G Suite for Nonprofits (Now Google Workspace)

Introduction

Hello everybody my name is Jake from Umbrella IT Services and today we're going to be talking about G Suite for non-profits so I've done a lot of work in this field I've worked with G Suite for over four years now working directly with Google other partners in the area I've worked with a ton of non-profits including the bc professional firefighters association I've done seminars for the international association of firefighters and I've worked with a number of their subsidiaries and a number of other non-profits in a

Wide area uh why different area of sectors there so I'm very experienced in this field I'm very excited today to talk with everybody about G Suite for non-profits because this is one of my favorite things to do it helps non-profits a lot there's a lot of fun stuff inside of this presentation for example Google will actually provide your non-profit with 120 000 a year of free advertising a lot of people don't know that so we're going to dive into it right now we're going to talk

About a lot of this stuff and uh I hope you enjoy so without any further ado we'll just jump into it today so the

What is G suite for non profits

First thing I want to talk about with everyone is what is G Suite for nonprofits so as you can see there G Suite for nonprofits is a collection of cloud-based productivity and collaboration tools created by Google so I've broken this down into four categories because as you can see there's a lot of applications there's a lot of use cases so I like to break them down into four categories those being connect create access and control so looking at

Connect

Connect we can see that that contains the applications Gmail Hangouts Google contacts and Google calendar so we're going to use Gmail to be able to communicate with people over email we're going to use Hangouts chat to be able to directly instant message our co-workers or other people we're going to be able to use Hangouts meet for video conferencing screen sharing all that kind of stuff Google contacts is where we can build directories of contacts that we can share within our team or externally or use privately

And calendars as a calendar management application so moving on to create we can see there

Create

We've got Google docs Google sheets Google slides Google forms Google sites and Google keep so looking at docs this is a Microsoft word cloud-based equivalent so if you like Microsoft word you will find a lot of similarities with Google docs looking at Google sheets it's the same thing but it's with excel instead of with word slides is the Google equivalent of powerpoint forms is very unique and one of my favorite applications so forms we're going to be able to use Google forms to be able to

Send off surveys quizzes questionnaires voting tons of different use cases for Google forms and we're going to be able to use Google forms to collect data at the end of the day that's what we're doing we're asking questions internally or externally we're taking that data in we're going to click one or two buttons and we're going to be able to analyze that data immediately or transition it over to an excel sheet so Google forms is one of my favorite applications Google sites is where you can

Build free websites so you're going to be able to build websites for your organization so that again would be externally or internally I like to use Google sites to build websites for folks so they can go ahead and look at things like let's say an event or a fundraiser or maybe items in your store you're going to be able to host all of that stuff inside of Google sites for free and drive traffic to those sites using Google ads maybe again I'll use the firefighters as

An example you're doing recruiting you can then set up a recruiting website with a Google form a Google calendar Google maps location and then you can go ahead and collect the data you need to collect and then drive traffic to it using the Google advertisements looking at Google keep this is a taking application a task list and many other use cases for this but at the end of the day it is a note taking application that you can set reminders for you can set up different

Task lists inside of it you can share these tasks with people it's a great number of possibilities with Google keep

Access

Looking at access we can do things like Google drive this is how we're going to access the data inside of these applications so Google drive we're going to be able to use that to access our files we're going to be able to access shared drives which we're going to get into a little bit later this is a shared cloud-based storage solution where people are going to be able to share resources with each other and share them externally internally etc Google Chrome is something where you're going

To be able to access the web and access the majority of these tools through and Google photos is a free photo hosting application where you're going to be able to store an unlimited number of photos that get organized by ai so if you have someone in your non-uh profit organization or your charitable organization you're going to be able to punch up that person's name and get every photo of them that has ever been taken inside of your organization very great someone's retiring really good if someone

Is being celebrated um very very cool functionality there by Google you're also going to be able to look at things like places and things and a number of other things so I'm very happy they've included Google photos for non-profits

Control

Looking at control uh this is kind of our administrative and overview section so we're going to be able to use the admin panel to go ahead and control access to things we're going to be able to create groups inside of here create organizational units we're going to talk about all that stuff later but at the end of the day the admin panel is where you're going to be able to enable applications and you're going to be able to grant access to those applications and you're going

To be able to grant permissions and revoke permissions create users administrate your instance of G Suite looking at Google vault Google vault is an application where you're going to be able to archive and store your data so in case someone accidentally deletes something you're going to be able to keep it backed up in Google vault it is not a backup service it is simply a way to audit information and make sure that things do not go missing or get deleted you can use Google vault for

Example if you have someone who is doing fundraising and you need to be able to audit their activity or you need to be able to search through emails search through files etc and find something that was accidentally deleted or something that you are just an item of interest that you need to find you're also going to be able to use the mobile device management section of control inside of there you're going to be able to grant access to certain devices if you want to keep things

