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Streamlining Nonprofit Organizations: It's All About the Cloud

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This presentation looks at what cloud computing is, reports on how nonprofit organizations are using the Cloud, factors for success, how to evaluate cloud technology solutions, and developing a tech plan. Includes two nonprofit case studies and a survey of cloud tools for enhancing organizational efficiencies.

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Streamlining Nonprofit Organizations: It's All About the Cloud

  1. 1. Massachusetts Nonprofit NetworkAnnual Conference Streamlining Nonprofit Organizations: It’s All About the Cloud October 25, 2012
  2. 2. About the Presenters Photo Photo here here Debra Askanase, MBA Marc Baizman @askdebra @mbaizman Online engagement strategist, Nonprofit technology coach, former nonprofit executive Salesforce and Google Apps, director. Thinks about strategy, improv and sketch comedy measurement, engagement + performer, unrepentant nerd. social media. (Speaks Japanese) (Never refuses ice cream) 2
  3. 3. Today’s Discussion 1 WHAT IS CLOUD COMPUTING? 2 SUCCEEDING IN THE CLOUD 3 NONPROFIT CASE STUDIES 4 SURVEY OF CLOUD TOOLS 3
  4. 4. 1What is Cloud Computing?
  5. 5. Techsoup Global 2012 Survey:Cloud Computing Definition “Cloud computing allows you to access software via the Internet instead of from your hard drive or your local computer network. When you use cloud-based software, it is available anywhere you can use the Internet – not just in your office.” Source: TechSoup Global 2012 Cloud Computing Survey 5
  6. 6. Who’s in the cloud? http://www.flickr.com/photos/camdiluv/4441155157/in/photostream/ 6
  7. 7. Cloud Statistics:Top 3 Cloud Adoption Motivators  Remote access Cost   Ease of maintenance Source: NTEN 2012 State of the Cloud Survey 7
  8. 8. Cloud Statistics:Top 3 Cloud Adoption Barriers  Lack of Knowledge Cost   Data Security Source: TechSoup Global 2012 Cloud Survey 8
  9. 9. Cloud Statistics:Cloud Migration Timeframe Within 1 year 19% Dont know or no plans 36% 1-2 years 19% > 3 years 2-3 years 11% 15% Source: TechSoup Global 2012 Cloud Survey 9
  10. 10. 2Succeeding in the Cloud
  11. 11. Strategy ✪ Why use these tools? To what end? ✪ Make a requirements list ✪ Have (or make) a tech plan! Ask about industry practices ✪ & standards for tools 11
  12. 12. Staffing• Need to make sure it’s in a job description• Ideally NOT a part-time or short-term volunteer 12
  13. 13. Budgeting• Create an overall Technology Budget!• Use TechSoup’s sample budget to start www.techsoup.org/learningcenter/techplan/page 4257.cfm• Cloud software is often per user pricing so NEGOTIATE if you have a lot of users!• DON’T get locked in to a long-term contract, go for monthly if possible, yearly if you have to.• Plan ahead for growth – give your organization more accounts than you think you need. 13
  14. 14. Support• Access to vendor support• Cost of vendor support NPO +• Reliability Cloud app• Quality vendor• Identify outside support back-up• IT support 14
  15. 15. Culture• Comfortable in beta• Support from the top EXPERIMENTAL• Not afraid to break the tech tools COLLABORATIVE• Cross-departmental EXEC SUPPORT sharing and collaboration TRY THE TOOLS• Willingness to fail fast and try minimum viable actions… 15
  16. 16. 3Case Studies
  17. 17. Case Study 1:NYC Elder Abuse Center http://www.nyceac.com 17
