And off we go for free and low-cost technology tools for legal aid. I'll just give you very quickly an ideal where expert trainer, muscle faculty for N10 if you're familiar with that organization. And as Sarge mentioned, I normally am found doing cyber security stuff, but I also do a lot of tactical tech training, strategic tech planning, that kind of thing and I'm here today to talk about all sorts of tools and I love experimenting with new tools and low-cost tools and free tools and very strong opinions about many of them and I'll try to restrain those a bit for you guys. And Ken, I'll let you tell a little bit about yourself. Well, I really am excited about today's webinar. It's really great to partner with Josh. We've been able to do this in the past and it's always technology hijinks. I'm the technology director at Advancing Justice Los Angeles. We're a very unique civil rights and legal services organization located in, take a guess, Los Angeles. And I'm also national vice president of the National Lawyers Guild and doing nonprofit technology for about 20 years now and ready to rock and roll. Cool. And I should have mentioned, yeah, I work for Brown Table Technology and in my role as vice president there, I help hundreds of nonprofit organizations over my career. It's been thousands of nonprofit organizations with various technology challenges and so that's how I come to you. And idealware, of course, your nonprofit technology resource created the content for this webinar and provides all sorts of resources and training materials to help nonprofits learn and make smart decisions about technology. And hopefully you're already familiar with them. What we're going to talk about today, true cost of free, you know, free isn't cat, free isn't beer, infrastructure, productivity, and data management programs for it. Basically, the different tools across the different program areas, a term that is sometimes used, if Ken or I refer to it today, is your tech stack, which is what are the kind of core suite of applications you use to do things like email and calendar and communicate and capture data and report on data and make phone calls and provide webinars. It is kind of ridiculous. I've started doing with as part of onboard and when we take on new clients, we have a little template that we use to create essentially the tech stack for organizations and even smallish, you know, 10 person organizations, when we break it out, they may have as many as 40 or 50 different applications that they're using to manage all of the different things that they do. And that doesn't even take into account what we refer to as like all the shadow IT because I'm sure many of you out there know you probably installed one or two or 10 or 100 of your own apps or applications to solve some problem at work and that has become whether anybody else but you know that are not part of that organization technology stack. So we're going to talk about all that stuff. Ken, do you have anything you want to add in there before I go on? Yeah, I want to add and kind of recognize for a lot of folks, one of the challenges of the conversation we'll be having today when we talk about infrastructure is that we all know in the field that this is an area that isn't funded. So I think, first of all, give yourselves a pat on the back. If there's electricity and internet and services that make the mission driven work you do flow a little bit more smoothly. And within that, I think as we start to go through these these pieces to kind of rethink of how they all fit together because infrastructure like Joshua said is really the backbone or the central nervous system of the work that we do. So let's try to keep that in mind as we go through today's slides. Absolutely. All right. You don't have a lot to spend. So why wouldn't you get a powerful solution that's free? And essentially why wouldn't you use free solutions? And people by the way, if I all means enter stuff into the questions if you have comments on any of this, but the first reason and I think the easiest example that I usually pull for this is Salesforce. Most folks know that Salesforce is I'm going to you know it's free as in puppies for the first 10 users and for up to a certain set of records and that's a pretty phenomenal donation by Salesforce for an incredibly powerful CRM or constituent relationship management platform. But the big giant but that that means out there is getting onto Salesforce and using it effectively requires quite a bit of effort and often expertise that you'll generally have to hire or invest to train in your staff. So there's a massive upfront investment and ongoing investment to use that quote unquote free technology. Other things like G Suite or Office 365 or other kinds of donations can be a little bit more free you know as in beer in that you just get to get it and start using it. But even those as you increase your complexity of using them will take up more and more time and that total cost of ownership or TCO for a product is something that you do not want to overlook or ignore when you're making decisions about what platform you want to be on because it might be free to go on Salesforce but whereas something like donor perfect you know is going to cost a few hundred dollars a month or a few thousand dollars a year for licenses but that money you're going to spend on donor perfect may actually be a lot less than the time and resources you're going to have to invest in using Salesforce. So those are all things to kind of think about around the free Ken you want to show me anything there. Yeah, I think for me one of the important aspects that that raised Joshua was thinking about also making sure that you loop in your senior management team and the finance folks because as we're seeing a transformation in technology where infrastructure is really becoming and as a service so instead of being a capital expenditure of let me get five thousand dollars spend it one time ten thousand we're done it's rapidly becoming a monthly recurring cost. So so also figuring out what the cost of the puppy is going to be as well. Yeah, and that's right into our next slide which is you know you want to think about the entire cost so what's the upfront the purchase cost of the solution you're thinking about what's the implementation cost so what's the cost to get it rolling and then what's the long term support cost if we go back to the Salesforce example you know just to throw out some random numbers you know if I was a ten person organization it might be free quote unquote to use Salesforce but it might cost me not joking fifty thousand dollars to implement Salesforce for my organization and then the long term support of working with a Salesforce person over time it might be something like ten grand or twenty grand a year to help run you know administer our sales force database and other services are generally you know going to be less than that but some you know make also that and as Ken mentioned you know the days of we're going to spend and this was never true but people kind of thought it was true but the days where we're going to spend ten thousand dollars on a server and then not spend any more money for the next ten years until we have to buy a new server for ten thousand dollars are are long gone. Now it's now you're paying for infrastructure on an ongoing basis and I would argue this is actually a lot better but many non-profits who were operating on a we're going to spend as little as possible on infrastructure are finding that when they abandoned this this traditional infrastructure and move into infrastructure as a service that these ongoing monthly costs are a bit shocking to them. So that's something if you're you know haven't done that yet you might want to brace yourself for it. Let's go through some of the tools here. We're going to start talking about infrastructure tools first and some of the kind of basic things that you need to run on and one point and the link here by the way that that you'll be able to share in the deck is to an article of kind of ten reasons it's from a tech networks of Boston and it's ten reasons why being proactive is better than being reactive around technology and I can use just and I've used this example a lot if you take just a you know laptop computer that a typical person like Ken is using and I'm going to be really conservative here and say Ken you know earns fifty thousand dollars a year in his job at you know in Los Angeles and if that's the case and that we take him into like an average staff person there then we're essentially paying twenty five dollars an hour for for for Ken's work if you break that out of the course of the year if he's got a seven year old you know barely functional computer that's delaying his ability to work on an ongoing basis and he can't work reliably if he's losing even you know something like fifteen minutes a day right then the cost of buying him a nice fifteen hundred dollar Mac book is going to be positive return on investment for the organization within the year and then you're going to keep that work you know that that work station for another you know three or four or five years after that so it while it's very hard for organizations often to find the funds to get all of the infrastructure that they need so that their staff can work reliably it is almost one of the best investments you can make because that doesn't even take into account the productivity loss we get from Ken you know from him being frustrated by his computer from him losing a document he's been working on for four hours because his computer crashed and to reboot in the middle of the day not being able to make phone calls leaving the organization because he's so frustrated technology that's sitting in his desk that you know he's just like I'll just go take another job those are massive costs to the organizations and I see this over and over and over again where organizations you know resist investing in infrastructure because they feel like they can't afford to have fundraising so make sure that your staff have the basics they have a computer that works that they can boot up that turns on works reliably they have