streamlining nonprofit organizations: it's all about the cloud
TRANSCRIPT
Streamlining Nonprofit Organizations:
It’s All About the Cloud
October 25, 2012
Massachusetts Nonprofit Network Annual Conference
About the Presenters
2
Marc Baizman
@mbaizman
Nonprofit technology coach, Salesforce and Google Apps, improv and sketch comedy
performer, unrepentant nerd.
(Speaks Japanese)
Debra Askanase, MBA
@askdebra
Online engagement strategist, former nonprofit executive
director. Thinks about strategy, measurement, engagement +
social media.
(Never refuses ice cream)
Photohere
Photohere
Today’s Discussion
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1 WHAT IS CLOUD COMPUTING?
2 SUCCEEDING IN THE CLOUD
3 NONPROFIT CASE STUDIES
4 SURVEY OF CLOUD TOOLS
What is Cloud Computing?
1
Techsoup Global 2012 Survey: Cloud Computing Definition
Source: TechSoup Global 2012 Cloud Computing Survey 5
“Cloud computing allows you to access software via the Internet instead of from your hard drive or your local computer network. When you use cloud-based software, it is available anywhere you can use the Internet – not just in your office.”
Who’s in the cloud?
http://www.flickr.com/photos/camdiluv/4441155157/in/photostream/
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Cloud Statistics: Top 3 Cloud Adoption Motivators
Source: NTEN 2012 State of the Cloud Survey
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Remote access
Cost
Ease of maintenance
Cloud Statistics: Top 3 Cloud Adoption Barriers
Source: TechSoup Global 2012 Cloud Survey
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Lack of Knowledge
Cost
Data Security
Cloud Statistics: Cloud Migration Timeframe
Source: TechSoup Global 2012 Cloud Survey9
Within 1 year19%
1-2 years19%
2-3 years15%
> 3 years11%
Don't know or no plans
36%
Succeeding in the Cloud
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Strategy
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Why use these tools? To what end?
✪ Make a requirements list
✪ Have (or make) a tech plan!
✪Ask about industry practices& standards for tools
✪
Staffing
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• Need to make sure it’s in a job description
• Ideally NOT a part-time or short-term volunteer
Budgeting
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• Create an overall Technology Budget!
• Use TechSoup’s sample budget to start www.techsoup.org/learningcenter/techplan/page4257.cfm
• Cloud software is often per user pricing so NEGOTIATE if you have a lot of users!
• DON’T get locked in to a long-term contract, go for monthly if possible, yearly if you have to.
• Plan ahead for growth – give your organization more accounts than you think you need.
Support
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• Access to vendor support
• Cost of vendor support
• Reliability
• Quality
• Identify outside support back-up
• IT support
NPO+
Cloud app vendor
EXPERIMENTAL
COLLABORATIVEEXEC SUPPORT
TRY THE TOOLS
Culture
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• Comfortable in beta
• Support from the top
• Not afraid to break the tech tools
• Cross-departmental sharing and collaboration
• Willingness to fail fast and try minimum viable actions…
Case Studies
3
Case Study 1: NYC Elder Abuse Center
http://www.nyceac.com 17
NYCEAC: Succeeding in the cloud
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• Strategy Yes to SM strategic planning and
support, benchmarking, No to having a tech plan
• Staffing 5 hours/week for social media manager, plus additional 5
hours/week from other staff, plus lead
• Budget Grant for strategy and implementation, web support
• Support Consultant, in-house, user adoption
• Culture Eager to learn, not afraid to break the tool but *not* a tech
adopter, culture of collaboration, exec support
Cloud tools: Google Drive (formerly Google docs)
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Project management, collaboration
Shared folder for social media team
Institutional memory, project lists, content calendar, metrics spreadsheets, etc.
Project management, collaboration, file management
Shared folder for team
Institutional memory, project lists, content calendar, metrics spreadsheets, etc.
All files stored securely in the cloud
Cloud tools: Delicious
http://delicious.com 20
Content curation
Online mentions & web content to watch
Collaborative bookmarking and tagging
NYCEAC: Other cloud tools
http://nyceac.com 21
Freeconferencecall.com, Rondee.com, Join.me
Collaboration, training
Bi-weekly conference calls among dispursed members
Visual (& virtual) training for team
Constant Contact
Communication
Bi-monthly newsletter
Dropbox
Project management, collaboration
Podcasts, slidecasts
Case Study 2: Medical Legal Partnership | Boston
http://www.mlpboston.org 22
MLP Boston: Succeeding in the cloud
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• Strategy Plan required an immediate move, needed to find
replacements ASAP
• Staffing 2-3 days/week of Office Admin’s role during transition, 4-8
hrs/week after
• Budget Small grant (<$5K) for initial cloud transition
• Support Cloud Vendor, in-house, champion users
• Culture Variety of skill levels, some fear around tech, BUT strong
management support
Cloud tools: Google Apps (moved from Outlook/Exchange)
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Collaboration
Institutional memory, shared calendar, chat
Cloud tools: Box.com
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File Management All files stored in the cloud, linked to Google Apps
Very secure, several permission groups
Cloud tools: Salesforce.com
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CRM Storing donor and donation information
Storing program data
Time to talk!
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1 WHO WOULD BE YOUR CLOUD CZAR?
2IDENTIFY YOUR BIGGEST
BOTTLENECK(S) BY PRIORITY
3 MAKE A REQUIREMENTS LIST
Survey of Cloud Tools
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How do I know if any of these cloud tools are any good??
