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Virtual offices moving2cloud
- 1. WASHINGTON NONPROFIT CONFERENCE MAY 17, 2013 Virtual Offices and Moving to the Cloud
- 2. Workshop Agenda Introductions Part 1: Virtual Workplaces How the cloud supports virtual workplaces Issues in telecommuting Part 2: Working in the Cloud Framework for understanding cloud solutions Options for accessing email, documents and data from any computer Cost Issues Tech support issues Mini-Assessments
- 3. Introductions Your mission is to build a better world. Ours is to help you succeed. Nancy Long, Executive Director Claudia Malone, Human Resources Program Manager David Forrester, Director of Consulting Services Graham Ford, Senior Strategist & Tech Services Manager
- 4. Part 1: Virtual Workplaces © 501 Commons Agenda Defining virtual workplaces Reflection on how work has changed Issues in telecommuting Benefits Cultural considerations Legal considerations
- 5. Defining Virtual Workplaces © 501 Commons Telework/Work from home Office sharing In the field or “nomad” work Office “hoteling” While traveling
- 8. Issues in Telecommuting Benefits of telecommuting Better work-life balance for telecommuters Less stressed, happier employees Higher staff morale Higher productivity Decreased absenteeism Lower office/overhead costs
- 9. Issues in Telecommuting © 501 Commons Cultural considerations Jealousy from those not allowed to telecommute “How do we know „they‟ are working?” How do we collaborate when we‟re not together? How do we keep telecommuters connected/involved? Legal considerations FLSA – unauthorized/unrecorded overtime Safety and worker‟s compensation Privacy and confidentiality
- 10. © 501 Commons No, would never do this May consider it Yes Mini-Assessment: Virtual workplaces 1. Do you allow staff to work from home occasionally or part-time? 2.Do you have staff that only work from home? 3.Do you have a telework policy that guides when people work from home?
- 11. Part 2: Working in the Cloud Agenda Why the cloud? What and where is the cloud? Low hanging fruit Cost & Tech Support Issues Q &A: your questions Mini-assessments
- 12. © 501 Commons No In a very limited way Yes Mini-Assessment: Working in the cloud 1. Are you using cloud based services/software?
- 13. Why the Cloud? © 501 Commons Can improve collaboration and communications (particularly if virtual workplace) Can lower software and equipment costs Can enhance security Democratizes virtual/remote work
- 14. “The cloud services companies of all sizes…The cloud is for everyone. The cloud is a democracy.” © 501 Commons MarcBenioff CEO-Salesforce.com
- 15. What is the Cloud? Image from Techgadget.com
- 16. Where is the Cloud? Instead of having all software & data • On individual computer hard drives or USB drives • On a server in the closet at work
- 17. Data and software is housed on redundant servers in data centers in multiple locations accessible via the Internet Where is the Cloud? Microsoft data center photo from Gizmodo.com Photo of Google data center from The Age (Fairfax Media)
- 18. © 501 Commons No Maybe, or somewhat Yes Mini-Assessment: Using cloud services 1. Do you have access to web-based email? 2.Do you have access to your stored files via a web browser? 3.Do you use a web browser to enter and view your donor or volunteer data?
- 19. Mini Assessment: Areas of caution © 501 Commons Is the Internet unreliable and/or slow where people are working? Do you frequently deal with very large files? Do you have software applications that have been customized so that they are integrated with each other at your office? Do you use software that does not have a Web version available? Do you have higher security needs because you are subject to HIPAA privacy rules or other information security regulations? No Maybe, Not sure Yes
- 20. Low Hanging Fruit Email & Calendar Collaborating on documents Instant Messaging & Online Meetings Personal and shared file storage Backup and disaster recovery Database/CRM, financial, and program software
- 21. Office 365 © 501 Commons Cloud hosted versions of standard enterprise server software – your Microsoft Exchange server in the cloud Access to Microsoft software normally too complicated for small organizations Tightly integrated with desktop applications Feature-rich, user-friendly web-based applications Sophisticated applications and tools
- 22. Office 365 • Shared Calendars and Mailboxes • Spam and Malware Filtering • Multi-Party Messaging, Voice, Video and Screen Sharing • External Invitations • Team Sites (Intranet, Shared Documents, Shared Resources) • Personal Sites (Sky Drive Pro, Blogs) • Integration w/Office Desktop Suite • Office Web Apps w/Collaborative Editing
- 23. Google Apps © 501 Commons The broad suite of Google‟s online tools and applications packaged for organizations Designed for use on the web with first-class web interface Frequent incremental updates and new functionality
- 24. Google Apps Mail & Calendar • Shared Calendars • Spam and Malware Filtering Hangouts & GTalk • Multi-Party Messaging, Voice, Video and Screen Sharing • Intra-Google Communications Docs & Drive • Personal and Shared Files • Desktop file synchronization • Web-based document editing and collaboration Sites & Groups • Intranet web sites and blogging • Discussion forums
- 25. No one solution will do it all Office 365 Google Apps Dynamics CRM Salesforce CRM Connect Wise Ticketing Vertical Response Base camp Egnyte Event brite Tsheets Docu Sign ???