internet they have it voice the critical function they have voice and that the services that people use just at a basic level are incredibly easy to use are very reliable work fast all those things can do is there anything you want to other than the salary I gave you all the right points I think the only thing that I would offer is that the example of phone is just so on point Joshua because we kind of take it for granted there's always going to be phone where my preference would be oh does the staff person have a computer has to take the same level of priority of can the person get dial tone especially now when we see or at least I'm seen in work that I do outside of the organization a substantially reduced reliance on something like phone and yet there's always a guarantee that there's going to be dial tone there isn't the guarantee that there's going to be an adequate computer or adequate bandwidth so so yeah how do we shift that to kind of say infrastructure is a priority and infrastructure includes computers the same way that it includes dial tone on a phone yep and and just to throw out another thing and this gets into like cloud infrastructure and we'll get too deep into it now but you know I described something that's kind of like you know cloud you know Nirvana or you know being completely digital organization where we want to call it but the idea that on some level most organizations you know want to be striving for is that all of your staff can do all of the functions that they need to do for your organization from any internet connected device that they have no matter where they are so if I have a device and I'm connected to the internet I can with as long as I have the appropriate permissions and security you know financial taxes I can basically do everything so I can you know make a phone call you know from my personal mobile phone as as if I'm calling from the office right it's it's a you know unified voice system that I'm that I'm using for my mobile phone that you know things like dial pad ring central these kinds of functions I can log into my email on Gmail or an office 365 I can log into our database by a sales person on a perfect I can you know do all the things I need to do regardless of where I am and regardless of what kind of device I'm on as long as I have a good internet that's a decent thing to try to achieve you know not tomorrow but overtime alright we're gonna continue moving on go back to the basic PC's and networking equipment you know for the hardware problem there's lots of resources you can look through them here many of these you probably know a few of them you don't know and of course you can you know attempt to to raise money through grants and of course you can always just just find the money and go buy it and if you're looking again for justification you know you feel free to use that $25 an hour you know item that I talked about to to try to you know go to your CFO or go to your fundraisers or your development people and and really make the point that we need to have appropriate infrastructure for for our folks some common productivity apps that kind of you know as we start at the base of the tech stack so to speak again that that stack of what are all the services that you use to do the work of your organization so I'm guessing almost everybody on the webinar has heard of the big two here which are G Suite and Microsoft Office 365 these comprise a list of the core Office applications which would be like email calendars contacts so that's Gmail and Google calendars and Google contacts on the G Suite side and that outlook on the Microsoft side and then you've also got the word processing spreadsheets slide presentations or PowerPoint and that is the Google Drive or Google apps on the on the G Suite side and then is you know Microsoft Word Microsoft Excel Microsoft PowerPoint on the Microsoft side and then there's some open source options if that's the route that you like to go Apache Open Office and Libre Office are too but these are the kind of core things that pretty much every organization needs on some level and for the most part I think we all take for granted that we have this now there's some other players that come in here that will talk about and Ken is there anything you want to throw in this or yeah I think that it's important to throw in the distinction that between by G Suite we're talking about the donated product for nonprofits and similar with Office 365 and we're not talking about the free product like Gmail etc because I think one of the important things since we're talking about infrastructure is how do we make sure that we have audit capacity we can control users etc which is probably one of the foundational pieces of infrastructure is making sure we have control of users which through G Suite and Office 365 the other thing that I would add as well is like like you said Joshua just we are gradually moving or have really moved to a cloud first environment with Office 365 being on the leading edge of where Microsoft is deploying features and updates the old school product which a lot of legal shops are still stuck in our kind of trailing in terms of the update cycles etc. Yeah and now it's and yeah if you're still running you know Microsoft Word 2007 you know or even 2010 you know 2010 they not found that that's you know now an eight-year-old product and and I believe is being end of life is they haven't already by Microsoft recently soon and even you know something like Office 2013 you lose a lot of functionality in terms of being able to work with Office 365 on that platform and when you move to these cloud services then the updates to those use of the software are part of the core suite to that that's a huge advantage for you. Right we're going to talk a little bit about cloud file sharing there's there's some that aren't in here but effectively one of the things is where are you going to keep all the documents that your staff are working on and the traditional way to handle this is have a file server or multiple servers in an office and you have like an f drive or an n drive that you know shared out or multiple drives and people you know access those to the office but more and more people are moving to cloud based file sharing with G Suite that typically becomes Google Drive that's usually the default platform that people will use for organizations that are on Office 365 there's a few different options one drive is sort of the product in the space which pairs with SharePoint that Microsoft provides as part of Office 365 but a lot of organizations find that very complex and difficult to use and the one drive functionality is not typically considered as mature as the two platforms that I'm going to talk about next which are box.org and then I will also add to this dropbox.com and these are platforms dropbox unfortunately does not have a very generous charity program so they basically will 30% discount you off of what you'll see as their retail pricing for teams or enterprise. Box.org however does have a donation program that's a bit similar to Salesforce I believe it's the first 10 users are free up to a certain amount of storage and then after that you start having to pay for licenses but both box and dropbox are I would say a bit more mature as products and things that I would be more comfortable recommending to most organizations than I would one drive and again if you're an organization that's on G Suite using you know Gmail for your email and Google calendars and such then Google Drive is an excellent file sharing platform and I wanted to very quickly dispel a very common myth which is that if you're on Google Drive you can't use Microsoft Office documents that is not true you can store a Microsoft Word document or a PDF file or a movie file or Excel spreadsheet in Google Drive without having to convert it to the Google Drive or Google Sheets if there's an Excel document format and as long as you have a licensed copy of Microsoft Excel on the computer you're using you can go ahead and open that up at Google Drive edit it in Microsoft Excel save it back to Google Drive and that'll work just fine so just want to mention that because a lot of people don't understand that that you don't have to give up everything Microsoft Office if you're on Google Drive can anything to add there yeah this is one of the reasons why I think that it's important for folks before pulling the trigger on a tool to have some type of strategy as to what tool or what need the tool meets and so for me if someone is on an O365 shop or G Suite shop I'm a big fan of okay use a file sharing tools for internal and I really like box for the external sharing because box has a lot of I like to call it sorry that it so mean to drop box but I like to call box drop box for business because box will actually they're able to provide you what's called a business associates agreement if you need one and usually that applies to folks for doing stuff like HIPAA work where my understanding is that drop boxes not at the point yet where they can provide you a BAA yeah but both are really good options pause for the strategy as to what is internal sharing look like how do we control it and also external sharing. Yeah all good stuff again thank you and and yeah if this isn't something you've done yet it's it's generally pretty easy to like take your email if you're you know if any of you out there still on your email server you know hosting exchange or something and I hope there's not too many of you out there moving that to a cloud platform is typically not a huge undertaking and it's relatively easy to manage moving your file sharing out to a cloud is a bit more of a change in terms of training in terms of the migration project and things like that but it also provides you know potentially really massive benefits in terms of your improved ability to collaborate both internally and externally and lots of other good things which takes us to backups and this is a you know a big concern for lots of folks you want to make sure you have your data backed up and crash plan is if you have traditional data on workstations or servers that you wish to make sure it's backed up crash plan