Secure so that's nice and easy you're going to be able to wipe devices in case they get lost you're going to be able to assign devices to individuals if you were to pick up a number of chromebooks for example for your association you may want to grant a chromebook to someone like your president vice president board members or simply workers you'll be able to say this chromebook is assigned to this staff member they have permission to access these applications on this chromebook and they are not

Able to download data to this chromebook for example and then looking at work insights and reporting we're going to be able to see what user accounts are doing what applications they're accessing we're going to be able to access reports based on applications based on users based on resources this gives you total oversight of your administration it is a fantastic tool I'm excited to look at the reporting section with everybody and kind of dig into that a little bit more but for now this is a very

Good overview of what G Suite offers you again you're able to connect with people inside of your organization you're able to create and collaborate with them you're all able to access the data in a similar secure fashion and as an administrator you're able to control what goes where in your organization so let's move on to the next slide here

Cost benefit Analysis of G suite for Nonprofits

Looking at the cost benefit analysis of G Suite for nonprofits a lot of people ask me all this stuff sounds great but how much does it cost well as a non-profit it costs you zero dollars Google provides this for you for free you're able to use all of the tools I mentioned previously for free you will obviously need to be paying in labor any configuration cost either with your own time or through a professional or an organization like myself or umbrella I.t services but the cost

From Google to implement this solution is zero dollars uh most companies I've got a bit of a case study done here not again by forest or total economics again I'm a big fan of them in my Microsoft 365 presentation that I did about a month ago I use their analysis as well uh this

The Total Economic Impact Of G Suite

Chart here up on the right hand side uh we can see a 55.7 million dollar return on investment uh and that's a 12.9 million dollar investment which is a 331 percent roi so again of an average of I believe it was 69 different organizations uh they were able to return 331 percent of their investment on this and the breakdown of this is a 1.6 million dollar increase in it productivity because as an it provider I'm not going to be maintaining a server I'm not going to

Be maintaining workstations I don't have to worry about security in a lot of ways um I'm able to kind of offload a lot of that responsibility to Google you also have the 2.4 reduced risk of data breach again you're able to very very tightly monitor and control the permissions of G Suite so you're going to be able to reduce the risk of a data breach there you're not going to get hit by ransomware and have that affect your organization etc there's a lot of ways to

Reduce risk with G Suite you're also doing reduced security and remediation costs again kind of related to the reduced risk of data breaches again people are not going to be messing with the integrity of your data or your association you're going to be able to use Google vault in case anything like that happens and my favorite thing to mention here is the capital expense and operating expense savings so you'll notice that's 11.6 million dollars so of a 12.9 million dollar investment people saved 11.6 million dollars

Almost 90 percent uh just on their operating expenses and their expenditures on other software how much money do you spend on website hosting how much money do you spend on things like Microsoft office etc you're going to be able to save on that and in terms of the collaboration the sharing being able to use all of these same platforms you're going to be able to save money on the operating expenses as well looking at things like increased profit again because you have the ability to drive

More traffic to your website you're going to be able to increase your profit by 12.9 million dollars if you have a guest today um we're also going to be able to uh increase your productivity again by 22.1 million dollars total across these organizations in the forester economic study so um looking down at the bottom right here we can see that eight organizations I think the 69 was from the Microsoft association so these eight organizations from a variety of sectors realized a mean 331 percent roi over

Three years so you can see within the first year they were able to get all of their initial investment back across these organizations so very important to note that during the first year you will be spending more money but after the first year you should steady out your team should get accustomed to the new software and you should really start to see the benefits here one of the benefits being ten thousand dollars a month in free targeted advertisements so you're able to apply for something called

A Google grant once you've been granted Google for non-profits and they're going to give your organization 10 000 a month in free targeted advertisements so whether that's recruiting volunteers whether that's uh promoting things like events that you're doing promoting fundraisers that you're hosting selling merchandise etc I'm sure that you will have a number of ways that your nonprofit can benefit from this if you're a mental health association you're going to be able to help spread things about mental health and make sure people are aware of

The cause you're supporting if you're something like a sexual health clinic you're going to be able to promote that stuff there are a wide number of benefits to using G Suite for non-profits and again that ten thousand dollars a month does not hurt so we'll move on to the next section here

Benefits of G suite

The benefits of G Suite so again you can see the top organizations that properly implement G Suite address existing challenges and experience a number of additional benefits some of these being savings

Savings

Again you're going to be able to reduce the cost of your operation on average by 36 percent so again your staff is going to become 36 percent more productive and you're going to be spending 36 percent less money on capital expenses and operating expenses by implementing G Suite properly we're going to talk about how to properly implement that very shortly looking at accessibility you're going to be able to access your data on any device anywhere anytime you're able to loosely allow access to your organization which