- 26. Cost Issues © 501 Commons Subscription payment model can be harder to build into grants than one time tech purchases. Many use a per-seat license which scales up with the size of the organization Some companies offer limited seats or limited functionality are a very low entry price Pricing could change Cost savings and preferential pricing for nonprofits Including…Special pricing for Office 365 for most 501c3 organizations if a client of 501 Commons.
- 27. Tech Support Issues © 501 Commons The impact of local hardware failure (desktop, laptop, or server) is minimized. Software updates and patches applied remotely, often free and automatic. Tech support still needed but can focus more of their effort on effective use of technology.
- 28. © 501 Commons No, you freaked me out Intrigued, but cautious Yes, let‟s go!/Already there Mini-Assessment – Ready for the Cloud? 1. Moving email and calendaring to cloud solution? 2.Moving file sharing/storage and document collaboration to cloud solution? 3.Moving database or other program applications to the cloud?
- 29. Q&A
- 30. Wrap Up Lean into it Talk to your tech folks Talk to us David Forrester (david@501commons.org) Claudia Malone (claudia@501commons.org) Graham Ford (graham@501commons.org) Nancy Long (nancy@501commons.org)
Editor's Notes
- Lets roll the clock back 20 years. Work was someplace you had to go. Information needed for work was gathered from mailed and distributed documents and at meetings. When you were not sure about a fact you had to find a book, wander the halls to ask, or call the library’s information line. Documents were created by secretaries or word processing staff. Memos or letters were exchanged to communicate information. Meetings were set up by calling everyone...at least twice.If you weren’t inside the office, there was very little work you could do. Offices and the constraints of office hours were unavoidable. Now they are optional.
- Were are supposed to be healing the world. We can offer family friendly workplaces. No longer do parents have to miss field trips or work until 5:30 when they could pick up their kids at 3:30 and still work a full day. Or encourage people with colds to NOT hang out among others. We want to care for the environment. Why would we ask people to drive for two hours each way to come to the office by 8:30, 5 days a week? Offices are expensive…What if we laid off our office space instead of our staff when dollars are tight? Now we can communicate by phone, text, instant message or email from our phone. We can conference people from home, office, on the road into a meeting on our phones or on our computers.
- Show of hands with the cards – who is using cloud solutions in their organization today? Green “Yes, yes we are!” Red “No” and Yellow – “I’m not sure”
- Democratizes – within reach for more people
- People use the term “cloud” to mean anything from “the Internet” to “remote servers”National Institute of Standards and Technology's (NIST) definition of cloud computing, (NIST Special Publication 800-145). 16th and final draft:"Cloud computing is a model for enabling ubiquitous, convenient, on-demand network access to a shared pool of configurable computing resources (e.g., networks, servers, storage, applications, and services) that can be rapidly provisioned and released with minimal management effort or service provider interaction. This cloud model is composed of five essential characteristics, three service models, and four deployment models." A shorter version we like: secure access to your data and applications from multiple devices
- Say, “if you held up a green light, congrats—you are probably already in the cloud for some of your IT infrastructure).
- Even if you are using some cloud based services, you may still need a server or servers. Examples are Active Directory, Anti-virus/MalwareAnd there are aspects that it may not be prudent to move right nowNo single product does it all and you may still need a server for some pieces
- These are overlapping categories
- “We are Switzerland”
- “We are Switzerland”
- No one solution will do it allTouch on the issue that smaller providers could disappear Possible to create information silos
- Silos-