will let you back up an unlimited amount of data from a single workstation or server for ten dollars a month on their small business plan and if that's something you need to do and you're just trying to do that in the most low cost way that's really important this is a very useful tool for you I also want to point out just to very quickly I'm doing a business continuity and disaster recovery workshop next week here in New York City it's just a bit top of mine for me but to understand that there's a real difference between backup and continuity just so that everybody understands if I have my data backed up in you know crash plan or any other service that is not the same as having what's referred to as high availability or sometimes continuity meaning if I lose my data if I get ransomware or my hard drive dies it's not like that data is instantly available to me and I can continue working without interruption I have to go through a restore process that may depending on the platform depending on the amount of data I have may take hours or even days to go through if you need continuity or high availability that's a different thing crash plan is not going to provide that for you so it's important to understand the distinction between those two things if you have a lot of data and you want an even less expensive than Amazon Glacier which charges four tenths of one cent per gigabyte of data to backup which is obviously quite inexpensive that's per month then you can use that but it's something where you the recovery of that data so it's fairly time consuming so it's not a place where you can backup data that you might need in a hurry and also you can't back up of massive amount of data to it very quickly so if you have a huge data archive that you're okay if it takes a few months to get it backed up and you're okay if it took a few days to restore data from it then and you just want to keep the cost as low as possible but have it backed up in archive somewhere Amazon Glacier might be something that you could look at can you have anything you want to add on that? Yeah, those are good choices Yeah, those are good choices I would only add back plays to the mix and I've sent a link to the organizer so they can share that out Fantastic, thank you and the other thing which we didn't talk about a lot in here and I get this question all the time is what about those cloud services? So what about you know Gmail? What about the data that's in Google Drive? What about the stuff that's in Office 365 or in Dropbox or in box.org and all of those do have retention that's part of the plan that you're already in assuming that you're in the nonprofit donation programs of those or a paid version of it and you're not just on the free kind of consumer side and usually the minimum is going to be like 30 days of retention for most of the kinds of stuff which means if I delete something today and 20 days from now I realize that I need that back I'll be able to recover it through the native retention that they have but a lot of them don't have retention beyond that and sometimes they don't really it's not as user friendly or as granular meaning you might have to be able to pull one message I might have to recover the whole mailbox you know or the entire you know folder structure or something like that and if you have more robust restoration needs and you know that then you would want to look into additional services and there's a bunch of those out there and we can provide links start if you're not you know standing is one backupify is another and I believe that back plays also does have some cloud backup solutions do you know a fan can it back plays also have some cloud yeah I think that they do what also comes to mind is there's a network attached storage device company called Synology and they actually have office 365 and G Suite backup tool there as well so very cool that locally so we put a link to a back plays in the chat also if any of the audience members have any tools that they want to share put those into the questions and then we can share that out with the entire audience and if anyone has questions along the way let me know and start just quick note I'm not seeing questions come in if there aren't any questions that's okay it might be that my settings aren't seeing them so just know that I'm not seeing questions and we have not had any since the response over where someone was from so it's got you okay all right people are they're not listening or we're on antivirus and on security antivirus is still something that you will want to have as part of your core infrastructure for your work station of that has a free tool I do recommend pretty strongly that people go with a kind of managed security solution there's unfortunately this is becoming a massive space because of the amount of ransomware noise that the people are hearing about they're an antivirus I just want to be 100% clear here is one tool in the toolbox of preventing you know against the kinds of attacks you'll see if we look at something like ransomware the backups that we just talked about are going to be a very important tool in the toolbox because if you do get data ransom you know encrypted and then someone wants a ransom if you can easily restore that data from something like back blaze or crash plan that's that's great of course you'd love to not get encrypted and ransomed in the first place may sometimes help with that but the other things that will really help with that are making sure your systems are passed so they're getting updated on a regular basis one and I'll I'll add this for for search as well a tool that if you don't have a past management solution that that you know one that I have found that works really well for non-technical folks is called automots and I will throw that chat in there and solution past management is basically keeping your systems updated with software updates that are released by the vendors of those products so if you have a Microsoft laptop running Windows 10 there are updates that are released for Windows 10 that patch up security holes that the bad guys exploit to get malware onto your computers so antivirus is one thing you can do past management and other perhaps the most important and easiest thing for you to do is to provide what's called security to your staff to inform them about how social engineering and phishing attacks and things like that work and that is also an incredibly important piece of securing your organization so I just want to very quick add this isn't cyber security webinar so I won't spend more time on that but wanted to make that point can do anything you want to chime in on there Yeah I think that for me the the last piece is the most important piece is how you can't really build for security unless you're building for infrastructure make sure that from the firewall level to the desktop level which is where a vast another endpoint products are kind of fit this whole fabric of infrastructure which builds towards security I would add that let's say f secure and Komodo one are building patch management tools into their endpoint protection products and so thinking there's been this wonderful evolution of endpoint protection which used to be called only antivirus where a lot of these tools are now looking for suspicious behavior and other activity to help your computing experience be safer so make sure that you have something even Windows defenders actually pretty good at this point in time awesome all right all right and we're on to the next topic and I'm going to pick up the pace just a little bit because I think we're running just slightly slow so I'm going to actually nowhere we're not too bad right productivity and data management so we're on to another kind of tools here's free for kind of basic use and pretty inexpensive if you want to go toggle for time tracking it integrates lovely with Gmail and and outlook or Office 365 and provides time tracking for your staff and you know what they're doing and you know allows you to log time against cases for legal services or log time against work for administrative workers and it's you know a nice little kind of plug in you just sort of tap it and tell it what you're working on and then the timer starts and then when you switch tasks you tap it and it starts dipping and a weird sort of thing happened by the way on a productivity side because this is federal productivity when you start tracking time and have people do that you can actually you know without even trying to increase the focus that people have because when they know they're sort of logging time against a particular task they will generally not test switch as much because it's a pain in the butt to stop their timer switch to some other things start the timer for that and then switch back again so it actually can improve the kind of focus work of the organization it's all different webinar on productivity and things like that Ken anything on on that one? No nothing that's good okay to do with management there's an app called to do list which again is free for basic use and then a fairly small fee if you want to you know get and this integrates again with email and outlook really well and is just to kind of you know task list a lot more category categorization and prioritization and if that's something that you're you know challenged with in your organization you want that you know outlook has a pretty decent task list and an outlook 2016 it's gotten quite a bit better in terms of the functionality it allows you emails is pretty much got awful and hasn't got much better they they sort of created Google keep which and as far as I don't know and likes as well so to do us is is a much better kind of task manager for this basic that's something that you're looking for meeting scheduling and this is a a huge pain point for for so many folks and there's actually a tool the tool that I like best for for just my own calendar management and scheduling isn't listed here but I will I will throw the link in for folks doodle I feel like we're ahead I'm actually going to skip ahead to the next slide and we're going to come back to do all ups where where we get and up it's too far ahead