2009 noac trainingthe power of one passing it on electronically jason coe

2009NOACTRAINING THEPOWEROFONE

Passing it on Electronically

Jason Coe

Background Info

• Tsoiotsi Tsogalii Lodge 70• Greensboro, North Carolina• Associate Lodge Adviser for Administration• Senior Project Manager and Consultant for

Computer Science Corporation• Spent most of the last 10 years in IT

implementing Oracle ERP Applications• Master’s Degree in Information Technology and

Management from University of NC at Greensboro

• Project Management Professional (PMP)


Session Goals

• The goal of this session is to discuss new strategies for planning, records management, and how to make a smooth transition between changes in lodge or chapter leadership. It will discuss electronic and online data techniques for sharing and collaborating on information. Finally, it will discuss options for idea generation and keeping ideas alive.


Breakout Session

• Split up in teams of 3 or 4.

• Analyze Scenario


Reflection

• Breakout Template


Google Docs

• http://www.youtube.com/watch?v=eRqUE6IHTEA&feature=email


Google Docs Scenario

• The lodge chief has published a document titled “What I want to do at NOAC?” He would like the other lodge officers and advisers to add their comments to the document. He wants to use Google Docs to collaborate on the document instead of emailing it out and receiving multiple revisions back in his email.


http://docs.google.com


Main Page


Upload a file to Google Docs by clicking the Upload Button

Upload File


•Browse To A File•Click Upload File

Uploaded Doc


•Normal Text Editing Features within Google Docs

Document Sharing


Document Sharing


•Add Collaborators or Viewers

Contact Groups


•The Lodge Chief has added contact groups within his Gmail account to easily select groups in Google Docs.

Add Collaborators


Document Sharing


•Deselect the two checkboxes to ensure others aren’t invited to view or edit your documents.

Include Message


Shared Document


Vice Chief Email


•Vice Chief receives email to review the document

Login to Google Docs


•You don’t need a Gmail account to use Google Docs. However, it makes it easier.

Vice Chief Edits Doc


View Only Docs


View Only Docs


•The Lodge Chief wishes to send the final version of this document to the chapters. However, he doesn’t want them to edit it.

Add Viewers


Add Message


Chapter Chief (Viewer)


Chapter Chief Email


•Chapter Chief receives email to review the document

Read Only Access


Normal Toolbar

Publish Document


Publish Document


•Publish Document will create the document as a webpage.

Published Document Link


Email Link


•The published document link is emailed to the NOAC contingent.

Contingent Member Email


Review Published Document


Keeping Emails For Future Reference


•When the lodge chief sent the email to the NOAC contingent, he copied a special email address. •It sent a copy of the email to Google Docs and saved it as a new document.

Organize For The Future


•The lodge chief creates a 2009NOAC folder•He stores all documents in emails in Google Docs to be passed onto the next group of lodge leadership

Reflection Question 1

• How can Google Docs be used to help you collaborate within your lodge or chapter?– Your Answer


Reflection Answer 1

• How can Google Docs be used to help you collaborate within your lodge or chapter?– It gives you the ability to collaborate on

information.– It gives you the ability to quickly share

information with others.– It helps keep your documents

organized in one central location.



• How do you think Google Docs can help you keep information together for the next group of officers or advisers?– Your Answer


Reflection Answer 2

• How do you think Google Docs can help you keep information together for the next group of officers or advisers?– Information can easily be stored in

folders for future use by other officers and advisers.

– It keeps information centrally located



• Do you think Google Docs can help you drive information to the chapters and individuals?– Your Answer


Reflection Answer 3

• Do you think Google Docs can help you drive information to the chapters and individuals?– Yes, by publishing lodge information

and providing a link to the general membership, it is easily accessible.


Other Notes

• Since Google Docs is an online editor, software is not needed for the PC.

• Google Docs can convert documents to other documents such as open office or pdf files.


Dropbox on your PC


• http://www.getdropbox.com

Dropbox


Dropbox Homepage


Executive Committee Agenda


• When the lodge chief adds a file to the folder it is automatically added to the web.

Instant Notification

• Anyone who has permission to the folder on drop box, gets notified of the change.


Lodge Adviser Review

• The Lodge Adviser reviews the document and asks the lodge chief to remove the patch design under Fall Fellowship.


Lodge Chief Receives Notification


• The lodge chief gets a notice that the document has been edited.

Add File To Public Folder

• The lodge chief copies the document to public folders, so it is available to everyone. He clicks the arrow beside the document and chooses Copy File To.


Add File To Public Folder

• The lodge chief then selects the public directory and clicks copy file.