We do not recommend

Flexibility

But you will be able to guarantee your staff is able to access anything they need anytime anywhere in case of an emergency which means that they are going to be more flexible uh in the time of uh the ongoing zombie apocalypse that we're currently experiencing uh you're going to be able to work from home you're going to be able to work from the car you're going to be able to work anywhere really which is fantastic you don't need to have an office if everything that you're

Working with is in the cloud another thing to look at

Security

Is the security you're going to be able to dramatically increase the security of your organization and its data using G Suite again Google has a team of engineers working around the clock to make sure the G Suite remains secure all of the data that you upload there is going to be encrypted and it's going to be very very secure compared to a regular on-site file server uh we have done a lot of audits for different organizations and we've noticed that they are not always following up

With it best practices which can be a bit of a shame but this is something where you don't need to worry about that stuff so much we do have another video on it security that I recommend everybody watches as well as it backups as it is very very important to keep those things in mind but G Suite does do a lot of the heavy lifting for you the only thing that I want to keep in mind for everybody is as Canadian organizations it is very important

To note that at this time Google does not offer Canadian hosting which means that if you are storing personal data such as health records etc you are violating some Canadian law there is regulations against storing very private information in american servers I'm happy to answer any questions about via email at tech tips at umbrellaitservices.ca but I do just need to bring that up as a quick brief looking at organization

Organizations

You're going to be able to develop a proactive systemic approach to G Suite and organize your associations resources workflows and users in a way that complements G Suite very nicely now I'm going to show you guys an example of that very soon but this is one of my favorite reasons of working with G Suite working with Microsoft 365 for non-profits etc when you organize your association into these three categories it becomes very very easy to administrate things it becomes very easy to change over roles I

Know a lot of places elect different chair members uh people are constantly changing roles and being able to have things like a website set up for somebody who's being initiated having different resources automatically assigned to people based on the roles that they've assumed is very very easy way to transition roles that's one of the benefits that I've

Collaborations

Noticed looking at collaboration as well you're gonna be able to share anything in Google drive in your calendar in your contact list etc with anyone inside or outside of your organization instantly you're going to be able to collaborate live on different files if you're working on the same word document with somebody you're going to be able to open up that Google doc with a partner or with a vendor and you're going to be able to work on that together while having a Google meet going on

Where you're gonna be able to share your screen you're gonna be able to talk to the person directly collaborating with G Suite is huge and that's a giant chunk of that 36 percent of savings that you're going to experience another thing is the

Reports

Reporting powers you're going to get reports that you're able to generate for oversight on user activity you're going to get reports for critical events you're going to get reports for applications that are being accessed there's a ton of different reports that you can set up and I think it's very important to not neglect this I see a lot of people uh not implement the reporting faction of their G Suite for nonprofit instance and uh that very much directly conflicts with uh my personal methodology which is

The ppdio way of doing things which would be prepare plan design implement operate and optimize the optimize part of that is very very important you want to make sure that as you're using the software you're looking at the hard data that Google provides you and you're taking that feedback and improving the way your organization

productivity

Functions also looking at productivity as I mentioned previously you're going to be able to automate tasks simplify workflows and reduce downtime by implementing G Suite into your organization so move on to the next slide here we're

Connect

Going to very briefly touch on the connect applications normally I would do a demo my last demo with Microsoft 365 was nearly three hours so I will not be doing that today we do provide on-site training for folks and we do do more in-depth presentations about this topic for folks but today I will be doing a brief overview of everything for people uh thank you again for your feedback to everybody that let me know that the time stamps were very helpful in the Microsoft 365 presentation

But overall they just don't have three hours to sit down and kind of pick that apart at one time and because it is such a complex topic it is a lot better to keep things brief

Gmail

So looking at the connect faction of G Suite we can see that there's Gmail which means we're going to be able to send emails receive emails organize our mail through labels and tags we're going to be able to enable offline access so if you want to be able to access your Gmail account on the web you don't necessarily need to use Outlook I know a lot of people prefer to use Outlook a lot of people prefer to use Gmail you can now use Gmail offline you're

Going to be able to set up multiple inboxes inside of your G Suite again another feature that a lot of people didn't know about you will be able to have your charitable at organization x.ca account next to your billing at organizationx.ca account next to your personal email for that organization x.ca having all of those email accounts in one pane of glass in the Gmail interface is very very helpful and it's got integrated ai now so if you need to send off automated responses if you wanted

To automatically organize your email if you want to filter notifications Gmail is going to be able to do all of that for you automatically very much a fan of the Gmail application myself um and you are able to use Gmail and G Suite for nonprofits in tandem with Microsoft 365 for non-profits that will that's what we recommend for a lot of our clients because each platform has a great deal of benefits for any association and if you organize your association accordingly you're going to be able

