Top tech tools for teams

1. Top tech tools for teams Low Cost Solutions to maximize your hard work! AWAG 2013 By Glenda Young

2. Top Tech Tools for Teams • Why do we need these tools? • Better team communication • Better use of limited time • Avoid duplicating work • Improved customer contact Created by Glenda Young for AWAG

3. Top Tech Tools for Teams • Know your audience • Consider the # of tools to maintain • Repeatability • Who are the customers that your team is working with? • Internal • External Business Partners • End Customer Created by Glenda Young for AWAG

4. Top Tech Tools for Teams • Most of the tools are FREE or Lowcost • Quick Wins • More Quick Wins • Websites • SmartSheet • Constant Contact • Volunteer Spot • Ring Central • eFax • Gliffy Created by Glenda Young for AWAG

5. Don’t underestimate the 1st technology Quick Wins Created by Glenda Young for AWAG

6. Telephone • Its so basic. “I know!” • The basic and most universally accepted technology • Zappos • Cost • FREE – Use your own phone • Cloud Services – Ring Central $9.99/month • Completely additional phone with new number $20 + minutes Created by Glenda Young for AWAG

7. Telephone Is this a public number to give out broadly or do you need to control access to this phone • Bazaar Example – Vendor phone gets turned on after contracts have been mailed, and turned off after the Bazaar. Voicemail • Normal – Hi, this is Glenda. Leave me a message after the beep! • Upgraded Private Phone – Change your message – Who cares what your friends think? Designated # - Still include a fully branded message with alternate ways of contact Created by Glenda Young for AWAG

8. The 2nd technology Quick wins II Created by Glenda Young for AWAG

9. Email • Well of course, its so obvious! • Email Address • FREE??? Is it really? • hottypants@gmail.com • gregglenda13@hotmail.com • FREE • glendayoung@hotmail.com • ramsteinbazaar@hotmail.com • VERY LOW COST – Club is already paying for email services • bazaar@ramsteinOSC.org • Minimal Cost to email only services – $45/year - 3 boxes • vendor@ramsteinbazaar.org Created by Glenda Young for AWAG

10. Email • Branding • Signature • Name • Company or Group & Position • Contact (Your preference phone or email) • Tagline (The World At Your Doorstep, Committed to the Community, etc.) • Web Address Max of 3-4 lines Max of 72 characters per line (Avoid text wrapping on the recipient side) Images only if the file size is tiny and it doesn’t contain pertinent info Created by Glenda Young for AWAG

11. Do you need one? Websites Created by Glenda Young for AWAG

12. Do you need a website? • Internal vs External purposes • Will a page on your parent organization suffice? • What about using Facebook Page • What is the purpose? • Internal communications • Businesss partner communication • Team communication • How much autonomy do you need? • Designing and Maintaining a website is a lot of work • Timely and Relevant Information Created by Glenda Young for AWAG

13. Websites • What are successful organizations doing? • Google people or clubs you know - Where is their information coming from? • Their own website? • A base or city or town website • Newspaper • An association • Another event - Junior League Christmas Carousel • (Can you get listed here too? Example REALTORS) Created by Glenda Young for AWAG

14. Websites – Domain Selection • Is there another company with the same name that you are planning on using? • Does another person/club with your name have a more prominent profile? • Think about it before you buy • Show it to other people what do they see? • Example 1 • www.whorepresents.com • www.expertsexchange.com • www.speedofart.com • Example 2 • www.byfaithchristiancounseling.com • www.bfcc.com • Example 3 • www.ramstein-bazaar.org OK • www.RamsteinBazaar.org BETTER • Use caps to help people read your website<www.RamsteinBazaar.org> Created by Glenda Young for AWAG

15. Websites – Other things to consider • Google Yourself • What information pops up when you do? • Is your information anywhere that needs to be corrected? • Does your domain match your email address? • ramsteinbazaar@hotmail.com => www.86fss.com OK • membership@ramsteinosc.org => www.ramsteinosc.org BETTER Created by Glenda Young for AWAG

16. Stop duplicating effort Smart sheet Created by Glenda Young for AWAG

17. Smart Sheet • Collaborative Tool • Eliminate Versioning • Invite an unlimited number of users to edit or view sheets • Each cell has tracked changes • Share information between spreadsheets • Ideas • Committee Rosters • Deliverables Spreadsheets • Timelines • Basic Level $15.95/month for 10 sheets Created by Glenda Young for AWAG

18. Smart Sheet Created by Glenda Young for AWAG

19. SmartSheet • Google Docs • Simple Alternative when you only have 2-3 people that need access • FREE Created by Glenda Young for AWAG

20. Start Connecting Constant contact Created by Glenda Young for AWAG

21. Constant Contact • Share your message with • Team Members • Partners • Customers Created by Glenda Young for AWAG

22. Constant Contact • Mass marketing • Branded emails (Include your logos, pictures, color schemes) • Imbedded links that are trackable • Schedule emails (Write them now, send in a few weeks) • Open Rates • Allows you to grow your distribution list without having to send sets of emails • Customers can unsubscribe from your email lists easily • Personalize emails by mail merging their contact info (Dear Glenda,) • Create different contact lists Created by Glenda Young for AWAG

23. Constant Contact • Other functionality • Survey • Events • Social Campaigns • Save Local (Similar to Groupon) • Great Customer Support • Plenty of training tools, webinars, videos, etc. • Learn about the world of marketing just by watching these videos • Easy setup • $15/month up to 500 email addresses Created by Glenda Young for AWAG

24. Schedule volunteers easily! Volunteer Spot Created by Glenda Young for AWAG

25. Volunteer Spot • Events • Set Up • Clean Up • Shifts • Donations Created by Glenda Young for AWAG

26. Volunteer Spot • You plan the schedule online • Calendar • Specific Times • Send out invitation or create link on your website • Volunteer info and available slots are updated • Automatically sends reminders • Volunteer can cancel or reschedule themselves • FREE for basic signups • Premium services starting at $4.99/month Created by Glenda Young for AWAG

27. How to manage phones Ring central Created by Glenda Young for AWAG

28. Ring Central • Switchboard Functionality • Custom phone number • Call forwarding • Voicemail • Conference Calling • Manage Calls on-line • $19.99/month Created by Glenda Young for AWAG

29. A virtual fax machine efax Created by Glenda Young for AWAG

30. eFax • No need to own a fax machine any more • If your org has a need for fax services this is a brilliant solution • Fax notification goes to email • Messages are forwarded to an email but can also be stored on the efax server • Can be retrieved as needed • Starting at $13/month Created by Glenda Young for AWAG

31. Floor plans and Flowcharts Gliffy Created by Glenda Young for AWAG

32. Gliffy • If you have a short term need for a flowcharting tool or to manage the creation of a floorplan • Import from Visio • Easily create and share documents • Allow users to edit documents • $9.95 for 3 month subscription Created by Glenda Young for AWAG

33. Manage Social Media Hootsuite Created by Glenda Young for AWAG

34. HootSuite • FREE App • Manage Social Media • Twitter • Facebook • Linked In Keep track of all your accounts and pages in one location Send and schedule update Track click stats Created by Glenda Young for AWAG

35. Top Tech tools for teams Which tools are right for you & your team? • Quick Wins • More Quick Wins • Websites • SmartSheet • Constant Contact • Volunteer Spot • Ring Central • eFax • Gliffy Glenda Young – AWAG 2013