okay so doodle is or meeting scheduling when I have a bunch of people so let's say me and SART and Ken and Jane all need to have a meeting together and we're all from four different organizations and we don't want to have 9,000 emails back and forth then when I'm trying to organize that meeting I can set up what's called the doodle poll where I'll create maybe 10 time slots that work for me for the meeting and poll that says here's the 10 times that work for me and then each of them fill in the times that work for them and as each person fills out the poll they can see the times that other people said work and don't work and hopefully without too much back and forth the four of us or five of us or six of us or sometimes 10 of us can find a meeting time that works for everybody and that's a huge pain point in a lot of organizations a lot of people trying to schedule meetings and people that I know of to schedule these kind of group meetings if anyone has a better one I'm I'm all years but that's the best one that I know and we're going to talk about doing your own meetings later with you can book me in in Calendly if this then that or if t-t-t-t-t-t-t-t however you want to pronounce that and another very popular tool in this space is called Zapier and with if with Zapier you create what are called zap and I don't know can I don't know I actually well I'll tell you one one way that I use this so we want to make sure that if someone comes to our website and and downloads one of our resources we date that with you know an email and of course we then want to see if they would like to subscribe to to any of other communications so the way that we can do that is we can create a zap or an if and if it's them at recipe that basically is triggered when an email gets entered onto our website through for any of our gated content it hands over to our mail platform which in our case is a-weber and then produces an option message for that person saying hey you download this resource if you'd like to you know get our monthly newsletter and learn about more resources we have just you know please click to subscribe and and and then that's go so that's triggered all automatically through this recipe right and some people may not have to do that because you already have it integrated with your website and there's virtually an infinite number of kinds of things that you can do to relate to Dropbox to to you know so I can have it you know when an email comes in to this particular inbox please create a spreadsheet you know with the email address and the data came in and the subject line you know as separate values in each column right there's all sorts of things that you can do with with these tools to automate different functions across your organization and between different applications or services Tim anything I'm at yeah any favorite recipes or zaps that you want to share yeah so for some of our hotlines that we have using Twilio we actually have a zap that puts those text messages into a spreadsheet so that the line supervisor without having to go into the Twilio dashboard has an at a glance what are the types of messages and what lines are those messages hitting because we have seven different language lines but I think the core concept here is particularly at a metal level is how do we move away from email to lubricate this work and and I think part of this is also the concept of how can we be intelligently lazy and I think Zapier and if they send that completely fit that bill that if you take a moment to pause and use either one of those tools to identify what are the processes that I can automate and hopefully that I can automate so I don't have to receive verbose emails notifications then suddenly life is so much better with less email right I would just like to point out that this tool is extremely easy to use you can do very complicated things that it took understanding a scripting and programming language to do years ago and with a few clicks do it automatically you don't need to know how to program to use it it's a great simple tool even though we're talking about doing some complex stuff it's very easy to learn to use and put together some really good time savers yep and and if people are looking for guidelines like you know anytime you find yourself or one manual work that seems repetitive so anytime you find yourself doing data entry or taking information from one place and you know exporting it and importing it to another place and just just basically taking information and moving that same information to somewhere else those are opportunities to automate that you want to ruthlessly automate wherever you can and and these tools allow you to do that and as start so eloquently said anyone who can use email can use these tools they are it this particular image may look a bit complicated I swear to you that these things are are not complicated and are are very very user suddenly another free tool that's out there is Google Voice which is a free voice over IP service you can get from Google this something I actually using my personal life so many many years ago I ported my personal mobile phone number over to Google Voice just as a quick take what that allows me to do is when I move to different phone providers if I decide I'm just going to switch from Verizon to T-Mobile the phone number that everybody has for me doesn't change it's just still that Google Voice number and I just redirect that Google Voice number that doesn't change to whatever my new phone number is and I can direct it in fact to multiple phone numbers when I call people I make sure they see my Google Voice number and so a lot of times I don't even know what my actual mobile phone number is because I just know what my Google Voice number is and when people ask me or if I need my actual mobile number access to go look it up it's not something that works great for an entire organization but it can serve a lot of interesting use cases one way that we've used it at round table just as a quick example is two-factor authentication on a you know security side is something that's really important and of course we have all of these administrative credentials different organizations but if we put two-factor authentication on it now it's tied to a particular phone or a particular authenticator app that's on a particular device that's very hard to to scale across maybe 10 or 20 different people who might need that so we've created a few different Google Voice accounts that we use where we can have these text messages for second-factor authentication sent for our team and and that's been like one solution back and throughout there. I don't know can if you have any other for Google Voice but it's it's a pretty handy like free voice you can set up a phone number make calls from your computer receive calls to your computer use it on any mobile phone on any computer and you just have a phone number that works Yeah I really like the use case scenario that you're using for two-factor especially since using an app across multiple people is really difficult. I would throw out here that's changing got to get them all to scan that scan code at the same time it's really hard sorry they're they're right to be good we tried it yeah doesn't work well that that this slide in the next slide is something like dial pad I'm a big fan of dial pad especially if you're using G suite as your primary messaging platform dial pad has really smooth integrations into G suite the nice thing about dial pad is that you're getting as you have access to Uber conference which is a good alternative to free conference call .com that's become an issue because with free conference call .com a lot of folks are starting to opt out of I don't want to pay if I'm calling on a mobile phone they will charge you like a scent I don't know is it a sent a minute or a sent an hour but there's there's a charge back that folks experience and some people just like no beyond that so an alternative to free conference called the Uber conference but the integration between dial pad and Uber conference and G sweet is just amazingly smooth and I'll put a second we actually use dial pad around table and one of the things I do is implement voice over IP platforms I've also done ring central I've also an 8 by 8 I've also a graph hopper there's a lot of these platforms out there that's sometimes referred to as unified communications built into them as well zoom is actually moving a bit into the space you can now get phone numbers with zoom and that can be your kind of video invoice platform and one of the really important pieces when we talk before about kind of moving fully to the cloud is dial pads actual tagline is called killing the desk phone and when we implemented for organizations which we've done quite a bit we recommend that they don't use pretty cool another thing I don't know can if you'd notice this and a little bit creepy dial pad recently through something called voice AI which for legal services is actually super interesting because it takes a transcript and automated artificial intelligence transcript of every conversation you have through dial pad and actually identifies the different speakers through different colors in the transcript and you can in the middle of the call say action item and it separates out the next 10 seconds that goes into the notes you can create notes that are tagged to the particular time in the transcript and all that just native in their what's called voice AI solution there's a lot of and they have other stuff there where you know if you want to start collecting data on how you're let's say you're handling a phone bank for providing legal services over the phone and you want to you know almost like a call center they can actually do things like gaging the sentiment of is talking to and if they're angry you know a supervisor can give a notification and join the call can listen in on the call can potentially provide guidance to the legal services representatives handling that call there's all sorts of interesting capabilities when you move this stuff into the digital world and although free conference that call is here you see uber conferences listed I could