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  • 4 - Next Steps - Going Virtual: Collaborating and Sharing Resources Online
    action plan can help you get organized and move forward efficiently Talk to your stakeholders and consider staff time investments Before implementing any tool you ll need to identify and understand the needs of the people who will use it such as your organization s volunteers or partners Consider whether consultants clients or even your board of directors will be impacted by your decision to use an online tool for collaborating and sharing resources Additionally consider the amount of time it may take to set up and administer Google Apps or Zoho Wiki You ll need to invest some staff time for training and ongoing maintenance Review the comparison tables that provide guidance on time required for each tool Compare and prioritize features Consider your organization s needs when deciding how to go about collaborating online What is most crucial to you Is it internal file sharing community building or sharing information externally Are you seeking a combination of the three Once you ve identified your needs take the time to compare the features that meet those needs You can begin by using the comparison table and report card provided in Chapter 1 Build upon these tools and adjust them for your organization Effectively prepare for and address change management Once a tool is chosen and the adoption phase begins consider How will you let members of your organization know How will you train staff or volunteers to use the tool What is your plan for ongoing maintenance Once your organization has selected and begun using Google Apps or Zoho Wiki you ll want to evaluate its effectiveness Talking to your staff and volunteers and gathering their opinions on the tool will help you gauge how useful and meaningful it is to your organization An action plan can help your

    Original URL path: http://www.strengtheningnonprofits.org/resources/e-learning/online/collaboratingandsharingresources/default.aspx?chp=4 (2016-02-12)
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  • Summary - Going Virtual: Collaborating and Sharing Resources Online
    online Remember these tools are all available at little or no cost and offer unique ways to work together online with your organization s staff volunteers and supporters Working online allows you to develop communities even across great distances If you communicate with members of your organization and take the time to research which tool is best for you you can create an active and thriving online community These web tools are low cost and relatively simple online collaborating options Thank you for taking the time to watch this tutorial The online collaboration tools reviewed here were selected because they are either low or no cost web based require no programming or advanced technical skill and fit the needs of many nonprofits Here s a summary of the tools reviewed Remember you can use the comparison and report card spreadsheets for an at a glance look at the features benefits and drawbacks of each tool For your reference here they are again Collaborating Report Card and Collaborating Feature Comparison In summary Google Docs Easy to upload files and collaborate in one central location but not robust enough for building an online community Google Groups Quick and easy to set up

    Original URL path: http://www.strengtheningnonprofits.org/resources/e-learning/online/collaboratingandsharingresources/default.aspx?chp=5 (2016-02-12)
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  • Going Virtual: Virtual Meetings and Training
    materials The administrative and user skills required are both quite low This means that administrators and users of the program only need to be comfortable surfing on the web to utilize Zoho One of the key drawbacks for Zoho is that the total number of participants for any meeting is limited to 25 Additionally Zoho does not currently offer voice conferencing or session recording These drawbacks are why Zoho is primarily recommended for on the fly meetings that are one on one Access the Zoho website here to explore further on your own CHAPTER 2 Yugma Online Meeting and Web Conferencing Features Useful for Groups The Yugma online virtual meeting tool is more challenging to sign up set up and invite attendees however the tool is available for use for free for up to 20 customers The tool has the basic features you need to run a virtual meeting however it also includes a whiteboard feature that is highly beneficial for online collaboration for larger groups The session can be recorded for future use as well The program does require you to download an application onto your computer Yugma is slightly more challenging to setup but good for larger groups Yugma web conferencing allows anyone anywhere to instantly share their desktop and ideas online with others Yugma is a great service when you would like to do a group training or meeting It is easier to set up than GoToWebinar but slightly more complicated than Zoho Consistent with the complexity Yugma is in the middle range for cost as well With Yugma you can connect a meeting to your Outlook calendar Once you setup a meeting it can be synchronized to your Outlook calendar and inviting attendees can be done directly from Outlook Yugma also has a free teleconference service that is accessed by making a standard toll call Standard toll call charges apply which will be billed directly by your long distance telephone company There are no additional fees charged to you by Yugma for using the teleconferencing service Yugma has a free web conferencing service which allows you to invite up to 20 attendees The free version provides the ability to share your desktop with attendees and to use the built