Slides from Website Tools workshop for TLI Lincs partnership in Sleaford on 26th June 2012. Includes Google, Dropbox, Doodle, Mailchimp, Survey Monkey & Eventbrite

1. Useful 'Cloud' Tools and Websites
Paul Webster (Twitter : @watfordgap)
26th June 2012

2. Good Morning and House
Keeping

3. • Introductions What we are going to do today
• Social media and 'the cloud' and
why they are important
• Google Drive (was Google Docs)
• Dropbox
• Doodle
• Mailchimp
• Lunch
• Survey Monkey
• Eventbrite
• Other useful webtools
• Any Questions
• Have fun !
http://www.flickr.com/photos/virtuatron/

4. “Social Media. They get all excited about gleaming technology
and clever gizmos. They talk in acronyms and begin sentences
with: “Did you know you can..” The rest of us just want to get on
with campaigning, fundraising or service delivery. We want to talk
about the people we work with, the communities we’re in and
the issues we’re passionate about. We want to find and talk to
people who can help us get change, deliver services or make a
difference”.
Well, Social Media is about all that, telling stories and having
conversations, having a space to do that … it just happens that the
space is on a computer.
(From ‘How to use New Media’ - Media Trust).

5. Social Media is ...
. . media rich, interactive, content served based on preferences,
open for comments, conversations WITH visitors encouraged.
Web 2.0
=Social Media
=New Media
=Social Networking

6. Are you on Social Media?
No? Probably – Yes!
Have you checked?!
Are you using Social Media?
Does your organisation have a website … that is interactive?
Have you got a blog?
Do you use YouTube or Flickr?
Are you on Facebook?
Do you Tweet?
Do you use web tools to improve organisational efficiency?
So, What is Social Media?

7. What social media can do
• Increases speed of communication – no faster way to
(Action) spread your message and communicate your project
updates than through social networking. Less of a
financial cost but ‘expense’ may be the time
• Widens message to people/groups that would normally
(Awareness) be missed using more traditional methods – ‘viral’
campaigns hugely powerful creating awareness
extremely efficiently
• Deepens to build new and different networks –
(Fundraising) communities of interest to bounce ideas off and
share experiences, increase commitment and
fundraising for campaigning activity. Start some
conversations!

8. What social media can do
• Generate on-line conversations and awareness about the
(Change) organisation or campaign, a consensus of
opinion or shared learning about ideas. Use RSS and
Google Alerts to stay ahead of developments in your
area of interest - build a ‘Listening Dashboard’, take a
survey of member views and opinions
• Joins together communities who are interested in the
(Action) similar things, have the same likes or are
striving for the same objectives. Facilitate and
manage events, tell your supporters and networks
about your work in a new way
• Commoncraft Video explaining Social Media

9. It's 'Relational' not 'Transactional' So, Social Networking
“The Conversational Web”, not a Broadcast.
is 'the leveller'.
Listen more than you talk – and interact
Link and Share, and Share again – this keeps Increases INCLUSION
the conversations flowing. Share other peoples and gives
news more than your own (maybe 10 to 1)
Communities a voice
We're all “content creators”. Our message is as
valid as anyone's – whatever size organisation.
Our campaigning voice can be just as loud
Increased Reach - traditional reporting barriers
broken down and communities empowered
Comment and Feedback – agree or disagree, as
this builds a community around a topic
Immediacy - what took days, takes hours, what
took minutes takes seconds!
Common Craft
Be Helpful – Be Generous - Say Thank You - What is Social Media Video
Share and you’ll be amazed what you get back!

10. What sort of technology 'grumbles' does
your organisation have?
Time for manual tasks
Access to files
Cost of mailings
Others?

11. Supporting Groups OASIS was developed by @JohnSheridan
John.Sheridan@SocialMedia404.com
• Know your objectives and what you want to say
• How can we support your work better
• Research where your audience are – do you know?
• Survey and find out, work in spaces where your target audience are
• Plan how to use the tools – have a strategy
• Run an event?, e-bulletin update? Do ‘as well as’ what you do
• Choose tool to match audience and implement
• Look at what other organisations have done, what works elsewhere?
• Sustain the conversation and say thank you
• Encourage people to return, keep it new, links from websites

12. What is 'The Cloud'
Rather than installing software on your computer, a
'host' runs the software and services are accessed via a
browser over fast reliable internet connections.
Often Free & simple as web-based email (like Hotmail or gMail), internet
banking, Google Docs or sites like Facebook, Doodle or Eventbrite.
Advantages Considerations
Sharing over dispersed network Speed & availability of connection
Reduced capital & server costs Security & Data Protection
Remote & flexible working Migration costs
Host manages latest upgrades A new way to work
Data regularly & securely backed up ICT systems can't 'be seen'
Someone else 'can worry about ICT' No control in changes to websites
Software and File Storage is rented
http://www.commoncraft.com/video/cloud-computing

