virtual offices moving2cloud
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WASHINGTON NONPROFIT CONFERENCEMAY 17, 2013
Virtual Offices andMoving to the Cloud
Workshop Agenda
IntroductionsPart 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
Introductions
Your mission is to build a better world.Ours is to help you succeed.
Nancy Long, Executive DirectorClaudia Malone, Human Resources Program ManagerDavid Forrester, Director of Consulting ServicesGraham Ford, Senior Strategist & Tech Services Manager
© 501 Commons
Part 1: Virtual Workplaces
Agenda Defining virtual workplacesReflection on how work has changedIssues in telecommuting
Benefits Cultural considerations Legal considerations
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Defining Virtual Workplaces
Telework/Work from homeOffice sharing In the field or “nomad” workOffice “hoteling” While traveling
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
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Issues in Telecommuting
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
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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?
Part 2: Working in the Cloud
AgendaWhy the cloud? What and where is the cloud?Low hanging fruit Cost & Tech Support IssuesQ &A: your questions
Mini-assessments
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No
In a very limited way
Yes
Mini-Assessment: Working in the cloud
1.Are you using cloud based services/software?
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Why the Cloud?
Can improve collaboration and communications (particularly if virtual workplace)
Can lower software and equipment costs Can enhance security Democratizes virtual/remote work
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“The cloud services companies of all sizes…The cloud is for everyone. The cloud is a
democracy.”
Marc
Ben
ioff
CE
O -
Sale
sforc
e.c
om
What is the Cloud?
Image from Techgadget.com
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
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)
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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?
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Mini Assessment: Areas of caution
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
Low Hanging Fruit
Email & Calendar Collaborating on documents Instant Messaging & Online MeetingsPersonal and shared file storageBackup and disaster recovery Database/CRM, financial, and program
software
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Office 365
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 applicationsFeature-rich, user-friendly web-based
applicationsSophisticated applications and tools
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
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Google Apps
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
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
No one solution will do it all
Office 365
Google Apps
DynamicsCRM
SalesforceCRM
ConnectWise
Ticketing
Vertical Respons
e
Base camp
Egnyte Event
briteTsheet
s
DocuSign
???
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Cost Issues
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 changeCost savings and preferential pricing for nonprofitsIncluding…Special pricing for Office 365 for most
501c3 organizations if a client of 501 Commons.
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Tech Support Issues
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.
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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?
Q&A
Wrap Up
Lean into itTalk to your tech folksTalk to us
David Forrester ([email protected]) Claudia Malone (
[email protected]) Graham Ford ([email protected]) Nancy Long ([email protected])