Leveraging Cloud Based Technology to Increase Productivity
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The document discusses the utilization of cloud-based technologies such as Google Docs and OneNote to enhance team productivity in various workflows. It outlines tools for file sharing, communication, and project management, emphasizing the importance of cross-team collaboration and effective organization. The document also provides strategies for onboarding team members to new tools and highlights the role of integrations in maximizing the effectiveness of cloud technologies.
Leveraging Cloud Based Technology to Increase Productivity
- 1. Levering Cloud Based Technologies for Increased Team Productivity
- 2. Justin Denton • Justin Denton is a Technology Innovator • PhD(c) – Applied Management & Decision Sciences (Walden University) • Masters, Communication & Network Management (Keller Graduate) • Bachelors – Network & Telecommunications Management (Devry Institute of Technology) • Certifications held: ITIL, MCDST, MCP, Crystal Reports & soon to hold Lean Six Sigma Green Belt • Developed new Technologies at IBM which were deployed to millions of new IBM machines between 2002 to 2011. • Was the Faculty Lead and acting Dean for the School of Technology at Rasmussen College. • Currently Director of The Personal Support Center @ Collegis Education which manages support for 40 Colleges & Universities across the globe. • Co-Founder of LibChalk – Company focused on interweaving principles/technologies of higher education into the Library industry. • Justin’s passions are new technologies, education, business process development, and accelerating the growth of individuals through custom tailoring learning technologies. Want to see more? Visit: https://www.linkedin.com/in/justindenton1/
- 4. Agenda • Tools • Increase productivity • Cross-team collaboration • Keeping it organized • Getting people on-board • Integrations
- 8. Why use cloud tools? • Rampant disorganization • Lack of collaboration • Overloaded inbox • In-ability to communicate in real time • Hard to find files • No method of notification
- 9. The tools File Sharing Tools: • HighTail • SugarSync • DropCanvas • Minus • WeTransfer • Dropsend • SendSpace • Itrnsfr • TransferBigFiles • SendThisFile • OneHub • Droplr • CloudApp • Egnyte • Ge.tt • 4shared • MediaFire • Box.Net • DropBox • Google Drive Communication Tools: • Azendoo • Contriber • eXo Platform • Fleep • Jostle • Kaleo Software • Moxtra • Pie • Rocket.Chat • Ryver • Hall • Google Docs • Yammer • Lync • Skype • Fuze • Glip • Boxtra24 • MatterMost Document Creation Tools: • Google Apps • Office 365 • Standstorm Oasis • Framasoft • Open365 • Zoho • OX • HyperOffice • Think Free Office • Live Documents • Google Apps
- 11. Main purposes for cloud based collaboration • Presentations • Project management • Historical & searchable communication • Document management • File sharing • Knowledge sharing
- 12. Categories File Sharing • One Drive • Box.Net • DropBox • Google Drive Document Mgmt • Office 365 • Google Apps Presentations • Ubiq • Canva • Mural.ly Communication • Slack • HipChat • Glip • Bitrix24 Project Mgmt • Asana • Trello • Teamwork
- 13. What should I use? • File sharing – Google Drive / DropBox • Document management – Office 365 • Presentations – Google Hangouts • Communication – Slack, MS Teams • Project management – Trello
- 16. How can these tools increase productivity? • Increased collaboration • Higher off-site productivity • Running history of activity • Better alternative to email • Captures non-email users • Social media like toolset • Ability to integrate all your apps via a central location.
- 18. Interface types
- 19. Slack
- 20. HipChat
- 21. Glip
- 22. Bitrix24
- 23. Interface types • They all have a very common flow. • Many use channels to communicate • All employ twitter like features • Each can hold private conversations & build group communication • Main goals of all is to maintain searchable history
- 24. Accessibility to the MAXX! • Select a tool that allows you to access it from multiple types of devices. • Mobile • Desktop • Cloud • Web Browser • Smart TV
- 27. Why should I talk to other teams? • Increased team collaboration builds stronger libraries • Common set of tools between all departments • More people = more fun • Eliminate passing the buck syndrome • No more finger pointing • Participants form together to achieve a common purpose
- 28. Invite and add • Once implemented keep inviting and adding people • Add teams and departments and assign them channels • Never get rid of the general channel • Make announcements channel • Install Integrations that all departments can use • Continue to encourage others to join • Extend offers out to patrons and vendors
- 29. Benefit from… • Increased departmental transparency • Improved culture within the Library • Making information easier to find • Reduce the need for meetings • Eliminate the chaos of emails • Embrace a goofy/silly behavior but dedicate a channel for it. • I use #random
- 31. What are integrations and why? • Integrating your apps makes your overall goal more achievable • Choosing apps that integrate into your main communication platform, increases usage. • Share files easier • Drive greater awareness • Minimizes the need to know multiple systems
- 33. Knowledge, recognition, bots, surveys • Give kudos & automate them too • Leverage automation bots to streamline repetitive tasks • Put knowledge sharing on blast • Build custom interfaces • Integrated polling • Email to channel
- 35. How? • Use a main communication platform as your method of organization. • Many options to organize • By public threads • By private threads • By teams • Keep all person-to-person communications in same location • Continue to integrate cloud tools • Leverage solution as primary/only means of communication
- 36. Organization 101 • Establish naming conventions for channels • #location-department-channel purpose • Use description area when adding new channels • Learn Twitter referencing • # = channel reference • @ = message to notify a person or group • Centralize site administration • Review and agree on integrations • Limit integration overload • Learn to use integrated search • Establish etiquette guidelines
- 37. Organization 201 • Channel management • Leave Channels you don’t use • Archive un-used channels • Adjust notification configuration • Host private & public channels • Hide/delete channels with no activity • Don’t make every channel a dumping ground • Limit Integrations to specific channels • Integrate as many apps to make all activities centrally located • Leverage reporting to make better decisions • Open a channel to the public
- 40. How do I get people to use this stuff? • Start a library wide initiative • Have training on usage of tools • Slow & steady • Be PERSISTENT! • New tools typically bring better features • Out with the old in with the new
- 41. Proof case • Integrations are key to making the implementation successful. • Built more integrations if they don’t exist. • Leverage email to channel to break the bad email habit. • Continue to pull things into your Main Communication Channel. • Leverage apps that use integrations or have the ability to send items back to your Main Communication Channel. Main Communication Channel. (e.g. SLACK)
- 42. What Next??