The Office Superhero... Technology to help you fly
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The document summarizes technology tools that can help assistants and office professionals with tasks like travel, events, meetings, and productivity. It discusses apps and websites for tasks like project management, travel, event registration, table planning, remote meetings, and note taking. Various free and paid options are presented for platforms like Trello, Slack, Evernote, Google Docs, join.me, Canva, and Doodle, as well as hardware like Touchjet projectors and Livescribe pens. The event covers these topics through presentations and is intended to help attendees learn about new technologies.
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The Office Superhero... Technology to help you fly
- 1. The Office Super Hero… Technology to help you fly! Thursday 21st July 2016, Edinburgh
- 2. Housekeeping 3.10pm: Technology to make you super productive Mike 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 PLC Lauren 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: Openspace Password: LightPink
- 4. So… why are we here?
- 5. Technology to make you super productive Mike McGrail, Marketing Director, Administrate
- 6. Awesome Productivity Tools (YAY!) Mike McGrail Marketing Director @mike_mcgrail
- 7. 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 that’s proud of our culture
- 8. We’re all so busy. Busy being unproductive.
- 9. ”Multitasking is a myth” - The One Thing, Gary Keller
- 10. How does the Administrate Marketing Team Stay Focused?
- 11. We Use Awesome Tools!
- 12. Trello • Amazing (free!) project management tool • Fully cloud-based • Fantastic app • Super-flexible • Collaborate • Integrate • To do lists • Event plans • Travel board? • Workflows
- 13. Agile?
- 14. Slack • Amazing (free!) messaging app for business • Reduce email time • Chat across teams or with individuals • Integrate with Trello and over 500 other services • Add a bit of fun to comms
- 15. Evernote • Free (shock!) • Your notepad for life • Share docs & collaborate • Use as a resource store • Wonderfully searchable • Great biz card scanner
- 16. Google Docs • Yes, free! • Word, Excel and Powerpoint alternative • I love the form builder • Always accessible • Can download as MS files and upload MS files • Integrates with Trello and Slack!
- 17. We do Eat Our Own Dogfood Though
- 18. CRM
- 20. Resources Triumphant Trello tips www.bit.ly/trellomike Superb Slack stuff – www.bit.ly/slackmike Essential Evernote education - www.bit.ly/evernotemike Book – The One Thing Book – Getting Things Done Book – Start with Why
- 21. Come to LITE 2016! liteconf.com. Speak to me for a special discount code!
- 23. Travel technology Nicky Christmas, Founder, Practically Perfect PA
- 24. App: Packing Pro £2.29 iPhone / iPad
- 25. Website and App: Smart Layover FREE iPhone, Android and Blackberry 10
- 26. Website and App: Skyscanner FREE iPhone, iPad, Android
- 27. App: AA Parking FREE iPhone, Android, Windows Phone App: Free WiFi Finder FREE Across all platforms App: XE Currency FREE Across all platforms
- 28. Transport apps
- 29. Website and App: Flight Tracker FREE iPhone, iPad
- 30. Website and App: Seat Guru FREE iPhone, iPad, Android
- 31. Website and App: Gate Guru FREE iPhone, iPad, Android
- 32. Bethany Burns First Mate to the Captain, BrewDog PLC
- 33. Events technology Lauren Thomson, Delegate and Event Manager, MCL Create
- 34. © mclcreate 2016 event technology supporting assistants to be more productive
- 35. © mclcreate 2016 experts use tools should you?
- 36. 36© mclcreate 2016 automation •automate confirmations and joining instructions •automate invoices and automatically drop income into budgets •automate sending of reports to our boss and other stakeholders and •automate delegate communications by email and by social media •automate the selection of stands / tables / slots on the programme
- 37. 37© mclcreate 2016 paperless •kill the delegate pack! •eliminate the bulky exhibitor brochure •drastically reduce queues at registration •be more sustainable
- 38. 38© mclcreate 2016 collect data / feedback •The right platform can cross reference it •Make it open for others to interpret and use •Helps slot into “big data” used in other tasks or by other departments •Makes data truly meaningful •It becomes a valuable and worthwhile task
- 39. © mclcreate 2016 event registration platforms is added functionality worth the money?
- 44. © mclcreate 2016 project management platforms helping stay on top of projects
- 46. © mclcreate 2016 table plans make them painless table plans
- 47. 47© mclcreate 2016 • create to scale layouts from small training events to large exhibitions • it 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 exhibitors • integrates with Eventbrite
- 48. 48© mclcreate 2016 • you can easily check people in at your event using the social tables app • allocate attendees to specific tables and seats • easy export of attendees for printing place cards or badges • render the floor plan in 3D!
- 49. © mclcreate 2016 into – app platform any app / platform that you want to add
- 52. © mclcreate 2016 thank you
- 54. Meeting Technology Nicky Christmas, Founder, Practically Perfect PA
- 55. Website and App: join.me FREE for up to 10 participants… iPhone, iPad, Android and plugin extensions for Outlook, Office 365 and Crome
- 56. Website and App: Canva FREE with Canva for Business as premium product iPad, Android
- 57. Website and App: Doodle FREE for individuals ($49 per year for business) iPhone, Android
- 58. Hardware: Touchjet Pond Projector £599.99
- 59. Hardware: Livescribe Pens From £99
- 60. Website and App: Virtual Boardroom Cost worked out on a per room basis
Editor's Notes
- 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 today’s 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
- 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
- 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
- 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 doesn’t 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 don’t 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 can’t use them at work download them onto your own phone. If your manager doesn’t want to use them that is fine they will still help you with your tasks. So without further ado…
- First up we have Mike McGrail, Marketing Director from Administrate. Mike will be showing you technology that will help with your productivity.
- 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!
- 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.
- 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.
- AA Parking Not 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 Currency Convert 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.
- 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 Executive’s phone so that they don’t 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.
- 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.
- 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.
- 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.
- 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. I’ve just started using it and I’ve found it works really well. You don’t have to download the technology so you can by pass any pesky IT departments too.
- 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.
- Doodle radically 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 is easy. 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!
- 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 Executive’s 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 isn’t 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.
- 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-winning Livescribe smartpen has 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 Livecribe’s 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 and www.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.
- Virtualboardroom® is 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. Boardpack® is 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.
- The name of this app is pretty self-explanatory: Agenda Maker helps 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, it’s 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 begin Sending meeting summary emails to attendees and non-attendees once the meeting has concluded