not recommend uber conference more highly to folks the free version is fine the paid version and a few other functions and it is spectacularly easy to use and just a phenomenal service so can't recommend enough and yeah comes comes without that as well right on to project management which is a huge pain point for many organizations and I would say that like we're we're probably at the phase with project management where I'd say a lot of IT organizations or a lot of IT support we're with ticketing probably and here's what I mean by ten years ago it seemed like there a lot of the consulting I was doing with organizations you have like a staff of maybe 10 two other IT people at an organization serving maybe 100 150 staff and they were trying to do that without a ticketing system to manage support requests and and the first thing I would do when I work is okay you need a ticketing you kind of can't do this without a way to track the tickets that are coming coming up now I think everybody gets that and everybody you know up once they get passed like 10 or 20 staff they're using ticketing system but I still see a lot of organizations that are doing you know 2030 different projects a year and are basically managing maps these spreadsheets and email and it's working about as well as trying to handle tickets to spread sheets email so project management is kind of the the uber skill and I think SART you mentioned that the next training is is on project management if I heard that correctly strong recommend that people look and set that's for for n 10 that's that's what I teach part of faculty is around project management so I I will try not to get too up on the I horse here but if you're doing projects on a regular basis a project management tool which are cheap and are incredibly easy to use is an absolute essential Trello is a great one we is a sauna around table which a sauna after calendar would be the number one tool but I started using probably three years ago so I can't then last year a sauna I could not function without it there's just no question and I don't know how much we want to get into this but you'll see that that this which is Trello most of them will allow you to organize things through what's referred to as a a can ban board or if you want to use the the sort of a bourgeois pronunciation I think it's referred to as con bond I think it's the technically correct for a appreciation of it but and it basically organizes you into these kind of I'm almost like post it notes along a wall where you have a column of you know this backlog of all the stuff we're going to do and I have what we're you know what's to do this stuff that's not we're not thinking about doing it we we definitely know we want to do it but we haven't started yet then we've got in progress then you know sometimes you might have been in review and then you've got it done and you move things across you know from left to right you put in new tasks as they come up you can typically put timelines on them you can assign them to one person of the primary have secondary or followers for each of those tasks have a deadline for the tasks they typically will integrate with your if you're on it you know cloud-based file-sharing system so I can attach your Google Drive document to it and it's links that Google Drive or attach your box or document and it's linked to that you can integrate with your calendars you have in Trello on your Google or on your Outlook calendar all that good stuff Asana does that Trello does that GQs is a kind of interesting one that that integrates and basically allows you to turn for those of you who are project managing out of your Gmail you can actually turn your Gmail inbox into a canvan board which I don't recommend I did play around GQs a couple a couple years ago and it is a super interesting tool but I recommend actually and try to have less of it and then doing project management something like Asana or Trello but that's me Ken you have anything you want to throw in there? Amen to that let email be only email it's not a knowledge base not a good not the project management tool yeah yeah and so at advanced injustice we're big fans of Trello for most of our staff who have not received project management training because like Joshua would like right on point of course like you named it it's we use the analog of the metaphor of hey it's like having a bunch of sticky notes that you can just rearrange and use that as a model to attract progress for the IT team since we try to adhere to project management principles we use Asana but but I think the important thing and the invitation that I'm hearing some textually from Joshua and if it's not some textual it should be over is how do we look at our work or refactor our work in a way that we start to factor in project management principles because I think that's going to be a huge sea change in the amount of effort we put into work and it also helps us in terms of learning so I think at a metal level how do we move to project management tools within that scope of like how do we also make sure that all knowledge does not only exist in email boxes yep and and in a certain level you know you can divide your working to kind of two broad areas you have you're kind of ongoing work and then you have projects that you're working on which are things that have a kind of beginning middle and end and those projects are for many of us a huge part of our work and that's how our organizations progress it's how we win a grant by putting in a grant application which is a project it's how we use a new piece of software which is a project to select and implement a new piece of software it's how we make a change to how we manage clients you know as they come in and your ability to execute those projects as an organization is absolutely critical to be able to change and you have to be able to change because in case anyone hasn't realized the world around us is is changing and and if we don't change there's a quick question here guys GQ's spelling GQ's it's on the slide so I'll back it up and it's G Q U E U E S GQ's like a line Q okay not a pool ball Q yeah you see it there to start yeah um I'm still seeing the the Trello slide currently yeah yeah it's on the orange there on the Trello slide oh okay yes handband flow asana and GQ yep yeah GQ's got it right there I see it excellent there you go yep yep sorry about that no problem no problem absolutely alright slack this is the one where you know I'm gonna I'm gonna ruffle some feathers a little bit so we're we're slack users at round table and I implement slack for many organizations and I I am not sure honestly what I think about slack what the fans of slack would say about it and and I'll speak to that and I I do feel this is that it it reduces the amount of email and the amount of communication that happens email in organizations and it allows you to integrate with a lot of from platforms and have communication and collaboration across your staff because it gives you a messaging platform that is incredibly feature rich where you get to create channels and people can either follow or unfollow different channels you can have private channels where you can have communications that are only privy to people that are invited to a private channel you can create ad hoc groups of people so if I'm working you know Ken and I all working same organization and I want to have a quick chat with that just involved the three of us like great ad hoc channel the three of us and that you know runs until where we're done with that conversation that goes away really handy incredibly easy to use incredibly easy to adopt and definitely reduces the amount of email definitely improves the ability of staff to communicate with one another the the reason I'm I'm kind of giving you all the Hems and haws about it is that there's a part of me that feels like it just moves a lot of communication from email to slack and perhaps even increases the noise and distractability that I already think is a major problem in the modern workplace so I I will stay out that hobby horse any further than that except to say that it is an incredibly popular tool and and I use it and I happily use it but I also find that it it has the flaws in that regard kind of a little bit of like a Facebook for work in a certain regard and but that definitely has a ton of advantages so I don't know if you guys use it advancing justice or not or I don't know if you guys use it oh okay we don't we made a we made a a failure in terms of adopting the cousin of slack or the competitor of slack which was hip chat maybe three or four years ago so we were using hip chat and I think one of the things that we would have done differently is making it clear to staff what type of messages are appropriate for folks to be like oh I want to be in slack and other folks are like I don't really want to touch it or hip chat in our case and so I feel what we could have done better was map out for staff these are the types of interactions that are like cool on hip chat and by the way some of this other stuff maybe some of it stays on on email the other piece with slack and and even hip chat that worries me is in terms of implementation and not providing people kind of guidelines or supports but also in terms of security it's just too easy to open up a room the universe so so I'm not a big slack fan or hip chat fan as well without like really clear guidelines yep and then the other thing I'll put here and this this is true of a lot of different tools here but I'd say slack is one of the biggest ones is there's also a kind of generational challenge that I think deal with on various levels where you have some people in the organization you know I'm a person who just turned 46 yesterday so I'm on the older side of you know the workforce at most nonprofits and as you get people in their 20s coming in you know there are people who for the most part don't use email and don't think of the emails even an application that they that they want to touch but they're very used to things like slack they're very used to things like Instagram they're very used to communicating on these other kinds of platforms so for them to not