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• Does it do what you need it to do? Requirements!
• Budget: Per user? Growth? Nonprofit discounts?
• Research! People have done this before!
– Groundwire
– NTEN reports
– Idealware
– TechSoup
– Heller Consulting
– Google Apps marketplace (ratings, reviews)
– Salesforce AppExchange (ratings, recs, reviews)
– Socialbrite.com: lots of reviews for social media apps
Sample Requirements List
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Name Nonprofit Needs DropBox Dropbox for Teams Box.net for Business
Account System Type
Indvidual Accounts, share a common file created by one person
Individual Accounts, share a common file, but share quotas and an control panel
Indvidual Accounts, share a common file created by one person
Number of Accounts Needed
4 now, up to 8 in a year 8 8 8
Total Disk Space 36 GB as of today 50 GB per user 750GB 1000GB
File Protection/Permissioning
High priority (in the future as we expand)
Specific accounts can be invited as viewers or collaborators depending on permission level given by creator of file.
Specific accounts can be invited as viewers or collaborators depending on permission level given by creator of file.
Specific accounts can be invited as viewers or collaborators depending on permission level given by creator of file.
Price Per MonthMax Budget: $200/month $80/mo for 8 accounts
$66/mo for 5 accounts, Additional accounts are $10/mo
$15/user/mo = $120/mo for 8 accts (NPO discount - 10%)
Price Per YearMax Budget: $2500/year $792/yr for 8 accounts
$1170 (8 accounts, 5 for 795, additional are $125/yr)
$1440 (8 accounts) (NPO discount - 10%)
High-level Cloud Categories
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• Social Media Measurement
• Chat/IM
• Content Curation
• Project Management
• File Storage
• Donor Management
• Backup
• HR
• Fundraising
• Email marketing and management
Social Media Measurement: HubSpot (paid)
http://www.hubspot.com/nonprofit/ 32
http://www.hubspot.com/nonprofit/ 33
Social Media Measurement: Metricly (free)
http://metricly.com 34
SMM: Metricly
http://metricly.com 35
Social media measurement: More apps
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• Free (+paid upgrade):– Crowdbooster (twitter)
– Metricly
– Simplymeasured
– Socialbro
• Paid– Salesforce Marketing Cloud (often known as Radian6)
– Hubspot (nonprofit program)
– Lithium.com
– Spredfast
– Sprout Social
– Small Act
Internal comms/collab: Google+ Hangout
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Internal Communications:More apps
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• Free
– Skype
– Google chat
– Google Hangouts
– …and one app to (almost rule them all): Pidgin.com
• Some paid systems also support chat:
– Yammer
– Chatter (Salesforce)
Content Curation: Evernote
http://evernote.com 39
Content Curation: Scoop.it
http://scoop.it40
Content Curation:More Apps
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• Delicious
• Storify
• Bundlr
• Pearltrees
Project Management: Basecamp
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Project Management: Redmine
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Project Management:More apps
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• Smartsheet
• Gantter
• Central Desktop
• Evernote
• Asana
• Huddle
File Storage: Dropbox
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File Storage: Box.com
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File Storage:More apps
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• Google Drive
• SugarSync
• Egnyte
• Syncplicity
Donor Management: Salesforce.com
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Donor Management: Donorperfect Online
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Donor Management: More Apps
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• eTapestry
• CiviCRM
• Netsuite
• Causeview
• Affinaquest
• Luminate
• Neon
• Mission.do
Additional Cloud Tools
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• Backup
– Mozy
– Carbonite
– Backblaze
– Backupify
– iCloud
• HR
– Sucessfactors
– ADP Online
– Workday
Additional Cloud Tools
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• Fundraising– FirstGiving
– Causes
– Razoo
– Causevox
• Email Marketing– Constant Contact
– Mailchimp
– iContact
– MadMimi
– MyEmma
– Vertical Response
Overwhelmed? Don’t be!
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Actionable items you can do TOMORROW!
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1 APPOINT A CLOUD CZAR (YOU? )
2
IDENTIFY YOUR BIGGEST
BOTTLENECK(S) AND
MAKE A REQUIREMENTS LIST
3 RESEARCH CLOUD APPS
…and enjoy the cloud!
Resources
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TechSoup Global Cloud Survey 2012: http://www.techsoupglobal.org/2012-global-cloud-computing-survey
TechSoup’s sample budget program: www.techsoup.org/learningcenter/techplan/page4257.cfm
Idealware’s Field Guide to Software for Nonprofits:
http://www.idealware.org/homepage-features/field-guide-feature2 and
http://www.idealware.org/reports
Heller Consulting’s resources to selecting and implementing software:
http://www.teamheller.com/resources
Nonprofit Technology Network (membership org, lots of free resources): http://www.nten.org/ and lots of downloadable research:http://www.nten.org/research
State of the Nonprofit Cloud 2012 (NTEN report): http://www.nten.org/research/the-2012-state-of-the-nonprofit-cloud-report
NTEN:Change – a quarterly journal for nonprofit leaders about technology (free): http://www.nten.org/ntenchange
Thank you for your attention!
Questions? (We love ‘em)
We welcome follow-up questions via email too!
57
Debra Askanase
Community Organizer 2.0
Twitter: @askdebra
(617) 682-2977
Marc Baizman
My Computer Guy
Twitter: @mbaizman
(617) 329-1868