in instant message feature Yugma has great benefits including an on screen whiteboard Yugma prides itself on a being a little different than traditional web conferencing companies that are primarily focused on pre determined meetings Yugma is not only great for web meetings but also allows spontaneous collaboration The feature that lends itself to collaboration is an online whiteboard This tool allows participants to use their mouse to write freestyle on the screen This feature is particularly useful if you are a trainer and would like to point out a specific point of a diagram or chart Not only can you draw a circle but you can also write something or highlight a particular area All participants can utilize this feature as long as the host grants permission This can be used as a fun and engaging tool to get your attendees invested in the learning With Yugma you can record your sessions This is a great feature if you would like to reuse your session with new people joining the organization Sessions can easily be posted online and viewed Yugma also has a webinar feature that lets people register for a web meeting and allows the host to collect information about registrants The host can decide what information to ask people for when they register Once people register the host can then access reports on who registered and after the webinar on who attended The webinar feature is available as an add on to a regular paid Yugma account Yugma has benefits but requires downloading an application Yugma does have a free option but it is limited to 20 users When you begin to get more sophisticated with the features or want to add additional attendees the cost increases This ranges from around 15 for 20 attendees all the way to 180 for 500 attendees As for the security of Yugma it is rated as low meaning no highly confidential information should be shared while using the tool The administrative and user skill required is rated as three diamonds It does require a little more comfort utilizing online tools An administrator or user would need to be comfortable posting content online in order to be comfortable using Yugma In terms of key benefits the whiteboard feature is unique and can provide engaging interactivity during longer presentations or online trainings The second key benefit is the ability to record and post sessions online for future training needs This serves as a wonderful capability for organizations that have volunteers coming in and out of the organization on a consistent basis Another benefit of Yugma is that you can connect audio using a free service called Skype This service provides the ability to place telephone calls through your computer This requires a user who is a little more technology savvy but is worth the additional time invested because the service is free A key drawback of Yugma includes the need to download the application to your computer This can be time consuming for the host and the users Additionally this could be a concern for new users who may have forgotten to download the program prior to a meeting or training Access the Yugma website here to further explore this tool on your own CHAPTER 3 GoToWebinar An Online Meeting and Web Conferencing Tool with Many Features GoToWebinar is one of the more challenging tools to set up but once completed reusing preferences and settings is very easy Customization of the GoToWebinar tool is one of the greatest benefits including the multiple other features such as polls quizzes and reports Setting up these features can be time consuming which should be considered when deciding if this tool is right for your organization Setting up GoToWebinar is slightly more involved GoToWebinar is a bit more complicated to set up than some of the other online meeting and training tools but that is largely due to the number of options offered However the options and preferences utilized for one webinar can be saved for future use Preferences include choosing template colors and inserting your organization s logo The attendee registration page can also be customized to ask attendees whatever questions you would like Once preferences have been set up enter a title and description of the meeting or training as well as the time the event will start GoToWebinar allows for multiple presenters to take control and show their own screens The next step is choosing an audio service GoToWebinar provides a call in number but it may be considered long distance depending on where the attendee is located Additionally the quality can be rather poor so this option is not recommended If you would like to use a 1 800 number you can set up service with AT T or Civicom Once you set up your webinar you are provided a URL to send through email or put in a newsletter You can also set up automatic email notifications for attendees to receive at the specified time you request GoToWebinar features include polls quizzes and surveys One of the greatest benefits of GoToWebinar is that you can develop your own polls to display throughout the presentation to keep attendees engaged Typical polling questions are multiple choice or multiple response and could be used to gauge interest or knowledge on a topic Responses are real time so you can see how many people have answered before closing the poll to show the results to all participants Polls are especially useful when you see the attentiveness rating dip Attentiveness ratings show when attendees are not on the webinar page They could be possibly surfing the web or reading email Another way to keep attendees engaged is through the chat box If you intend to use all of these engaging features it may be beneficial to have two people running the session one person to focus on content delivery and one to focus on managing polls quizzes and questions You can also set up