have it in workplace it's kind of like why don't we have this you'll start getting this push from the younger generation coming in because these are tools that they're used to using and increasingly there's a lot of interesting content that you can get to by a slack there's a lot of pride you know kind of channels that you can join where there's groups that have conversations around things like legal services or other things that are on slack so it does open you up to university stuff there a lot of the tools here that that we have and then of course we talked this about sales force before which again is a constituent relationship management system so keeps track of contacts relationships activities related to this contact contact groups organizations and all the things that consistent relationship management does and then this giant universe of additional apps have been built around the sales force for infrastructure everything else under the sun that can you tack on to your sales force implementation and again it it is free for us 10 users and a certain amount of records but implementation can get very expensive ongoing support can be very expensive so it's just something you want to take on you know understanding what what might be involved to get launched on it and on to program support to helping your your staff and and this is what the categories go fudgy for me but looking for before this is a tool called you can book me which actually used for a long time which you can is a free tool you can use it for free the other tool that I will recommend and I'll put this in chat right now it's challenge lead and I will just add that in but these are tools that for me have been completely life-changing and it depends on how much you need to schedule appointments with other people but in legal services I'm guessing that's something that you you know a lot of folks needs to do very regularly in my role at roundtable you know need to schedule meetings constantly and and an average day for me will have you know 5 10 different you know 15 to 30 minutes or 6 minute meetings so Calendly or you can book me allows you it integrates with your calendar and you can set up rules where you can say here's the different type types of appointments people can book with me so if you go to my Calendly page and I can actually probably share that link if people just want to look at my Calendly page just for an example sorry I'm not how you feel about that but if that's okay I'll go ahead and drop and you're welcome to just share that with everybody they can see what it looks like so I set up mine and you can look at either 50 minute meeting or a 30 minute meeting or a 60 minute meeting and then it gives you a choice of do you want it to be you know a zoom video conference or do you want it to be a a dial into uber conference where uber conference works really well with this and I even have an option for an in-person meeting and that in-person meeting was only available for the time slot if I have an hour free on either side of it so that I don't get stuck with a travel commitment that I said I wouldn't be able to make and they'll allow you to set up all these rules for different plots and say you know if you only want to be able to book after 12 o'clock because you want to keep the morning for head down work that's something you can do if you don't want to have anyone book a meeting with you at 430 because you you know don't want to be stuck working late that's something you can do if you don't want people to be able to book a meeting back to back you can set that up but then once you have that you can share out this page like I have here and people can just book meetings with you on your own and they also have these really cool email plugins where you can create clickable appointment slots for folks so I can send an email to Ken and say hey Ken here's my family page you can just go pick a time but I'll tell you what here's two that actually work really well for me and if I these work for you just click on and it'll book the appointment and we'll both get the invite and we're all set to go this has been absolutely you know changed everything for me in terms of I can't even tell you how many how much time it's saved me over the year so you can book these fine I did twist the calendar way I like their design you can probably see the design differences if you're looking at the the calendar slide and can I don't if you have anything a huge yeah I'm sure you're very an expensive I just yeah I should sure the do doodle now has a very similar function but but right regardless like how do we do this scheduling outside of email 10 there how do we do all of this outside seems to be recurring thing you got it yeah and it's so much better all right and there's a kind of interesting tool out there that is not free and it's also not very good but I did try it for a while like if anyone ever sees it and and if wants to try it themselves shouldn't welcome to but it's called X dot AI and they actually have like an artificial pot that you CC on the meeting request so I email Ken I see the you know Andrew or Amy dot AI and then Andrew in quotes the bot then handles the rest of communication with Ken so Andrew can see my calendar Andrew says hey Ken how is Thursday at noon work I tried it for about a week and it was miserable so I stopped using may have gotten better that's a couple years you got all right I clicker go go ahead I used it for a meeting yesterday it is getting better it does not manage multiple people very well but it has gotten good at two people and a local location so it that's good you're using it on your side or you use someone else who is clearly using it tried to book with you someone else who is booking with me used it and I went back and forth with the pod and found something and a location and they showed out so it was good okay so that worked okay very cool all right so flicker thank you start by the way for training flicker is a photo storage service Google photos is another one depending on you know how you feel about Google having all the photo data and these are places where you can sort if you need to store massive archives of photos and categorize them and tag them and these are platforms that are designed to do exactly that and are going to serve your needs quite of it better than having them just sitting on a file server or on a USB drive you know or on you know someone digital camera on their smartphone and these services will usually allow you to set up a sync so that as you take photos they'll just automatically sync up to your flicker account and then you can tag them and categorize them from there or you can even say you know for all the photos I'm taking over the next hour please put them with this tag or in this you know bucket and then you can share that out you know however you want they all integrate with all the other platforms they're easy to upload to Instagram or Twitter or any social media platform where you'd want the one thing I would give you for Google photos in this instant and and a starter can know of other services that are getting there Google search algorithms for and that could be if you have a huge photo library and you want to be able to search for like I want a picture of Ken's face that also has a cat somewhere in the photo if it's not tagged it's not labeled it's just you know image 69 73 46 97 but if I show the picture of Ken's face and then say I want this face and a cat in some photo Google photos can do that pretty easily at this point and it will pull all the photos that can and cat in it and can get more complex so I want you know a sailboat and a cat or I want a lake and you know something green or you know all those things but that's a functionality that would be meaningful to you for a large archive of photos and I would push you toward Google photos just because their search is quite a bit better than flickers on that but start Ken do you guys have any caveats or any disagreements there or some other service you want to mention so I'm I'm a big fan of flicker for this and I'm also a big fan of of like well to create a taxonomy and not rely on the AI because I think the taxonomy helps organizations really have conversations about data about what do we call our executive director we call them executive director or do we call them Jim or whatever and and I'm a big fan of flicker for that for the tags because when people do tend to upload it is the example you cited Josh that it's like oh everything just has a file name and someone's job was to find that one picture that might meet the needs the other thing with Google photos is that in our experience when we're doing our deep provisioning as a G sweet shop there isn't a smooth deep provisioning part for YouTube or for Google photos so we're not encouraging staff to use that at this point in time gotcha okay that's a really good point by the way thank you my tip here is also whether you're using it for some way because Instagram terrible for archiving but dependent on your audience that's where a lot of users are so consider really the use case around it there was also a question about will the presentation be available online yes we will have an archived copy of this we'll also grab the slides and add those up to that link it should be up within a day or to on our YouTube channel in the chat okay and I am going to officially accelerate now because I realized I am I am running long but I'm I'm Wendy so Ken sorry I apologize we're going to pick up the pace a little bit and and sorry if there are questions coming in feel free to interrupt me because I'm I'm concerned we want to have a ton of Q&A time but I will hustle through here alright so the the next one is data visualization and creating important you know charts graphs visualizations to help either with fundraising with grants with you know campaigns with different advocacy anything that you might you know want to be able to present data in a compelling way Tableau is pretty much the the you know class of the field here there's another thing called infogram which you can use and Tableau which can be a bit difficult you know in terms of the beginning they