  18. 18. NYCEAC:Succeeding in the cloud• Strategy  Yes to SM strategic planning and support, benchmarking, No to having a tech plan• Staffing  5 hours/week for social media manager, plus additional 5 hours/week from other staff, plus lead• Budget  Grant for strategy and implementation, web support• Support  Consultant, in-house, user adoption• Culture  Eager to learn, not afraid to break the tool but *not* a tech adopter, culture of collaboration, exec support 18
  19. 19. Cloud tools: Google Drive(formerly Google docs) Project management, collaboration  Shared folder for social media team Project management, collaboration, file management  Institutional memory, project lists, content  Shared folder for team calendar, metrics spreadsheets, etc.  Institutional memory, project lists, content calendar, metrics spreadsheets, etc.  All files stored securely in the cloud 19
  20. 20. Cloud tools: Delicious Content curation  Online mentions & web content to watch  Collaborative bookmarking and tagging http://delicious.com 20
  21. 21. NYCEAC: Other cloud toolsConstant ContactCommunication  Bi-monthly newsletter Dropbox Project management, collaboration  Podcasts, slidecastsFreeconferencecall.com, Rondee.com, Join.meCollaboration, training  Bi-weekly conference calls among dispursed members  Visual (& virtual) training for team http://nyceac.com 21
  22. 22. Case Study 2:Medical Legal Partnership | Boston http://www.mlpboston.org 22
  23. 23. MLP Boston:Succeeding in the cloud• Strategy  Plan required an immediate move, needed to find replacements ASAP• Staffing  2-3 days/week of Office Admin’s role during transition, 4-8 hrs/week after• Budget  Small grant (<$5K) for initial cloud transition• Support  Cloud Vendor, in-house, champion users• Culture  Variety of skill levels, some fear around tech, BUT strong management support 23
  24. 24. Cloud tools: Google Apps(moved from Outlook/Exchange) Collaboration  Institutional memory, shared calendar, chat 24
  25. 25. Cloud tools: Box.com File Management  All files stored in the cloud, linked to Google Apps  Very secure, several permission groups 25
  26. 26. Cloud tools: Salesforce.com CRM  Storing donor and donation information  Storing program data 26
  27. 27. Time to talk! 1 WHO WOULD BE YOUR CLOUD CZAR? IDENTIFY YOUR BIGGEST 2 BOTTLENECK(S) BY PRIORITY 3 MAKE A REQUIREMENTS LIST 27
  28. 28. 4Survey of Cloud Tools
  29. 29. How do I know if any of thesecloud tools are any good??• Does it do what you need it to do? Requirements!• Budget: Per user? Growth? Nonprofit discounts?• Research! People have done this before! – Groundwire – NTEN reports – Idealware – TechSoup – Heller Consulting – Google Apps marketplace (ratings, reviews) – Salesforce AppExchange (ratings, recs, reviews) – Socialbrite.com: lots of reviews for social media apps 29
  30. 30. Sample Requirements ListName Nonprofit Needs DropBox Dropbox for Teams Box.net for Business Indvidual Individual Accounts, Accounts, share a share a common file, Indvidual Accounts, common file created but share quotas and share a common fileAccount System Type by one person an control panel created by one personNumber of Accounts 4 now, up to 8 in aNeeded year 8 8 8Total Disk Space 36 GB as of today 50 GB per user 750GB 1000GB Specific accounts can Specific accounts can Specific accounts can be invited as viewers be invited as viewers be invited as viewers or collaborators or collaborators or collaboratorsFile depending on depending on depending onProtection/Permission High priority (in the permission level given permission level given permission level givening future as we expand) by creator of file. by creator of file. by creator of file. $66/mo for 5 $15/user/mo = Max Budget: accounts, Additional $120/mo for 8 acctsPrice Per Month $200/month $80/mo for 8 accounts accounts are $10/mo (NPO discount - 10%) $1170 (8 accounts, 5 Max Budget: for 795, additional are $1440 (8 accounts)Price Per Year $2500/year $792/yr for 8 accounts $125/yr) (NPO discount - 10%) 30
