OSPI Presentation: How to use online tools to collaborate and communicate

1. 4/21/2010
Using Technology for
Successful Communication
Why Technology Isn’t That Great
 It requires change…
 …And change requires precious time we don’t have
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 It costs money to set up
 It costs money to train people how to use it
 It costs money to eliminate the old way
 (If it doesn’t have a price tag, can it still be called
gy )
technology?)
 Procedures, guidelines, and laws can’t keep up to help us
ensure we’re using the technology as it’s intended to be used
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2. 4/21/2010
Why Technology Isn’t That Great
 It requires change…
 …And change requires precious time we don’t have
g q p
 It costs money to set up
 It costs money to train people how to use it
 It costs money to eliminate the old way
 (If it doesn’t have a price tag, can it still be called
gy )
technology?)
 Procedures, guidelines, and laws can’t keep up to help us
ensure we’re using the technology as it’s intended to be used
Technology That We’ve Embraced in
the Workplace
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3. 4/21/2010
Reasons Technology Can Be Great
The initial investment is worth the long-term benefits
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 Boost productivity
 Increase participation and collaboration
 Improve the process or product
Save $$$$$
Technology Trends in 2010
 Employees using personal laptops and devices to get work
done
 E-readers replacing stacks of paper
 Remote access to the company’s infrastructure
 Working in the “cloud”
 Mobile phones
 Communicating via social media channels (
g (Facebook, Twitter,
, ,
YouTube)
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4. 4/21/2010
What we’re going to talk about today
We’re going to talk about tools that will help you:
Collaborate
Communicate
So that you can:
Reduce costs
I
Increase participation
ii i
Complete more tasks in less time
Connect on the Web
 Conduct live meetings, Products
trainings, or Webinars via the  Citrix GoToMeeting
Internet  Cisco WebEx
 Requires each participant to
 Microsoft Office Live
have a computer and Internet Meeting
connection; participant
downloads a web-based  Adobe Connect
application
 Features include screen Cost: $15-$49 a month
sharing, audio, chat Dependent on number of
 Ability to record the meeting participants and features
or presentation
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5. 4/21/2010
Practical Applications
What you can do:
 Meet online with providers
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 Conduct trainings online
 Give a presentation online
Benefits:
 Eliminates travel costs
 Online training eliminates
scheduling conflicts
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6. 4/21/2010
Collaborate on a document
 Internet-based computing Products
using shared resources and  Google Docs
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software  Microsoft Office Live
 Access the document from
any computer with Internet
Cost: free
 Collaborate in real-time
 Eliminates the many versions
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passed around in e-mail Be sure to back up your work
because the data is saved on a
 Publish the documents virtual server otherwise
 Chat online as you edit
Practical Application
What you can do:
 Collect providers’ contact
information using a “form” in
form
Google Docs (see right)
 Work with colleagues to create a
chart for a presentation
Benefits:
 Huge time saver! For instance,
when the form is submitted by
the provider, the d d
h d h data dumps
into the spreadsheet for you.
 If you don’t have Microsoft
products, online tools can pitch
in when you need them
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7. 4/21/2010
Schedule meetings
 Send a single e-mail to find Products
the meeting time that  Doodle.com
everyone can make  TimeBridge.com
 Sync with your mobile
device
Cost: free to minimal
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8. 4/21/2010
Practical Application
What you can do:
 Find out what day works best
for everyone to meet for a
Web conference
Benefits:
 Eliminates the back and forth
e-mails that happen when
dates don’t work for
everyone
 Everybody can see the
availability schedule, not just
the administrator
Doodle.com
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9. 4/21/2010
Gather feedback
 Create an online survey, Products
poll, or form that gathers  SurveyGizmo
the data i a spreadsheet
h d into dh  SurveyMonkey
for you
 Zoomerang
 Send an e-mail to
participants  Google Docs (form)
 Track and analyze
responses Cost: free to minimal
 Set up auto reminders
 Send follow-ups Read the tool’s best practice
tips and articles
Practical Application
What you can do:
 Ask providers to provide
ratings or feedback
 Give a quiz to test for
understanding
Benefits:
 Th d t i compiled f you
The data is il d for
 See the results in charts and
graphs, not just a spreadsheet
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10. 4/21/2010
Share news (without stamps)
 Use an e-newsletter service Products
to blast your news (also called  ConstantContact.com
e-mail
e mail marketing)  iContact.com
 Select from predesigned  BenchmarkEmail.com
templates
 Coordinate many e-mail lists
in a single place Cost: Minimal, starting at $15
per month
 Track and analyze what’s read
 Let the list manage itself – no
manual cleanup required Major providers have whitelist
agreements so your e-mails
 Make it personal aren’t blocked by ISPs
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11. 4/21/2010
Practical Application
What you can do:
 Send an e-mail to all providers
about new guidelines
 Send a regular newsletter to stay
in touch
 Send event reminders
 Send an optional “nutrition
news” e-mail
Benefits:
 Track who read the e-mail and
follow up with those who did
not
 Maintain several e-mail lists
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12. 4/21/2010
Get a Web site!
 Put everything you do in a No need to outsource this if your
central location – on your Web organization already has a Web
site site.
site
 A single Web page is OK if you
can’t host a Web site Define who you are and what you
 Work with your organization’s do in two to three sentences.
webmaster to start your Web Gather this and all your content,
presence (knowing the lingo is including forms and
important) publications, that the site will
 Tell everyone that everything host.
you send out is on the Web site
 Always point customers to the Meet with the webmaster to get
Web site to download a file the project going.
Practical Application
What you can do:
 Identify who you are and
what you do
 Post everything here first
 Point everyone here for
information and downloads
Benefits:
 Analyze traffic and make
y
improvements accordingly
 Replace documents without
having to e-mail them to
everyone
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13. 4/21/2010
Thank you for your time
The handout from this presentation can be downloaded from
p
www.SlideShare.net /nkelcher
Questions?
q @
Niquette.Kelcher@k12.wa.us
(360) 725-6506
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