have a service core which can connect on profits with volunteers who work at Tableau who can help get you start on virtualization I've helped organizations with a few of those chart projects and that's actually been incredibly helpful and that's a very helpful kind of tool in your toolkit another free tool is Google translate and Google can translate your website to different languages so if you do need to do translations and don't have access to a professional translator then Google translates can do a pretty decent and increasingly good job at doing and you know and and on the program has been we will have some webinars with on language access specifically there are two of those coming up in September September 19th and 26th on the translate side the best practice that's currently being recommended is to look at that as an initial translation and then run it by a professional for that hire for but we have two full webinars on that topic and I know it's a hot topic in this community yeah and the only thing that I would add to what start just inserted was let people know that it's machine translation when it is machine translation because I think there's also the brand equity that that suffers as someone who does translations it is I think very important for the consumer to know what the quality of the translation is and who's responsible for that so let people know that it's machine translation awesome thank you both this is sort of weirdly placed but document management system and so this is a bit beyond what you know Google driver or Dropbox and document management system used to be something that were extremely common in the legal services and and may in fact still be in terms of providing controls for checking documents in checking them out knowing their the history but cloud file sharing actually provides a lot of those functions so the tools like Google Drive Dropbox box that org can often do a lot of stuff but if you need a more robust document management system that's specific to a legal services perspective owl is something that you can look at and is again free as in puppies which we will take some some love and and gravity set up and start and can I'm going to stop on each slide sort of checking with you guys just to keep hustling through but feel 100% free to interrupt me as I continue through dictation software Google has a dictation feature built into it there's a little microphone you can just click most smartphones these days have dictation programs built into them where you can just record and it'll capture your voice to varying degrees of accuracy the traditional sort of best in class here is dragon systems naturally speaking which is you know does cost money but is slightly more professional version of these but the Google box actually can work with that if you want to dictate and if you're using dial pad you can also just try calling you know into your own dial pad and dictating that way you can have voice transcription which I've actually done recently which works pretty cool if you need to do event registration brown paper tickets is a very inexpensive way to start taking event registrations that's free for free events and they charge a percentage of the ticket price if you use it for paid event and then of course there's people are probably familiar with the brown paper tickets is a free one if you're just doing free events and don't don't want to pay for another ticket registration service ticket peak is a another one that you can use that again is is I I don't know the pricing on this one and I don't have it open so I I believe this is also a a free a ticketing service for free events and then charge the percentage if if you have other one so ticket peak is another one you can use and with that we're going to jump into communications and fundraising again I'll just remind people if you do have questions please get those questions in I'm not sure how much Q and any time well at the end but I'll I'll you know let SART interrupt me for questions that you think are important to get to the pretty much tool that everybody hopefully is familiar with Google analytics if you have a website which I presume you do Google analytics can give you all sorts of information about how long they're staying what their bounce rate meaning how you know quickly do they leave your site after coming to it what kind of pass do they take to your site what pages get the most clicks get the most traffic what kind of browsers are people using what are the demographics you know all the information you might want to know about your website visitors comes with Google analytics this is you know Google's kind of bread and butter so to speak and there's tons of actionable information here and really good low-cost and free courses on Google analytics whole whale is one that I recommend whole whale dot com they have Udemy courses that you can take for you know 10 bucks 20 bucks or you can probably find a free path if you go to their website I'll put that in and there's lots of other nonprofits and for profits that provide courses on Google analytics and how to learn to use that but it is does not require programming it's probably a bit more complex than you know Zapier or if TTT which we talked about before in terms of learning how to use it but it is definitely learnable for non-programmers non-developers and incredibly powerful powerful tool for learning about the communications of your organization if you need to send out broadcast emails MailChimp is a great place to start other tools in the space or Aweber constant contact vertical response Salesforce marketing cloud you know it's increasingly in there but MailChimp I would say is the kind of gold standard default choice for many organizations free for up to 2,000 subscribers and 12,000 emails a month and then very very low-cost after gives you wonderful data on your click-through rates on your open rates on your bounce rates all that good stuff that you definitely want to know if you're sending a broadcast or campaign email so really quickly for as an alternative to MailChimp I'd really suggest folks have a look at actually network this is into the chat I don't know if those are being shared out with everyone but Action Network is a really good alternative to MailChimp the reason why is you're having access to an entire toolset for this type of thing as opposed to just a one-off piece that you're going to cobble together with other things Okay and SART just pasted that that link there for Action Network and then also for whole well if you want to learn about Google Google Analytics thank you so much all right and Europe is is an alternative event ticket services ti.to which is based in Europe is a better data stewardship with GDPR and all that good stuff thank you sorry excellent if you need to take surveys SurveyMonkey is free for for basic surveys if you're a G Suite organization or even if you're not you can also use Google Form which also work very very well and that can allow you to create surveys share them out people gather information I use them all the time for projects to sort of get you know around change management to find out you know where staff attitudes toward different things we're thinking of doing what products do they like you know where to think like that so as you do very quick polls and surveys gets all the data on those the surveys and very terrific very easy to use anybody can use SurveyMonkey anybody can use Google Forms and they're incredibly useful tools Google Grants online advertising every 5-1-C-3 non-profit is eligible for up to 10,000 or potentially more dollars of Google AdWords grants through the Google Grants program this is a bit more complex to manage and Google puts a little pressure on you which is that you have to actually use up a fair amount of your AdWords budget that's that's you know if they give you a $10,000 grant you only use $7 for 6 months in a row you will wind up losing your grant so you may want to get some help as to how to leverage that grant before you apply for it make sure you have a plan in place but that is an incredibly powerful donation that you can get and again you know Whole Whale and a lot of other organizations provide services to actually help organizations leverage their AdWords grants to make sure not only that they don't lose them but that they get you know true value out of them and example here is TechSoup and TechImpact.org you know who are non-profits using their AdWords grants to place ads when someone does a search for non-profit technology so that when you you know do a search those things that show up at the top those are those are AdWords placements so you they're paying money to get that to show up there and Google Grants will donate you up $10,000 a month to to get your stuff to show up there Foundation Directory Online the Foundation Center is a free online tool that helps you find the right funder for your next big project the pricing is for that it is a few hundred dollars a year in order to have access to that but you know if you get one grant that's obviously going to pay for itself very very quickly and that's a nice resource you can have for program support Razu for friend to friend or peer-to-peer fundraising and you can definitely you know get your staff and get other supporters to fundraise from friends can start might be able to name a few others but there are other platforms sort of in this space where you can do crowdsourced fundraising or you know crowdfunding so to speak or peer-to-peer fundraising I'm not super conversant with what all the term could be sure but can start do you have anything you want to any other resources you want to throw in there? Not for fundraising Okay I have seen some people have some luck using Facebook with regards to particular things that are going on in their life I haven't seen it used with regards to legal services but definitely other areas so I'm I'm curious to see how that goes over all not from an organizational perspective but from an individual person perspective so Yep Yep absolutely for social media management and by this we mean you've got your Twitter feed you've got your Facebook feed your Facebook page