a quiz or survey with a total of eight questions that can be open ended multiple choice or scaled This survey will be sent at the end of the webinar and can function as an evaluation of your training Within GoToWebinar you can also record your training however a drawback is that the tool does not host the training on their website like Yugma Recording files are typically quite large and would most likely require conversion to another file type before posting to your own website This might require the skills of a technical programmer or administrator of your website Finally the last benefit of GoToWebinar is the reports that are provided after your webinar is complete The reports include registered attendee information login time and duration on the webinar This can be evaluated to determine at what point people dropped off It also provides questions asked per attendee which makes it easy to circle back with participants after the webinar if needed Additionally the report shows attendee attentiveness level You could set a minimum required attentiveness level if you are certifying attendees through a virtual training It should be noted that just because the webinar screen is up it does not account for people on the phone or having side conversations Finally reports also indicate poll or survey responses Examine the benefits and drawbacks of GoToWebinar to make an informed decision GoToWebinar is a flat fee for the month so you can use it as many times as necessary A monthly subscription is 99 for 100 attendees Remember to keep in mind the savings on gas hotel food and time compared to executing in person training when evaluating the cost of these tools The cost speaks to the fact that the system is a bit more complicated to use but this is because of the many options available GoToWebinar offers a free one month trial so that you could try it out to determine if the many options are worth the cost Security rating for GoToWebinar is low even if you elect to have the password protected option Consistent with the other tools you should not have any confidential materials discussed or reviewed during your webinar In terms of administrative skill required for setup it is similar to Yugma For the user the required skill is lower and is synonymous with someone who is comfortable surfing the internet In terms of key benefits the customization is very nice and the tracking of registration information attention level and polls is also a great benefit The capability to record a session is also nice however keep in mind the limitation discussed about posting the sessions due to file size For drawbacks just like with Yugma and Zoho for large group training you may have to set up a separate conference call line Additionally you may need extra equipment for recoding the questions and conversations that occur over the phone GoToWebinar has a tool that costs 50 that connects your phone to your computer so that it synchronizes the audio with the imagery Access the GoToWebinar website here CHAPTER 4 Dimdim A Newer Solution for Web Conferencing at a Lower Cost Dimdim is slightly different than the other tools available today due to operating completely within the cloud Therefore Dimdim requires no downloading and takes seconds to setup and begin a meeting Dimdim is a simple web conferencing service that combines the most efficient tools available by coupling them with speed and low subscription costs It s an innovative solution combining features such as audio video conferencing and desktop sharing Dimdim has more packed into its tool than most other tools offered today Signing up for Dimdim takes only seconds and meetings or trainings are easy for attendees to join Dimdim is slightly different than the other tools available because it does not require installing software It is housed completely in the virtual cloud The registration page only requires a few pieces of information including account type username email address and password You will be sent an email but confirmation is not required Once set up is complete you can begin organizing meetings This process only requires you to enter and determine a few key elements of your meeting These include meeting name attendees time date and recurrence During this process you also have the option to set a few more preferences for the meeting such as audio and video setup resources provided to attendees and finally creation of a widget for posting Attendees receive a link to join the meeting which includes all necessary information and the ability to add the meeting to Outlook From there the attendee is only a click away from joining the meeting They do not need to download any applications or prepare their computer Dimdim has many benefits including embedded video conferencing Dimdim prides itself on being the best of all the web conferencing services by taking the most efficient tools available and combining them with speed and low costs With no software to install users can set up a meeting in seconds Instead of setting up a full meeting Dimdim also provides a short permanent URL to each user through the myScreen feature that lets guests view the host s screen as soon as the hosts opens it up When sessions are not occurring Dimdim provides a profile page that can display future meetings and capture registrations Similar to some of the more advanced tools Dimdim has the capability to share and annotate documents as well as collaborate using the whiteboard feature Each meeting can have several presenters and allow attendees to chat both privately and in a group Additionally Dimdim provides free audio conferencing services Regular long distance rates apply For the more advanced Dimdim features Pro Webinar and Enterprise versions include high quality microphone and webcam sharing Also included similar to