To empower each section of your association with the appropriate platform while ensuring that the collaboration can occur without any sort of uh downtime or uh conflict happening there

Hangout chat and Hangout meets

Looking at Hangouts chat and Hangouts meet we're going to be able to do instant messaging and voice calls with Hangouts chat and that's a mobile application as well as a web application and you're going to be able to do voice calls video calls and screen sharing with Hangouts meet as well so again Hangouts chat Hangouts meet two separate applications very very intuitive interfaces uh very much a competitor for things like zoom and Microsoft teams I highly recommend using Hangouts whenever you can as it will greatly

Increase the communication inside of your organization in a way where again you are going to be able to have oversight of things you're going to be able to create different groups that people can immediately communicate in you won't have people texting you you won't have people phoning you we want to make sure that most of the communication in your association is happening inside of these platforms so that when we look at the reporting we can see what's actually going on and not mandatory just recommended looking

At things like

Google Contacts

Google contacts you're going to be able to create manage and share different contacts with people I don't know how many organizations I've come into where they have one person who's in charge of this directory of contacts that's out of date they spend a couple hours a week updating it they have different vendors and charitable donations coming in and it's very difficult to keep track of all these folks you can now have all of this stuff become automated and you can set up shared directories that anyone

Can update things that automatically update there's a number of benefits to using the directory function of Google contacts you're also going to be able to delegate access to your own private contact list so again if you are a president or a board member and there are more boots on the ground staff that need access to your contact list you are going to be able to delegate access to that list and you're also going to be able to organize your list through labels so again another couple

Of features of Google contacts there

Google Calendar

Looking at Google calendar you're going to be able to create public or private calendars maybe you have an internal calendar that needs to be shared with everybody maybe you have a private internal calendar that you don't need to share with anybody maybe you have an event coming up that you would like to share the calendar event of maybe you would like to attach a Google form a Google maps location and a Google doc or a pdf to that calendar and share that with people that have

Signed up to previous events you're going to be able to do that with Google calendars you're also going to be able to access different internet calendars if you are a sports fan I know a lot of people load that stuff in you're going to be able to add in any sort of calendar that you'd like and you're able to send off smart invitations inside of your association this is a big deal again for a lot of the clients that we've worked with when you're doing smart

Invitations you're going to be able to send off a calendar invite to let's say again we'll use the board members as an example maybe there's eight people some people are in kelowna some people are in vancouver some people are in calgary et cetera you're going to be able to create a calendar event on a date and time and Google's calendar application will actually tell you that there's a conflict with one of the members everyone is available on this date and time including yourself and you'll be

Able to book that time slot without having to make five or six phone calls trying to arrange and coordinate everybody very very good way to save again on that operating expense time moving on to the next slide here we're going to talk about creation so

Google docs

Again looking at Google docs it is a word processor you're able to create share and manage different Google docs you're able to collaborate with people in real time you get offline access to these documents now you do not need to be connected to the internet you're going to be able to get something called version history which is one of my favorite features you're going to be able to look at a document and see the additions and the edits that someone else in your team made to

The document since you worked on it last you're going to be able to recover parts of the document in case they were accidentally deleted etc version history is a great great feature and the most important one in my opinion would be the templates you're going to be able to create multiple templates for your association maybe you have meeting notes maybe you have charitable forms a number of different Google docs that you would have created that you reuse for different events or fundraisers etc you're going to

Be able to just click on one of these templates and a copy will automatically be created for you that you can then create manage and share with other members in your association it's a great great feature and once it gets implemented once you have a whole bunch of these templates available to you uh you would be shocked at how much time really gets saved by using them looking at the built-in dictation this is another thing where Google is leading the way I've never seen dictation this

Good just hands down I've never seen a dictation application whether it's dragon dictation Microsoft dictation siri dictation Google is crushing these competitors with the built-in dictation I've seen people take notes using Google docs from across the room I've seen a speaker speaking somebody has a Google doc open and they're picking up the words and it's being uh dictated uh with a 99 plus accuracy um I would highly recommend downloading Google docs onto your phone on your computer and trying out the dictation yourself to see just

How good it is it is fantastic and if you're somebody that does not like typing on a phone or you're somebody who likes sending off quick notes this is going to be a great way for you to add to Google docs it also has built-in translation functionality now so you're going to be able to translate things to a variety of different languages which is great

Google sheet

Looking at Google sheets it's a spreadsheet program as we know it's just like Microsoft excel you're going to be able to create manage and excel and share these uh spreadsheets excuse me and you're going to be able to collaborate again in real time with people you're going to get offline access you get version history in case people have muddled things up or in case you just want to see the additions or edits they made you're going to be able to check those out and there's also