  31. 31. High-level Cloud Categories• Social Media Measurement• Chat/IM• Content Curation• Project Management• File Storage• Donor Management• Backup• HR• Fundraising• Email marketing and management 31
  32. 32. Social Media Measurement:HubSpot (paid) http://www.hubspot.com/nonprofit/ 32
  33. 33. http://www.hubspot.com/nonprofit/ 33
  34. 34. Social Media Measurement:Metricly (free) http://metricly.com 34
  35. 35. SMM: Metricly http://metricly.com 35
  36. 36. Social media measurement:More apps• Free (+paid upgrade): – Crowdbooster (twitter) – Metricly – Simplymeasured – Socialbro• Paid – Salesforce Marketing Cloud (often known as Radian6) – Hubspot (nonprofit program) – Lithium.com – Spredfast – Sprout Social – Small Act 36
  37. 37. Internal comms/collab:Google+ Hangout 37
  38. 38. Internal Communications:More apps• Free – Skype – Google chat – Google Hangouts – …and one app to (almost rule them all): Pidgin.com• Some paid systems also support chat: – Yammer – Chatter (Salesforce) 38
  39. 39. Content Curation: Evernote http://evernote.com 39
  40. 40. Content Curation: Scoop.it http://scoop.it 40
  41. 41. Content Curation:More Apps• Delicious• Flipboard• Storify• Bundlr• Pearltrees 41
  42. 42. Project Management:Basecamp 42
  43. 43. Project Management:Redmine 43
  44. 44. Project Management:More apps• Smartsheet• Gantter• Central Desktop• Evernote• Asana• Huddle 44
  45. 45. File Storage:Dropbox 45
  46. 46. File Storage:Box.com 46
  47. 47. File Storage:More apps• Google Drive• SugarSync• Egnyte• Syncplicity 47
  48. 48. Donor Management:Salesforce.com 48
  49. 49. Donor Management:Donorperfect Online 49
  50. 50. Donor Management:More Apps• eTapestry• CiviCRM• Netsuite• Causeview• Affinaquest• Luminate• Neon• Mission.do 50
  51. 51. Additional Cloud Tools• Backup – Mozy – Carbonite – Backblaze – Backupify – iCloud• HR – Sucessfactors – ADP Online – Workday 51
  52. 52. Additional Cloud Tools• Fundraising – FirstGiving – Causes – Razoo – Causevox• Email Marketing – Constant Contact – Mailchimp – iContact – MadMimi – MyEmma – Vertical Response 52
  53. 53. Overwhelmed? Don’t be! 53
  54. 54. Actionable items you can doTOMORROW! 1 APPOINT A CLOUD CZAR (YOU? ) IDENTIFY YOUR BIGGEST 2 BOTTLENECK(S) AND MAKE A REQUIREMENTS LIST 3 RESEARCH CLOUD APPS …and enjoy the cloud! 54
  55. 55. Resources TechSoup Global Cloud Survey 2012: http://www.techsoupglobal.org/2012-global-cloud- computing-survey TechSoup’s sample budget program: www.techsoup.org/learningcenter/techplan/page4257.cfm Idealware’s Field Guide to Software for Nonprofits: http://www.idealware.org/homepage-features/field-guide-feature2 and http://www.idealware.org/reports Heller Consulting’s resources to selecting and implementing software: http://www.teamheller.com/resources Nonprofit Technology Network (membership org, lots of free resources): http://www.nten.org/ and lots of downloadable research:http://www.nten.org/research State of the Nonprofit Cloud 2012 (NTEN report): http://www.nten.org/research/the- 2012-state-of-the-nonprofit-cloud-report NTEN:Change – a quarterly journal for nonprofit leaders about technology (free): http://www.nten.org/ntenchange 55
  56. 56. Thank you for your attention! Questions? (We love ‘em)
  57. 57. We welcome follow-upquestions via email too!Debra AskanaseCommunity Organizer 2.0debra@communityorganizer20.comTwitter: @askdebra(617) 682-2977 Marc Baizman My Computer Guy marc@mcgtraining.com Twitter: @mbaizman (617) 329-1868 57

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