13. Types of services in the cloud
There are many services that can be accessed 'in the cloud' - which is
often used as just a marketing term. (See Off-site, Remote, As A Service)
Data backup tools Rackspace
Mail & News reader feeds Google Mail & Google Reader
File storage & sharing sites Dropbox
Office suites Google Drive, Microsoft 365, Docs.com
Productivity services/tools Doodle, Scribd, Slideshare
Learning in the cloud My Learning Pool, KnowHow NonProfit
Web hosting 123.reg
Telephones Virtual call centres & telephone systems
Video & Audio conference Skype, ooVoo, GoTo Meeting
http://www.commoncraft.com/video/cloud-computing

14. What's next in the Cloud?
Bite-sized Consumption of learning & information
Mobile Tablets & Phones is only growing
Visual Image & Video based content dominate
Virtual Google Glass – Augmented & Immersive
Smart NFC Near Field Communication payments
But we should always ask, How is this relevant to the
sector and how will it help work with communities

15. The best website for the job
• Choose the way to convey message.
– Audio → Images → Video
– See Audioboo, Flickr, Pinterest, Bambuser, Youtube
• Choose the context to engage with audience.
– Blog → Facebook → Twitter
• Choose a useful (FREE) tool/s to help streamline work
– Finding out → Letting people know → Running events
– See Survey Monkey, MailChimp, Eventbrite
Can be a simple choice - Sharing a policy document between trustees
Can be a strategic choice - Moving all docs to cloud and eliminating file server

16. Collaboration
Google Tools (Drive)
www.google.co.uk
(was Google Docs)
What it is
- Google Drive (My Drive offline)
- Collaborative document sharing
- Online version of Office Software
- Documents, Spreadsheets, Forms
- Also Presentations & Drawings
- Need a (free) Google account
- File level control for access / update
- Have to be connected to Internet

17. Collaboration
Google Tools (Drive)
What it does
- Upload files and share, gather by Forms
- Revisions & rollback changes
- Simultaneous live updating & chat together
- Secure 'cloud' backup
- Doesn't have all features of Office Software
- Download .doc / .pdf to Format, Share, Print
- Calendar to see colleague availability

18. Collaboration
Google Tools
Not Just Document Sharing
- Browser (Chrome)
- Mail (Very popular and versitile on-line e-mail system)
- Reader (Keep up to date with RSS newsfeeds you subscribe to)
- Maps and Streetview (Find an organisation and see the building)
- Places (Enhanced search result listing & map integration)
- Alerts (Instant e-mail notifications when search term mentioned)
- Custom Search (Embeddable search for your site or selected range)
- Wallet (Secure money transactions)
- Adwords (Advertising and keyword promotion)
- Sites (Build simple webpages)
- Play (Google App store for Andriod phones)
- Plus (Social network, share content in 'Circles' & video 'Hangouts')
Even
- Hardware (Chromebook)
- Augmented Reality (Glass)

19. On Page
Marketing
'Experiment' marketing reach
by starting Facebook advert
Sponsored Stories will post Google Grants for charities to
to their friends. Advert is a link to their website (not sell)
direct action to your website
Free Google AdWords
6 'Likes' = 1 Action advertises your site for related
keyword queries
Charging based on CPC clicks
or CPM impressions Tracking dashboard
Av. cost per click $0.29 YouTube - Donate button,
(Web Trends Jan 2011) increased uploads &
prominence
Set daily spend budget (min
is £1.00/day) Google 'bids' to get exposure

20. ..even just to be noticed by a wider
audience - get your organisation
listed with 'Google Place' page
- Verified Voluntary Action
- Add Photos Rotherham
- List Offers Derwentside
- Streetview Maps CVS & VB here
- Show Ratings
- Comments

21. Collaboration
Google Tools
Feedback on how it has been of benefit to organisations
- easy to collaborate with dispersed team
- documents are always there
- used Forms as part of an ideas gathering exercise
- always got latest version, not 'on other computer'
- 'Places' – makes our organisation stand out
- 'Calendar' – can see mine/colleagues availability when I'm
planning meetings out of the office – even on my phone

22. Collaboration
Dropbox
www.dropbox.com
What it is
- online file & picture sharing
- synchronised across all devices
- file back-up in the cloud
- no need to 'email files home'
- folder sharing at person level
- constantly checking for changes

23. Collaboration
Dropbox
What it does
- you will always have access to files
- install Dropbox to desktop
- integrated in Windows Explorer (Save To Dropbox)
- or access via website to upload files
- invite people to share your files
- files opened in original program (e.g. Word)
- link and add new computers
- immediately synchronises for access on phone / web
- keeps logs of Dropbox Events
- restore previous versions of files