GoToWebinar is the ability to customize a meeting with a logo and brand colors but this does require some programming capabilities Dimdim also can create a widget to embed in any website to invite people to register provide countdown timing to a meeting or show recordings and transcripts Finally the tool can also provide analytic reports of when attendees registered and arrived and how many questions they asked This tool boasts having all the ideal elements combined from various other tools currently available on the market Along with the many benefits of Dimdim come a few drawbacks Dimdim has many features of the larger tools available for web conferencing at a much lower price They have a free version for up to 20 participants and 25 for 50 participants The Dimdim Webinar version is 75 for 100 participants and the tool also offers an Enterprise version which can be used for up to 1 000 participants The other concern that seems to plague many of these tools is the security The free Dimdim application security level is very low especially within the text chat windows The upgraded versions such as Pro and Enterprise do provide additional monitoring of the program to ensure a higher level of security but with any of these tools it is not advised to share any confidential information at anytime Some of the Dimdim concerns include poor voice quality which also impacts the recording quality Along with the audio there has been a reported video delay among participants Additional concerns for some users include the lack of embedded polls or surveys Dimdim suggests creating external polls in a site such as Micropoll or Surveymonkey and then displaying the direct URL within the Dimdim meeting Although this does seem to resolve a potential need for some users another feature that is not available is the raised hand feature that allows the host to control two way communications on a larger conference call Finally the other drawback of Dimdim is the inability to load a meeting in advance with necessary documents for sharing Although this can be done rather quickly within the tool the ability to prepare in advance is a nice feature of some of the other tools available Additionally once a document is loaded the viewing screen is sometimes smaller than expected causing viewing difficulty As with any of these tools it is advised to review the various options and match them with your needs Access the Dimdim website here to find out more on your own CHAPTER 5 Next Steps for Selecting and Implementing New Technologies The next step will be to select and implement the right technology tool that fits your business needs There are a few pitfalls you will want to avoid while choosing the right tool for your organization The first pitfall to avoid includes failing to conduct research around previous user experiences Ratings of the product and comments from people or organizations that have used the tool can be very insightful Second you want to avoid choosing a tool based on a surface level review Avoid making a decision based on what looks flashy or sleek the bells and whistles versus what your organization actually needs Finally steer clear of pushing the use of a tool down from the top without any kind of buy in training or involvement from the end users All of these pitfalls are common when choosing a new technology tool and will result in an expensive system that no one uses A three step process of conducting research methodically comparing technology and committing to controlling change management can help you implement a technology solution Utilizing the resources available and creating an action plan will also result in success Utilize research to understand and prioritize your needs when creating a budget Before implementing a tool you ll need to identify and understand the needs of the people who

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  • Interactivites
    if an activity is really tough to get through click the chapter title on the tabs above for additional instruction Overview The virtual meeting report card and comparison table will help you find the right tool The virtual meeting report card and comparison table will help you find the right tool Download the Report Card and Comparison Table to reference as you complete this lesson Text version of audio here Zoho An Online Tool to Host Instant Web Meetings Zoho Signup and Meeting Setup Zoho Signup and Meeting Setup Text version of audio here Running a Meeting in Zoho Running a Meeting in Zoho Text version of audio here Yugma Online Meeting and Web Conferencing Features Useful for Groups Yugma Signup Meeting Setup and Running A Meeting Yugma Signup Meeting Setup and Running A Meeting Text version of audio here Yugma Whiteboard Yugma Whiteboard Text version of audio here GoToWebinar An Online Meeting and Web Conferencing Tool with Many Features GoToWebinar Setup GoToWebinar Setup Text version of audio here GoToWebinar Controls GoToWebinar Controls Text version of audio here Dimdim A Newer Solution for Web Conferencing at a Lower Cost Features of Dimdim vary by account type Features of Dimdim vary

    Original URL path: http://www.strengtheningnonprofits.org/resources/e-learning/online/virtualmeetings/Interactivities.aspx?chp=99 (2016-02-12)
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  • Interactivites
    pause at any time by pressing the Pause button on the bottom left of the player The buttons at the bottom right of the player allow you to control the volume and shift the video to full screen On Screen Text Below the player you will find on screen text This includes the detailed information you will need to know in order to meet learning objectives for the lesson Icons

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  • Overview - Going Virtual: Virtual Meetings and Training
