Cosmics Collaboration Presentation


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learn about some of the tools that will enable you to work collaboratively with colleagues and stake holders. We look at various tools include video conferencing, document sharing, working on documents online, calendars and scheduling as well as syncing files.

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Cosmics Collaboration Presentation

  1. 2. Working Collaboratively Or Making the most of internet based services
  2. 3. <ul><li>There are many tools available that enable you to work together, whether this be in a face to face situation, working on documents to arranging meetings </li></ul><ul><li>Many of these tools are free, although some do charge for increased features such as extra space or functionality </li></ul><ul><li>All of the blue writing in this presentation shows a link is present to a website or resource </li></ul>
  3. 4. Google Apps <ul><li>Google has a whole suite of applications (or apps) that you can make use of ( Complete List ) </li></ul><ul><li>Most of these are accessible by creating a google account for free ( Create a google account ) </li></ul><ul><li>One of the main products is googlemail or gmail, this is a web based email system with a large amount of storage and some very powerful features </li></ul><ul><li>The main product we are going to be looking at is Google Documents </li></ul><ul><li>Google documents is a basic online office suite. You can create and edit documents, spreadsheets, presentations, drawings and forms </li></ul>
  4. 5. Creating Documents <ul><li>Go to </li></ul><ul><li>Click on the more button (top middleish) </li></ul><ul><li>Select documents </li></ul><ul><li>Log in with your google account details </li></ul><ul><li>On the left click create new, and select the type of document you wish to work with. </li></ul><ul><li>Click Untitled Document at the top to give this document a name (this is similar to saving) </li></ul><ul><li>Spreadsheets, documents and presentations are like a slimmed down version of excel, word and powerpoint </li></ul><ul><li>Documents are automatically saved </li></ul>
  5. 6. Sharing Documents <ul><li>Once you have created a document, you can share it </li></ul><ul><li>You can share it while you are still editing it, or once you have finished. </li></ul><ul><li>Click on the share button top right </li></ul><ul><li>Enter an email address in the box </li></ul><ul><li>Choose whether the person is allowed to edit (make changes) or just view. Enter a message if needed, and click share. </li></ul><ul><li>This will send an email to the person with a link and message. </li></ul><ul><li>The document will also appear in the person’s google documents automatically </li></ul><ul><li>You can share documents with multiple people </li></ul><ul><li>Several people can edit the document at the same time </li></ul>
  6. 7. Google Forms <ul><li>Google forms are very powerful </li></ul><ul><li>They are basically a simple questionnaire builder </li></ul><ul><li>You can create a table of questions, and them embed this onto a website to harvest, or simply email around a link to the form </li></ul><ul><li>When someone fills out the form and click submit then the details are entered into a spreadsheet which you can then work with (e.g. Copy and paste into excel and create graphs or contact database) </li></ul>
  7. 8. Google Calendar <ul><li>Another google tool useful for collaboration is google calendar </li></ul><ul><li>Google calendar can be found by clicking on Calendar at the top when on </li></ul><ul><li>It works like most calendars, enabling you to add appointments, add details etc </li></ul><ul><li>You can then share your calendar, and other people’s </li></ul><ul><li>This allows you to see multiple people’s calendars at once in a simple to read overlay system </li></ul><ul><li>Google have also created a program called google sync that will copy all appointments from an outlook calendar to a google calendar and vice versa ( google sync tool ) </li></ul>
  8. 9. Video Conferencing <ul><li>Video conferencing is a good tool to use if you need to talk face to face but cannot travel to see people, or if you wish to attend an event remotely. </li></ul><ul><li>All you need is a webcam (most have a microphone included) and most laptops now come with a webcam integrated with the screen </li></ul><ul><li>There are several platforms, each with a different positives and negatives. </li></ul><ul><li>One of the main platforms is skype ( ) which has an average of 25 million people using it at any one time </li></ul>
  9. 10. Skype <ul><li>Skype is free for 1:1 video and text conversations </li></ul><ul><li>Easy to install and use </li></ul><ul><li>Large amount of people already using it </li></ul><ul><li>Can have a virtual landline number </li></ul><ul><li>Can handle voicemail for you </li></ul><ul><li>Costs extra for more than 1:1 </li></ul><ul><li>Premium Skype costs £68.86 a year </li></ul><ul><li>Example Skype call </li></ul>
  10. 11. Oovoo <ul><li> </li></ul><ul><li>Not so popular as skype </li></ul><ul><li>Able to handle 3 way conversations for free </li></ul><ul><li>Can add more people on a pay as you go basis for $0.10 per extra person per minute </li></ul>
  11. 12. Other platforms <ul><li>There are many other platforms such as </li></ul><ul><li>These often cost a lot more, but have a lot more features such as desktop control and drawing tools </li></ul>
  12. 13. Doodle <ul><li> </li></ul><ul><li>Doodle is a very easy to use tool that helps you schedule things </li></ul><ul><li>Simply create a poll and send it to others, they respond and you can choose a date that fits everyone </li></ul>
  13. 14. Social Media <ul><li>Social media itself is a great tool for encouraging collaboration </li></ul><ul><li>Twitter, facebook, youtube and blogs can all be used to collaborate via conversation on topics that are of interest to your organisation </li></ul><ul><li>For a more concrete collaborative space you can create your own space on platforms such as or create your own hosted forum using (eg ) </li></ul>
  14. 15. Other tools <ul><li> more sophisticated document sharing with commenting and revision system </li></ul><ul><li> a flexible online drawing board / bulletin board, very open minded </li></ul><ul><li> a tool to help you manage projects and collaborate on roles </li></ul><ul><li> an online brainstorm platform </li></ul><ul><li> an online easy to use shared drawing tool </li></ul><ul><li> is a large collaboration tool that includes aspects of other such as whiteboards, documents, chat and more </li></ul>