1. 2009 NOAC TRAININGTHE POWER OF ONE Passing it on Electronically Jason Coe

2. 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) 2009 NOAC TRAININGTHE POWER OF ONE

3. 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. 2009 NOAC TRAININGTHE POWER OF ONE

4. Breakout Session Split up in teams of 3 or 4. Analyze Scenario 2009 NOAC TRAINING THEPOWEROFONE

5. Reflection Breakout Template 2009 NOAC TRAINING THEPOWEROFONE

6. Google Docs http://www.youtube.com/watch?v=e RqUE6IHTEA&feature=emailhttp://www.youtube.com/watch?v=e RqUE6IHTEA&feature=email 2009 NOAC TRAINING THEPOWEROFONE

7. 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. 2009 NOAC TRAINING THEPOWEROFONE

8. http://docs.google.com 2009 NOAC TRAINING THEPOWEROFONE

9. Main Page 2009 NOAC TRAINING THEPOWEROFONE Upload a file to Google Docs by clicking the Upload Button

10. Upload File 2009 NOAC TRAININGTHE POWER OF ONE Browse To A File Click Upload File

11. Uploaded Doc 2009 NOAC TRAINING THEPOWEROFONE Normal Text Editing Features within Google Docs

12. Document Sharing 2009 NOAC TRAININGTHE POWER OF ONE

13. Document Sharing 2009 NOAC TRAINING THEPOWEROFONE Add Collaborators or Viewers

14. Contact Groups 2009 NOAC TRAINING THEPOWEROFONE The Lodge Chief has added contact groups within his Gmail account to easily select groups in Google Docs.

15. Add Collaborators 2009 NOAC TRAINING THEPOWEROFONE

16. Document Sharing 2009 NOAC TRAINING THEPOWEROFONE Deselect the two checkboxes to ensure others aren’t invited to view or edit your documents.

17. Include Message 2009 NOAC TRAININGTHE POWER OF ONE

18. Shared Document 2009 NOAC TRAINING THEPOWEROFONE

19. Vice Chief Email 2009 NOAC TRAININGTHE POWER OF ONE Vice Chief receives email to review the document

20. Login to Google Docs 2009 NOAC TRAININGTHE POWER OF ONE You don’t need a Gmail account to use Google Docs. However, it makes it easier.

21. Vice Chief Edits Doc 2009 NOAC TRAININGTHE POWER OF ONE

22. View Only Docs 2009 NOAC TRAININGTHE POWER OF ONE

23. View Only Docs 2009 NOAC TRAININGTHE POWER OF ONE The Lodge Chief wishes to send the final version of this document to the chapters. However, he doesn’t want them to edit it.

24. Add Viewers 2009 NOAC TRAININGTHE POWER OF ONE

25. Add Message 2009 NOAC TRAININGTHE POWER OF ONE

26. Chapter Chief (Viewer) 2009 NOAC TRAININGTHE POWER OF ONE

27. Chapter Chief Email 2009 NOAC TRAININGTHE POWER OF ONE Chapter Chief receives email to review the document

28. Read Only Access 2009 NOAC TRAININGTHE POWER OF ONE Normal Toolbar

29. Publish Document 2009 NOAC TRAININGTHE POWER OF ONE

30. Publish Document 2009 NOAC TRAININGTHE POWER OF ONE

31. Publish Document 2009 NOAC TRAININGTHE POWER OF ONE Publish Document will create the document as a webpage.

32. Published Document Link 2009 NOAC TRAININGTHE POWER OF ONE

33. Email Link 2009 NOAC TRAININGTHE POWER OF ONE The published document link is emailed to the NOAC contingent.

34. Contingent Member Email 2009 NOAC TRAININGTHE POWER OF ONE

35. Review Published Document 2009 NOAC TRAININGTHE POWER OF ONE

36. Keeping Emails For Future Reference 2009 NOAC TRAININGTHE POWER OF ONE 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.

37. Organize For The Future 2009 NOAC TRAININGTHE POWER OF ONE 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

38. Reflection Question 1 How can Google Docs be used to help you collaborate within your lodge or chapter? –Your Answer 2009 NOAC TRAININGTHE POWER OF ONE

39. 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. 2009 NOAC TRAININGTHE POWER OF ONE

40. Reflection Question 2 How do you think Google Docs can help you keep information together for the next group of officers or advisers? –Your Answer 2009 NOAC TRAININGTHE POWER OF ONE

41. 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 2009 NOAC TRAININGTHE POWER OF ONE

42. Reflection Question 3 Do you think Google Docs can help you drive information to the chapters and individuals? –Your Answer 2009 NOAC TRAININGTHE POWER OF ONE

43. 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. 2009 NOAC TRAININGTHE POWER OF ONE

44. 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. 2009 NOAC TRAININGTHE POWER OF ONE

45. Dropbox on your PC 2009 NOAC TRAININGTHE POWER OF ONE http://www.getdropbox.com

46. Dropbox 2009 NOAC TRAININGTHE POWER OF ONE

47. Dropbox Homepage 2009 NOAC TRAININGTHE POWER OF ONE

48. Executive Committee Agenda 2009 NOAC TRAININGTHE POWER OF ONE When the lodge chief adds a file to the folder it is automatically added to the web.