    of virtual meetings allow you to reduce costs more easily find a schedule that works for everyone and even possibly increase audience size because anyone can attend as long as they have internet access The benefit of reaching a larger audience is ideal for an organization that wants to train volunteers across a large geographic area The online training media might also be a draw for new volunteers that are interested in receiving ongoing training that fits their schedule Standardized training for volunteers can be done easily with online training tools because many tools have the ability to record the training to be posted online for access anytime and anywhere The benefits of using virtual meetings are extensive Virtual meeting programs have many features that can serve a variety of needs Not all programs offer every feature however even the most basic features provide widespread benefits The first feature of virtual meetings is the ability to share your screen with all meeting attendees This feature is the backbone of virtual meetings If the host pulls up a website PowerPoint or Word document everyone else sees the program on their own screen This is extremely beneficial when walking through multiple documents Other benefits of this feature include developing a collaborative document Everyone can see whatever the host is writing to ensure their comments were accurately captured Virtual meetings and trainings allow for multiple presenters in multiple locations This feature allows a second trainer to share their screen with all attendees even if they are in a different office or even state The process is usually simple and only requires a click of a button to transfer control The last key feature included in many programs is an interactive element to virtual meetings This includes polls evaluations or question and answer capabilities

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  • 1 - Zoho, An Online Tool to Host Instant Web Meetings - Going Virtual: Virtual Meetings and Training
    scheduled to occur They cannot access the host s computer screen before or after the meeting Zoho Meeting is great for an on the fly meeting For example a host can quickly set up a meeting and invite one or more attendees after they have prepared their computer and the program This feature is also nice if you want to add someone to a meeting who might have inadvertently been left off the attendee list Zoho Signup and Meeting Setup You need Adobe Flash Player to view some content on this site Zoho has many benefits including an interactive chat box during training sessions As mentioned Zoho is ideal for one to one meetings that are on the fly Zoho is very simple to set up and the one on one meetings are free This benefit is ideal for projects on which only two partners are working together but in remote locations Another benefit of Zoho is that it has multiple ways to initiate a connection with attendees These include email invitation where attendees receive a link a web page initiation where attendees are provided a session ID or through a session link URL that can be sent though Instant Messaging or Chat The chat box offered by Zoho can be used for a variety of purposes It is typically used for questions but can also be used if the attendee s phone line has been disconnected and they want to alert the host The chat box is interactive so the host can easily respond to questions or comments within the same chat box This feature is very similar to the well known instant messaging Additionally Zoho offers a variety of other services that can be integrated into Zoho Meeting Other features include productivity and collaboration applications such as Zoho

    Original URL path: http://www.strengtheningnonprofits.org/resources/e-learning/online/virtualmeetings/default.aspx?chp=1 (2016-02-12)
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  • 2 - Yugma, Online Meeting and Web Conferencing Features Useful for Groups - Going Virtual: Virtual Meetings and Training
    to invite up to 20 attendees The free version provides the ability to share your desktop with attendees and to use the built in instant message feature Yugma Signup Meeting Setup and Running A Meeting You need Adobe Flash Player to view some content on this site Yugma has great benefits including an on screen whiteboard Yugma prides itself on a being a little different than traditional web conferencing companies that are primarily focused on pre determined meetings Yugma is not only great for web meetings but also allows spontaneous collaboration The feature that lends itself to collaboration is an online whiteboard This tool allows participants to use their mouse to write freestyle on the screen This feature is particularly useful if you are a trainer and would like to point out a specific point of a diagram or chart Not only can you draw a circle but you can also write something or highlight a particular area All participants can utilize this feature as long as the host grants permission This can be used as a fun and engaging tool to get your attendees invested in the learning With Yugma you can record your sessions This is a great feature if you would like to reuse your session with new people joining the organization Sessions can easily be posted online and viewed Yugma also has a webinar feature that lets people register for a web meeting and allows the host to collect information about registrants The host can decide what information to ask people for when they register Once people register the host can then access reports on who registered and after the webinar on who attended The webinar feature is available as an add on to a regular paid Yugma account Yugma Whiteboard You need Adobe Flash Player

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