24. Collaboration
Dropbox
Free Version
- 2GB Free space
- Earn additional 500MB upgrades per referral (to 20GB)-
Paid for Versions
- 50GB Space ($99 per year)
- 100GB space ($199 per year)
- Both also have referral rewards
Others to look at
- Google Drive
Feedback on how it has been of benefit to organisations
- saved files to Dropbox when migrating to a new desktop computer
- was able to access files I needed for a meeting on venue computer
- see 'ifttt' website function builder

25. Alternatives: Yammer,
Google Sites, SocialGo,
Facebook Groups,
Huddle, Wackwall.com
Communities
building their
own spaces
- for discussion
- sharing
- shows
belonging

26. Any Questions, so far?!
Refreshment
Break

27. Collaboration
Doodle
www.doodle.com
What it is
- easy meeting scheduling
also
- simple choice selecting
- no more round robin emails
- everyone can see latest view
- pick dates, invite people,
choose the most popular
- set options, invite people,
choose the winner

28. Collaboration
Doodle
What it does
- view by person or by calendar
- Reply 'Yes', 'No' and 'If Need be'
- unlimited dates & participants (can set own cap)
- share URL with potential attendees or closed list
- share poll on Facebook & Twitter
- create free account to manage options & polls
- hide responses so only creator sees
- responders can leave comments about choices

29. Collaboration
Doodle
What it does
- view by person or by calendar
- Reply 'Yes', 'No' and 'If Need be'
- unlimited dates & participants (can set own cap)
- share URL with potential attendees or closed list
- share poll on Facebook & Twitter
- create free account to manage options & polls
- hide responses so only creator sees
- responders can leave comments about choices

30. Collaboration
Doodle
Free Version
- Registration not even required to participate
- Free sign-up to manage invitations
- 'Meet Me' page to publish availability and your time can be booked
Paid for Versions
- Themes, No adverts, Mobile, Calendar integration (€29 per year)
- Also Branding, More Efficiency, Own URL , 20 people (€359 per yr)
Others to look at
- Google Calendar
Feedback on how it has been of benefit to organisations
- completely eliminated the wasted time of juggling meeting dates
- everyone knows each others availability & who is attending
- straightforward online system to select event catering options

31. Letting People Know
MailChimp
www.mailchimp.com
What it is
- mailing list management
- e-bulletin design
- engagement stats
- segmented subscribers

32. Letting People Know
MailChimp
What it does
- emails sent smoothly avoid spam
- handles bounces automatically
- use templates or build own
- easy import from Excel
- integration with social networks
- records opens/clicks even on
'preview' - if image download set

33. Letting People Know
MailChimp
Free Version
- 2000 subscribers and 12000 emails per month
- Templates and Template Images including Merge Tags
- Unlimited Groups and Segments
- Offline and phone tools for stats and to collect new subscribers
Paid for Version - £9.22 (1000), £18.45 (2500) per month (and larger)
- Delivery Doctor and Inbox Inspector
- No limit to emails (price bands for subscribers)
- Enhanced targeting through subscribers social networks
- Personalised Auto-responder when new people join list
Other ones to look at
- TinyLetter, ConstantContact, DotMailer, Mailblaster

34. Letting People Know
MailChimp
Feedback on how it has been of benefit to organisations
- build & import lists of supporters & group / segment
- sign-up forms to embed on website
- template based design of campaigns & for re-use
- track e-bulletins sent, bounced, opened and clicked
- social media integration and reach measurement

35. Other Cloud based tools and websites
• Communication
– Skype, Oovoo, ipadio, Screenr, Twitcasting
• Organising
Tools Del.icio.us, Bit.ly, CoverItLive,
– Doodle,
for Productivity/Support
• Collaboration
– Google Drive, Dropbox, Huddle, Tom’s Planner
• All-round useful
– Jing, PDFCreator, Scoop.it, Scribd, Slideshare

36. New way to interact – a Quick
Response from visitors – QR Codes
Letting people know how to get involved
14.5% of Smartphone users have scanned one.
What for? Magazine/Paper (51%), Product
(38%), Poster/Flyer (28%), Business Card (12%)
(Comscore - EU5 Jan-Mar 2012)
http://www.nottinghamcvs.co.uk/files/Get%20involved%20-%20volunteer.doc
Create with - http://qrcode.kaywa.com/ : Read with - http://redlaser.com/ (app)
Works well for ... Bear in mind …
- Direct to difficult web address - No major benefit on a web page
- Print media & flyers - Check location has connection
- FREE to create and use - Needs smart phone
- Current 'buzz' - Check link hasn't changed