Templates included and there's again ai powered queries which I think is one of the most important function pieces of functionality in this application so what an ai powered query is let's say you have a list of donators that have recently donated to your association or you have a list of visitors that recently came to an event you have a list of people that that came in you would be able to collect information from these people such as gender or location or age or whatever information you're

Gathering you'll be able to click one button in the bottom right corner of the screen and say what is the average age of the attendees of last week's fundraiser and it will actually tell you their average age was 27 or their average age was 55 their average location was surrey or vancouver or north vancouver etc you're going to be able to get all of this data to you without having to know any of these excel macros and this is a feature that's improving weekly so I

Highly recommend that you check out Google sheets take one of your existing data sheets that you have copy paste the data from an excel sheet into Google sheets and try out that ai powered query functionality for yourself and see if it benefits you Google slides

Google forms

Is powerpoint very straightforward it's presentation software you can be able to create present manage share any device you're gonna be able to collaborate in real time with folks there's offline access there's version history and there's templates there's no real difference between uh powerpoint and Google slides that I know of at this time um again excuse me if I am incorrect there but at the moment it's a it's a powerpoint uh program that you can use anywhere that you need and you're gonna be able to collaborate

With your team in real time which is fantastic Google forms again one of my favorite applications you're going to be able to collect data from the world around you internally or externally I've seen this used as a voting method I've seen this used as a form for people that are attending places I've seen this used as safety quizzes for things like whmis etc I've seen this used as surveys if you're doing internal votes for things or if you just want to see how people are feeling

About a specific event etc you're going to be able to again collaborate in real time with folks as you create these forms you're going to be able to enable offline access to these forms and again with one click you can export that data to Google sheets which means that you're gonna be able to take all of the data that you've collected from a Google form put it in a Google sheet and use those ai powered queries to get more information out of it Google forms also

Provides you with a fantastic visual representation of this data as well but it's very important to note again that Google forms does work directly with Google sheets which has that underlying I powered infrastructure so looking at Google sites this is a

Google Sites

Fantastic way if you are someone who is a lower budget non-profit if you cannot afford a webmaster or web services you're going to be able to create an intranet which is an internal internet or you're going to be able to create external websites for specific functions and drive traffic to these websites through your 10 000 a month Google grant so looking at Google sites you're going to be able to create an intranet which is one of my favorite things to do an internet can be used

In many different ways your internal internet could be an onboarding website it could be an internal event thing it could be a news post for your members for your volunteers for your retirees etc there are a number of ways that you can set this up my favorite way is for uh the internal uh members to be able to get elected into a position and it'll say welcome to the board you are now granted access to these folders these calendars all of these files that we've shared

With you this contact directory these are your responsibilities these are the resources you need and these are the the different things that we assume the expectations that we have for your new role uh if you have any questions you can reach out to these key contacts here is your new calendar that you've been granted access to with the schedule for the events that the previous person in this role was scheduling out etc it's a great way to collect information and present it to internal members in

Terms of external people looking at a Google site you're going to be able to set up a Google site for people so they're going to be able to see oh you've got these things for sale or you've got this event coming up and it has a Google form for people to sign up and get attendance or buy tickets you've got different things like a map that shows where the event is going to be the calendar date for the event etc you're gonna be able to add

A lot of this stuff in the same way you would with a normal website and again you're gonna be able to compensate for the lack of a proper uh webmaster by funneling that ten thousand dollars a month in Google grants to this Google site it's also a very good way to get volunteers

Google Keep

Looking at Google keep you're going to be able to do an online notebook again as I mentioned previously you can just take notes with it very simple you can do things like task lists so um one of the ways I see people use this personally is you show up at superstore or costco gives you a notification saying don't forget to buy eggs you got to buy this you got to buy that you can also use it for task lists for people inside of your association maybe

You have an event coming up and for certain volunteers they need to complete these tasks to be able to say that they are sufficiently prepped for the event you're gonna be able to set that up as well and you're gonna be able to export these to Google docs as I mentioned previously I've seen a lot of people taking notes using the dictation functionality maybe you're driving you click a button instead of and doing the hands-free thing you can also just say okay Google record a note

Hey siri record this note and you're going to be able to export that document to uh Google docs from Google keep there she goes one second okay so um looking at uh the next section here

Access

We have Google access so looking at Google access again this is how we're going to be accessing all of the data that we've previously created with people in our team we're going to

Google Drive

Be able to use Google drive as a file storage and sync service so anything you create will store up in the cloud and it'll sync with any device whether that's your mac windows Android or iphone uh that'll work with any of those uh you're able to create manage shared drives which gives you nearly unlimited amounts of storage uh you're gonna be able to share different information with people in your association or use them privately you're gonna be able to check the activity bar which I also

