or a Google Doc (less searchable)
On-line learning• Ticks all the boxes – Saves time, lower cost, reduces travel – Instant updates can be rolled out to all learners / volunteers• Build on line learning programme for new starters & track this• Direct groups to on demand e-learning as need identified (now), not when next course is being run (6 months)• Allows network partners to collaborate and build courses• Systems available from – Learning Pool – Interactive with Learner Management – KnowHow NonProfit – Video tutorial based
Various Other Tools• Batchgeo – Instant Google Maps pinpoints from spreadsheets• Doo.net – Advanced tagged cloud file sharing• Evernote – Fantastically easy way to share files across devices• Join.me – Screen sharing, chat by text & voice (10 people free)• Mind Meister – On line collaborative mind mapping• Speak Pipe – Let your website visitors leave audio feedback• Text Local – Send SMS messages to team (need to buy credits)• Trello – Project Mgmt – Team idea sharing & progress tracking• The App Builder – Build free smartphone apps• Volunteer Spot – Volunteer scheduling & management software
Tips for Sustaining the NetworkA Driver Dedication from the people who want to shareIndependent & Transparent More willing to open up & share if parameters are clearJigsaw in its place Contributing to other networks & feeding from resourcesTopics Interesting, relevant, presented well for the local sectorEnergy to keep going Hard work when everyone else has gone back to their day jobsTime Assign someone & give them responsibility to manage and feed itCommunity People lead full & busy lives, need clear valueChange Responsive and can shift if the landscape or direction changesFun & Human Interest Light hearted, birthdays etc. Not always just dry meeting notes!
On line Networks - Summary• Have a clearly defined purpose and aims for the community• Give people a reason to visit (share file, announcements, chat)• Get all participants happily on board with chosen tools• Make sure the technology works & bandwidth (upload) is good• Appoint champions – develop step-by-step guide sheets• Demonstrate the value of contributions by using them• Treat on line meeting with same importance as one face to face – Dedicate time & headspace, Privacy, Facilitate, Record notes• See the strategy through – Sustain, Listen & Revise if needed
Summary - DiscussionWill they work? Yes / No / Why / Why not?Which are easy to give it a go?Which will take more effort?Which one things will you try out this week?Links http://www.feverbee.com http://nptechuk.wordpress.com/ https://socialsourcecommons.org/toolbox/show/1006http://agilecomplexificationinverter.blogspot.co.uk/2013/02/collaboration-tools-list.html http://www.communityhowto.com
Thank You – My Email & Twitter contacts Paul Webster paul @ watfordgapservices.org.uk @watfordgap