37. Any Questions, so far?!
Refreshment
Break

39. Finding Out
Survey Monkey
www.surveymonkey.com
What it is
- online survey website
- drag and drop questions
- simple tick-box or grids
- multi-users

40. Finding Out
Survey Monkey
What it does
- generate graphs
- download spreadsheets
- event feedback forms
- logic based on responses

41. Finding Out
Survey Monkey
Free Version
- Unlimited surveys
- 10 questions per survey on 15 question types
- 20 survey templates with Progress bar & Page numbering
- 100 responses per survey
- Collect via weblink, email, Facebook or embed
Paid for Version - £24 per month
- No limit to surveys, questions, limit to 1000 responses
- Download survey responses
- Cross-tabulate responses from multiple questions
Other ones to look at
- Snap Surveys, Zoomerang, Lime Survey

42. Finding Out
Survey Monkey
Feedback on how it has been of benefit to organisations
- finding out more about what members needs are
- as a post-event feedback system
- useful graphs for presentations & funding bids
- timesaving vs annual paper based survey
- also see www.polleverywhere.com

43. Any Questions, so far?!
Refreshment
Break

44. Running Events
Eventbrite
www.eventbrite.co.uk
What it is
- online event management
- step by step process
- free if event is free
- booking, maps, tickets incl

45. Running Events
Eventbrite
What it does
- embed on website
- attendee books online
- send email reminders
- link with Mailchimp
- badges & check in lists

46. Running Events
Eventbrite
Free Version
- Unlimited events, Unlimited attendees
- Invite and manage attendee bookings
- Download attendee details and print reports
- Print badges and sign-in sheets
- Offline and phone tools for stats and to sign-in attendees
Paid for Version – No monthly fee
- 2.0% of price + £0.65 per ticket
- All versions have all features
Other ones to look at
- Meetup, Brown Paper Tickets, Amiando

47. Running Events
Eventbrite
Feedback on how it has been of benefit to organisations
- manual process of handling booking eliminated
- attendance emails and reminders are automatic
- badges and sign-in sheets printed
- link into Mailchimp to contact groups of contacts
- also use with Doodle to select a date

48. Cost effective e-learning for
communities
• Suite of 30 on-line e-learning training courses
• Aimed at people running small groups & organisations
• Suitable for individual charity workers & volunteers
• Costs just £25 per person per year
• Reduce time out of office and ensures consistent delivery
• Interactive and engaging learning experience
• Quiz and printable certificate on completion
• Learn at own pace - progress tracked, revisit modules
• Building block as part of blended learning

49. Social Media Surgery
http://www.youtube.com/watch?v=6_xf_Y37yNQ
People who want to see change +
People who use social media =
Organisations inspired in new ways
of using technology
Informal (Tea & Cake too!)
No Lectures, No Selling, Locally led
Derby, Nottingham, Your area next?

50. Measuring Success
- Check how many times links are clicked if using Bit.ly
- Listen what's said about your organisation using Topsy
- Monitor. Google Analytics, Facebook Insights &
Wordpress page visits
- Measure. Tweetreach, Twitalyzer, SocialBro, www.twentyfeet.com
- Visualize. Infographics on Visual.y, My Social Strand
BUT …. real success is not just about the numbers
- Tell stories of real people and real changes
- Find out how people heard about you
- Build relationships & success by joining in conversations
- Social media presence an reflection of your organisation
- Engage press, funders, authorities with pictures and video
- Say Thank You!

51. Reflection on Social Media tools
• What ideas do you have for your use from this workshop?
• How could your organisation use or make more of these websites?
• How will you work more effectively using them?
• What gaps are there in supporting groups?
• Have you any UnAnswered Questions?!
• How can we keep the conversation going?

52. Useful links and websites
• TLI Lincs http://tlilincs.co.uk/
• ITEM3 www.item3.org.uk
• DAIN Project www.dainproject.org/
• My Learning Pool www.mylearningpool.com
• Social Media Surgeries www.socialmediasurgery.com
• Charity Comms www.charitycomms.org.uk/
• KnowHow Non-Profit www.knowhownonprofit.org.uk
• Jargonbuster www.socialbysocial.com/book/a-to-z
• ICT Knowledgebase www.ictknowledgebase.org.uk
• The Very Tiger Blog www.theverytiger.com/
• Watfordgap Services www.watfordgapservices.org.uk
• Workshop Resources www.scribd.com/watfordgap/shelf
• Charity Technology Trust www.ctxchange.org

53. Any Questions?
Websites we've covered
Unanswered Questions
Things you'd like
to be able to do?
Other websites
Anything else ….
(Technology related!)

54. paul.webster@purplezebra.org.uk
Paul Webster (Twitter : @watfordgap)
Thank You