Call the babysitting bar uh this is where you're gonna be able to see what events have taken place inside of your private drive or inside of your shared drive so if someone has deleted something they've moved something they've created something they've edited something you're going to be able to see who did it when it happened where they were working on it etc and again they've now added offline access in case you wanted to access things through the web offline the Google Chrome web browser is

Google Chrome

How you're going to be able to control access to people now I've seen this used in a number of innovative ways such as when someone joins your organization again they've taken over a specific role they're going to be able to automatically inherit things such as bookmarks in their Google Chrome they're going to automatically have different home pages load for them because they're part of this role etc you're going to be able to sync the data from your Chrome profile across multiple devices so if you sign

Into Google Chrome on your iphone it's going to have the same bookmarks home pages and history as it would on your computer you're going to be able to use chromecast support if you wanted to do a presentation you're going to be able to click a button and beam your screen up to the big screen and people will be able to see what you're working on you can do a Google slides presentation on a Google chromecast off your phone and a 50 tv dongle and instead of

Having to have a projector and all these other expensive pieces of equipment for your non-profit you're also going to be able to use different extensions so I've seen a lot of people use pop-up blockers I've seen some people use applications like honey which is a discount application tons and tons of possibilities there and Google Chrome has its own built-in task manager as well so if things get a little bit sluggish or the internet is slow to load you're going to be able to troubleshoot inside of

Google Chrome now

Google Photos

Looking at Google photos as I mentioned previously it gives you unlimited storage of all of your photos and videos you're going to be able to edit those photos and videos using this software you get to store an unlimited amount of media for free and the ai will automatically identify and sort the photos on a variety of different categories such as location such as uh different faces different things that are inside the photos times and dates that you've taken them at etc and you're gonna be able

To share the photos out with folks so again really great piece of software there looking at the control side of things again this is the administrative section you're going to be able to create a

Directory

Directory of internal users groups and organizational units you're going to be able to allocate buildings and resources to folks and you're going to be able to set up settings for this directory such as person x has access to the entire organization person y has access to their department and person z has access to just themselves etc

Devices

Looking at mobile devices and devices in general you're going to be able to allocate permissions to folks based on their devices so you will be able to set up things like mobile device management you'll be able to set up things like you this device is able to sign into this account but not that account uh it's a very good way to increase security and keep oversight of people again you do not want to be intruding on your volunteers and members personal lives you want to keep

Things allocated to the specific Google applications which is what this devices and application section will allow you to do you will not be able to track people's personal location with this you will not be able to see what they're texting people you will not be able to control their phone you will not be able to do anything that is going to invade their privacy but you will be able to see what they're doing inside of the application such as they've sent 100 emails they've sent 100

Chat messages they signed into a Google calendar and created 25 events this kind of general overview is what we want we do not want to be invading people's privacy

Applications

The other kind of stuff we're going to be able to look at is the applications we're going to be able to say that this person is allowed to access this application that person is not able to access this kind of application there's going to be a number of different permissions that we're going to be able to set uh during this part of configuring G Suite looking at things like additional Google services there's a number of applications in here such as Google maps functionality you're gonna be

Able to look at additional functionality inside of Google docs and they have another believe 25 to 50 minor applications that they allow you to control for your organization

Security

Moving on to security you have the alert center you have app access control security rules and settings again if you have a critical event occur you will be able to get alerts based on that you're able to set different app access based off of what account should be accessing what apps you're able to set up security rules and you're able to set up different settings pertaining to security such as two-factor authentication etc and my

Reporting

Favorite aspect is the reporting uh you're gonna be able to look at different reports that you've configured there are dozens and dozens of different reports you can look at the different alerts that are being created so again if you have people signing in where they shouldn't be maybe somebody in morocco all of a sudden gets access to an account that will settle off an alert somebody deletes a file you'll get an alert somebody modifies a budget template you'll get an alert etc and then looking at

Things like audits you're going to be able to look back at the month and see what was done inside of your association sit down make a plan for the next month and and act accordingly

Getting Started With G suite

If you want to get started with G Suite I think it's very important to consider these four categories it's very important to clearly define the resources processes and organizational hierarchies of your G Suite instance you want to make sure that you're simplifying administration you're reducing costs increasing productivity and implementing another of other benefits for your organization so

Organizations

Again I think it's very important to make sure that you have an organized structure uh and you're building G Suite out in a proper way in order to leverage this technology in the most effective way possible we're going to get into that in a little bit here also looking at security we want to ensure that the integrity of your organization's data is secure we want to make sure that it remains accessible to people and there are a number of other things we want to make sure