for your organization and you've got your Instagram feed for your organization and you want to manage updates and posts across all these different platforms and there are a variety of tools out there that will allow you to manage all those from one dashboards you can schedule all your posts you can set up different posts for different platforms forgot which one just go to all platforms which ones get tweaked or only the specific platforms Hoot sweet is as well but but who tweets probably the the most common one and that is free for basic use and then it's fairly low cost if you exceed what their their basic use is for Hoot sweet and here's one that I talked about a lot and there's also Upwork as well if you do want some additional expertise that is specific so you want a graphic designer but you only need you know one logo created or you just need a little bit of help with a Salesforce query or kind of random development need or design need then there are these crowdsource platforms where you can search and hire freelancers to perform specific tasks or projects for you and this requires a bit of project management skills and a bit of common sense in terms of vetting candidates and deciding what your price point is you know if you just go for the lowest price you know you're probably not going to get the highest quality folks and there's a variety of ways you can use but these are really phenomenal resources because this gives you access to the entire world of freelancers and developers and designers who can perform specific tasks and or or be a resource on projects for you so Fiverr is one Fiverr tends to be like the really low-cost you know just get it done kind of stuff Upwork is just a little bit more upscale 99 designs specifically around design projects or logos websites book covers and then TAP route plus and catch a fire I'm in the orange rectangle here people are wondering where I'm getting all these are both pro bono platforms catch fire cost $200 a month and then you can do up to three projects at a time and TAP route plus is completely free but you can post a project either of those and be able to get some pro bono resources on a particular project if you do photo editing Gimp is a free photo editor Pixler is another free one is another one out there and then these are all you know free alternatives to the gold standard in this space which is of course Photoshop a tool that I really love and recommend if you haven't tried it out is Canva and they actually do have a nonprofit donation program which I just learned about in preparing for this webinar today so if you go to Canva.com slash nonprofit you can apply for the nonprofit which actually gives you their paid version kind of their basic paid version free which allows you to have multiple people in your organization to save different design gives you access to a different library of design and Canva allows you to create all kinds of different quick little enough you know you need to get an email out you to get an Instagram post out you to get a post card it allows you to design all these things they have all these templates super easy to use you know it's still graphic designers are good at what they do because they understand what looks good and what doesn't I don't so even though canva's super easy for me to use I'm still perfectly capable of making something very ugly in it because I'm not a graphic designer and I'm doing a great eye but the tool is incredibly easy so just adding up all go ahead yeah super quickly on Canva enrolling in the nonprofit program is painless we've been in that program for about three years now the nice thing is that people become part of the team so there's nothing lost and the other thing is that it's a really great way to get your comms team declare a style sheet because Canva makes it easy to say like oh here the colors here the fonts here the logos sign up for Canva painless and good awesome and if any of you I say didn't know about Canva before this and and I and that's I can't believe it's now that three years and I know that can I'm embarrassed now but this is terrific so that that that alone from this webinar today is probably worth for our submission right adding up and I talked about this a little bit before so you kind of go through it here thinking about tools is an investment how much additional time if you say so 10 person organization if if through a combination of these tools and through improved infrastructure and all these things we saved just 10 minutes today for 10 people and if we go back to mine you know 25 dollars an hour right for 10 staff that would equate to 11,000 500 dollars a year in the app at 25 just 10 minutes a day and again that's just taking into account the not having to reboot the computer not having to try to find that file on the file server not having to restyle the entire program that you know something put together because we didn't have a style guide in Canva you know all the things that could be fixed through a lot of these free and low-cost tools that could save people time make them more effective you know getting your appointment scheduled instead of having 9000 emails back and forth all year just that 10 minutes a day 10 people 11,500 dollars over the course of a year that's a lot of money and a lot of savings but also remember of course that you know you want to test the tools and you also want to be careful of you know the shadow IT meaning I've got the development part using Trello I've got the administrative team using a sauna I've got the IT department using you know never the three shall meet and and now we've got three project management platforms and you know some people on Google boy some people on dial pad some people using canva some some people using you know some other design platform you know you you do want to try to organize these things with organization and again think about the stack the tech stack of your organization and make sure that you're communicating to everybody hey here's all the tools that we use and if you have a particular need then please use this tool to to be that need consider the ease of setup and kind of ongoing use right and and Salesforce is going to be a lot hard and Smith and canva you know moving to a cloud based file sharing system is probably going to be you know significantly more of larger undertaking than just starting to use a project management tool like a sauna you know where they're nothing you're migrating from other than email spreadsheets which everybody you know not not working well anyway right in terms of how much efforts going to be required to to move and I've also done lots of presentations on just did one last month on change management and I I won't go into a whole primer here but understand that while we all wish it were so you can't just say hey everybody we're using a sauna and here's a link to all their training videos and please start using it tomorrow and expect that magically everybody's going to be using a sauna tomorrow why are we using a sauna what problem are we solving for the organization and why is it does it matter to you to start using a sauna and how are you going to learn to start to use a sauna and what is it going to look like in our organization as people you know be in to use that new tool so why how and what are very important things around around change management so you want to take that very seriously obviously in a hugely overlooked part of of a lot of these things and we'll just jump into some more resources TechSoup hopefully everybody generally knows about as a resource you've got the community core through n power where you can have volunteers to help you with different projects that you have you've got N10 which has communities of practice which are hugely valuable I know both Ken and myself frequent many of their communities of practice to both get answer questions on different technology questions that people have and of course they have training and conferences and things like that that are very valuable and of course I'd be aware which we've talked about and well it left three minutes for questions so it wasn't too horrible Sart were there any questions that came in that you'd like to bring our attention to? You were up to date on the questions I definitely recommend the connecting with those community groups a lot of the ideas that I've heard about here I've heard about at conferences or other places it's just a great place to share those ideas with other professionals I'm also going to drop a link to our email which group which is a Google group we've got about 800 legal services technologists on there which range from just people who know how to use word that have been put in charge of their budget to for an organization to individuals that are security experts it is a great place to ask questions if you've got any challenges and getting on the email list also just drop me an email I can manually add people it is a Google group a Google email will allow you to look at the archives but I can add anybody's email to it and we're happy to search the archives or do research for you if there's anything that you're looking for that you don't see right off right any I guess that's can you have any last thoughts or closing know I well yes and no I think the big when I want to stress is that training slide that you could near the end Joshua that that is that's really where they sell is that that when we do roll out tools even if it is an infrastructure piece let's make sure we talk to folks and train folks so that if we do have new document recovery software that staff are familiar with using it and that way we're all on the same page the other thing night offer is like to look at shadow it is the pieces where the it unit is is failing so people are usually going to shadow it when the it team isn't proactively meeting any so how do we create greater communication so that it can deliver the right tools and trainings to make this all work absolutely all right thank you so much everybody thanks for all some top thanks to ideal worth 10 thank you a million times over always thanks start and thanks everybody who attended and everybody have a wonderful afternoon