Public Folder

• Once a file is located in my public folder, I can send a link to executive committee.


• Once in the public folder, click the arrow beside the file and choose “Copy Public Link.”


Copy Public Link

• Select the text link from the window.


Email Document Link

• The lodge chief can email the document link to the ECM.



• How can Dropbox be used to collaborate with your lodge or chapter?– Your Answer


Reflection Answer 1

• How can Dropbox be used to collaborate with your lodge or chapter?– It enables you to sync files among

members, so information is always up to date.

– It enables you to send out links to documents instead of documents. If the document changes, the link stays the same.



• How does Dropbox help keep information together for the next group of officers or advisers?– Your Answer


Reflection Answer 2

• How does Dropbox help keep information together for the next group of officers or advisers?– In enables you to easily sync files from

your computer to a new officer or adviser’s PC.

– It keeps your information together, so it can be shared.



• Do you think that Dropbox can help drive information to the lodge or chapter?


Reflection Answer 3

• Do you think that Dropbox can help drive information to the lodge or chapter?– Yes, it has the ability to share

information in public folders.


Other Notes

• Dropbox simplifies the synchronization of documents across multiple PC’s.

• Dropbox requires that the user have software on his or her PC to open the file.


Other Options

• Mozy – www.mozy.com

• Sugarsync – www.sugarsync.com

• Syncplicity – www.syncplicity.com


File Synchronization Utilities

• File synchronization utilities can be used to sync data between PC, external hard drives, and memory sticks.

• They can be used to sync the same set of folders to multiple PC’s keeping information organized.


Utilities

• Easy2Sync - http://easy2sync.de/en/produkte/easy2sync.php

• Allway Sync - http://allwaysync.com/• BeyondCompare -

http://www.scootersoftware.com/• Fragment Sync -

http://www.fragmentsync.com/• Vice Versa - http://www.tgrmn.com/


Syncing With Allway Sync

• In this example, I will be syncing my Dropbox NOAC2009 folder to an external hard drive.

• In the next slide, I will select both directory structures and click the analyze button.


External Hard Drive


Synchronize


Reflection

• Once the files are synced to another drive, the same program can be used to sync the files to another PC, which keeps all of the files in sync between machines.

• File synchronization utilities offer a good way to keep documents updated between various people. However, it isn’t real time like Google Docs or Dropbox.

• File synchronization utilities make it easy to pass on all of your information to the next leader, and it provides a way to ensure data is backed up.


Breakout Session

• In your groups, answer the following questions:– How am I going to develop a plan for online

data storage and backup? How will it be structured? How long will information be kept in the data repository?

– Who will be responsible to ensure information is stored in the appropriate place? Who will enforce the policies?

– Who will develop templates and outlines to guide individuals who are creating new information?


Question 1

• How am I going to develop a plan for online data storage and backup? How will it be structured? How long will information be kept in the data repository? – Show screen shots of different ways to name folders.

2009 > NOAC, Spring Fellowship, etc. or 2009NOAC, 2009SpringFellowship or NOAC2009, SpringFellowship2009.

– Should each event have a folder?– Length depends on size of the organization and how

much data you can manage.– Should files be versioned? Dropbox does this

automatically. However, it’s hard for the end user to tell.


Question 2

• Who will be responsible to ensure information is stored in the appropriate place? Who will enforce the policies?– The lodge chief, records vice chief, program

vice chief, advisers and anyone else who distributes information. In order for online documents to be a success, you must email links to documents instead of document.


Question 3

• Who will develop templates and outlines to guide individuals who are creating new information?– Lodge Chief and Lodge Adviser should

guide this process.


Idea Generation

• Facebook is a social network that allows individuals to link to friends and post information about what they are doing, their hobbies, and pictures.


Facebook

• Allows you to create and join groups.

• Groups can advertise your activities.

• Groups allow administrations to send messages to its members.

• Groups allow pictures and other marketing campaigns to be posted.

• Allows you to submit videos.


Events


Idea Generation


Lodge Promotions

• Youtube Video promoted via Facebook

• http://www.youtube.com/watch?v=YMyRzUe5Fk4


Conclusion

• There are many useful ways thanks to technology to collaborate with others. You should begin to explore other technologies and develop plans for your lodge or chapter to better communication. When you pass your position onto the next person, you will have a place where all your information can be passed along. In addition, you will have multiple copies in case of computer failure.


Thank You

• Thank You for attending!

• Jason Coe

• [email protected]


2009 noac trainingthe power of one passing it on electronically jason coe

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