That stay intact here such as the confidentiality of your data so we're going to be able to do all of that with G Suite and it's very important to note based off the organizational hierarchies that we set up previously that were setting the permissions and access to data before we move forward and actually deploy this instance functionality is also very important obviously we want to make sure that everybody that needs to complete specific tasks and is responsible for certain processes has all of the features and

The functionality they need to complete that task so making sure that people are not handicapped while they're using this stuff is very important and again oversight proactively managing G Suite is very important you want to make sure that you're optimizing your organization's use of G Suite and that you're looking at the data that it provides you with as you do so so talking about organization this is a kind of my secret sauce here um you want to make sure again that you're simplifying administration because you're

Going to be able to reduce costs you're going to be able to automate things uh you're going to be able to grow your organization faster there's a number of benefits to this and I start off with the administrators

Administrators

So you want to make sure that anybody in your organization that is going to be administrating things knows what their role is they know the responsibilities the expectations the deliverables for that role and they understand what they're going to be doing as an administrator so Google offers these types of administrators super admins have access of your entire organization group admins have access over groups user management has administrative privileges over users help disk admins are able to do things like reset passwords change application access and then

Services admins are able to do the same sort of thing that helpdesk can do but specific to certain applications and services and mobile admins are able to administrate mobile devices and certain applications now this is uh these next three categories here are some of my favorite things to do with people which is organizing your business or your non-profit in a way that makes sense so the first thing that's very important to do is make sure that you've organized your association into individuals organizational units and groups

So an individual is obviously an individual maybe they're a board member maybe they're a volunteer maybe they're a retiree maybe they're the charitable accountant maybe they're an event coordinator whatever that individual is it's very important to define their role and that role is going to be part of a group so if you have for example a digital marketer or a social media manager they're going to be part of the marketing group and that marketing group could be part of the sales and marketing organizational unit or

Maybe you have the social media marketer who's part of the digital marketing group which is part of the overall marketing organizational unit so once we've got this hierarchy set up we're going to be able to very clearly look at what our organization looks like and get it set up in a way that makes sense in the most efficient way where people don't have overlapping roles or responsibilities and we're able to make sure the people who are strongest in their positions are able to work in their

Positions uh without any sort of setbacks and they're empowered with the proper applications resources and processes that they need to complete their goals so once we've defined the individuals organizational units and groups inside of our association

Users

It's very important to define the responsibilities expectations and deliverables for each of these roles because if people don't understand those three things they're not going to be able to get one it boosts morale I've seen a huge morale boost when we implemented this kind of stuff you're going to notice a big increase in productivity people have a clear set of directions and it's very important to make sure those three things are laid out and then finally you want to make sure that you're laying out the

Proper permissions for individuals organizational units and groups so it's much easier to assign permissions to a group so that people are going to be able to join a group or be allocated to a group or an organizational unit and they automatically inherit permissions to calendars and to files and to everything else that way you don't have any risk for human error you don't have any risk of people missing different files or maybe they get granted things they shouldn't have access to and all this kind of

Stuff so very important to make sure you define

Resources

Those things looking at the resources section uh we want to make sure that we're sharing resources and that we've allocated what is a shared resource we've designed we've designated what is a private resource we were able to identify any files that our organization needs and the file hierarchies that contain these files we want to make sure we've identified and laid out any devices that were going to be using in our association such as a projector or a shared laptop or a chromebook etc we want to

Make sure that we have all of the applications that each individual organizational unit and group needs access to in order to complete their responsibilities expectations and deliverables and we want to make sure that any of the directories and workflows that are required again of the individuals organizational units and groups are clearly laid out that way when we've laid out all of these tasks between these two categories here users and resources we know that everyone knows what their job is where they sit in the organization and

What they're responsible for and they know what they need to do to get the job done the next thing that we need to focus on

Processes

Is what is it that they need to do to get the job done and this is where the automation thing can come into effect so individual tasks a lot of people have individual tasks they need to do it's a one-off thing maybe they need to respond to this one email maybe they need to go out and and drop a check off somewhere um it's something that's just a one-off a lot of people have repetitive tasks again to use email as an example every morning at six

A.m and you come in check your email every time every day when you leave make sure you clock out these things that they do on a repetitive basis the next thing would be schedule tasks maybe you have quarterly reviews with your board maybe you have a yearly fundraiser that you have set up so it's very important to identify those three things and make sure that you've laid out the processes for those three categories because then your organization is going to be able to automate those things

And strip away a lot of the mundane tasks that your volunteers and members have to take care of another fourth category is projects a lot of people have giant projects that they need to manage and it's important to identify those and break those down with your users into the different resources and processes that they need to complete projects as well and then again as I mentioned previously my personal method of getting stuff like this done is ppdio which is prepare plan deliver implement operate and optimize