49. Instant Notification Anyone who has permission to the folder on drop box, gets notified of the change. 2009 NOAC TRAININGTHE POWER OF ONE

50. Lodge Adviser Review The Lodge Adviser reviews the document and asks the lodge chief to remove the patch design under Fall Fellowship. 2009 NOAC TRAININGTHE POWER OF ONE

51. Lodge Chief Receives Notification 2009 NOAC TRAININGTHE POWER OF ONE The lodge chief gets a notice that the document has been edited.

52. 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. 2009 NOAC TRAININGTHE POWER OF ONE

53. Add File To Public Folder The lodge chief then selects the public directory and clicks copy file. 2009 NOAC TRAININGTHE POWER OF ONE

54. Public Folder Once a file is located in my public folder, I can send a link to executive committee. 2009 NOAC TRAININGTHE POWER OF ONE

55. Once in the public folder, click the arrow beside the file and choose “Copy Public Link.” 2009 NOAC TRAININGTHE POWER OF ONE

56. Copy Public Link Select the text link from the window. 2009 NOAC TRAININGTHE POWER OF ONE

57. Email Document Link The lodge chief can email the document link to the ECM. 2009 NOAC TRAININGTHE POWER OF ONE

58. Reflection Question 1 How can Dropbox be used to collaborate with your lodge or chapter? –Your Answer 2009 NOAC TRAININGTHE POWER OF ONE

59. 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. 2009 NOAC TRAININGTHE POWER OF ONE

60. Reflection Question 2 How does Dropbox help keep information together for the next group of officers or advisers? –Your Answer 2009 NOAC TRAININGTHE POWER OF ONE

61. 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. 2009 NOAC TRAININGTHE POWER OF ONE

62. Reflection Question 3 Do you think that Dropbox can help drive information to the lodge or chapter? 2009 NOAC TRAININGTHE POWER OF ONE

63. 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. 2009 NOAC TRAININGTHE POWER OF ONE

64. 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. 2009 NOAC TRAININGTHE POWER OF ONE

65. Other Options Mozy – www.mozy.comwww.mozy.com Sugarsync – www.sugarsync.comwww.sugarsync.com Syncplicity – www.syncplicity.comwww.syncplicity.com 2009 NOAC TRAININGTHE POWER OF ONE

66. 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. 2009 NOAC TRAININGTHE POWER OF ONE

67. Utilities Easy2Sync - http://easy2sync.de/en/produkte/easy2sy nc.php http://easy2sync.de/en/produkte/easy2sy nc.php Allway Sync - http://allwaysync.com/http://allwaysync.com/ BeyondCompare - http://www.scootersoftware.com/ http://www.scootersoftware.com/ Fragment Sync - http://www.fragmentsync.com/ http://www.fragmentsync.com/ Vice Versa - http://www.tgrmn.com/http://www.tgrmn.com/ 2009 NOAC TRAININGTHE POWER OF ONE

68. 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. 2009 NOAC TRAININGTHE POWER OF ONE

69. External Hard Drive 2009 NOAC TRAININGTHE POWER OF ONE

70. Synchronize 2009 NOAC TRAININGTHE POWER OF ONE

71. 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. 2009 NOAC TRAININGTHE POWER OF ONE

72. 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? 2009 NOAC TRAININGTHE POWER OF ONE

73. 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. 2009 NOAC TRAININGTHE POWER OF ONE

74. 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. 2009 NOAC TRAININGTHE POWER OF ONE

75. 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. 2009 NOAC TRAININGTHE POWER OF ONE

76. 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. 2009 NOAC TRAININGTHE POWER OF ONE

77. 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. 2009 NOAC TRAININGTHE POWER OF ONE

78. Events 2009 NOAC TRAININGTHE POWER OF ONE

79. Idea Generation 2009 NOAC TRAININGTHE POWER OF ONE

80. Lodge Promotions Youtube Video promoted via Facebook http://www.youtube.com/watch?v=Y MyRzUe5Fk4http://www.youtube.com/watch?v=Y MyRzUe5Fk4 2009 NOAC TRAININGTHE POWER OF ONE

81. 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. 2009 NOAC TRAININGTHE POWER OF ONE

82. Thank You Thank You for attending! Jason Coe coe_jason@yahoo.com 2009 NOAC TRAININGTHE POWER OF ONE