So it's very important to make sure that you're following that structure of things there are another number of webinars available online if you have any more questions about that but I like to follow this as a service provider because it means that I'm going to be able to prepare plan and deliver or sorry design I'm going to prepare plan and design proper solutions for my clients before we implement them it's very important to make sure that we do something once the right way versus having to

Do it multiple times and cost people time and money so being able to prepare plan and design things for our clients is very important and once we implement them we've got everything properly laid out it's very easy for people to follow along with what we're doing and then we're going to go ahead and operate we're going to go ahead and just go through the day-to-day operations with people for a little while see what we can collect in terms of data get feedback from folks and then

We're going to optimize based off of the data that we collect from people operating inside of this new system very important to follow those categories moving on to security from organization uh the next thing that we're going to want to look at is the security for each of these categories inside of G Suite

Users

We want to make sure that users understand the policies and best practices we want to make sure they're enforcing strong passwords we want to make sure that you have mandate mandatory two-factor authentication set up this means that when people are using this new platform they're not going to be able to simply access their accounts with their password we want to have a secondary layer protection for them we want to make sure that we properly define the admin roles and giving them to individuals that are responsible

With these roles we want to make sure that we're managing the connected devices that have access to our data that we've set up proper Google groups so we can access different permissions and set things up that way we want to make sure that the users in our association are getting trained in things like social engineering and data management

Applications

Moving on to applications we want to make sure that any sort of less secure app is not able to access your data you don't want to have an application from 2012 that hasn't been updated or some app that a 14 year old ukrainian kid that wants to hack your system put together is being accessed and implemented into your organization and being granted access to your calendar and files we want to make sure that different security protocols like dlp spf d-chem and d-marker set up to protect

Your email transmissions and make sure that any malicious emails that are sent in are being caught and flagged before they get to your staff to reduce chances of things like phishing scams from coming in we want to make sure that external recipient warnings come in again if someone is pretending to be your boss or somebody inside of the organization you should get a flag saying this is a spoofed email getting things like third-party applications we want to make sure we're managing those as well again if

You're adding something like honey or you're adding in powersheets to your Google sheets you want to make sure that you've properly administrated that program so that it has limited access to your data as well which is why it's important to create a white list of trusted applications to prevent anyone from being able to install anything they want into your organization without having to contact an administrator and setting internal external access is also very important and setting up permissions for things like shared drives is also very

Important

Data

Looking at your data it's very important to follow the three two one backup principle your data needs to be in three different locations at all times across two different platforms one of those platforms being completely independent from your association so a company like umbrella I.t services is able to take your data back it up in our secure servers and make sure that if you get hit by ransomware or a bad volunteer or employee deletes things or if someone that tries to delete any of their emails

This kind of stuff you're going to be able to recover that data very very easily you also want to make sure that while people are transmitting data over a network back and forth such as sending an email or downloading data or syncing their information they're using a secure network to do so or they're at least using a vpn that they trust we also want to make sure that you're using things like critical event alerting again if someone's deleting files modifying a budget signing into an account

Signing into an account from monaco or morocco these kind of things we want to make sure that we're getting notes notifications about that we also want to set up secure asset access restrictions to prevent things like from that from happening in the first place we want to be disabling location history so we're not invading our volunteers and our staff's privacy we want to make sure that we're allowing internal or external access again to our data as well as to applications and we want to make sure

That we have proper recovery procedures in place in case something does happen we're going to be able to recover that data quickly without any form of panic next

Devices

Thing we want to talk about is devices so looking at devices we have critical event alerting we have scheduled software updates we have anti-malware software full disk encryption mobile device management event audit logging and warranty and support so again for our devices very important to make sure that we're doing critical event alerting um if something like a hard drive is failing on a device or a virus is detected we need to know about that stuff we also need to make sure that we're doing things like

Scheduled software updates because for the scheduled software updates it's very important to make sure that your device stays secure and up to date we don't want to have anybody falling behind on stuff like that you don't want to have a software update pop up at two o'clock in the afternoon you want it to happen at friday at 11 pm when you're gone from the office or when your computer is at home it's also very important to make sure you're using proper protection like anti-malware software you're

Doing full disk encryption to make sure if your device gets stolen no one's gonna be able to get access to it and you're using things like mobile device management to wipe your device in case it gets stolen you're gonna see what applications folks are using etc and again with the event and audit logging if something goes wrong we're gonna be able to look at the logs and see what went wrong where and with warranty and support you're gonna be able to get your device fixed quickly

In terms of oversight uh this is one of our final slides here

Highlights

Google offers you things called highlights where you're going to be able to look at the highlight of your organization that could mean that a great deal of users were using this application and then compared to last month you sent 10 more emails or you had 20 new devices were added on or your organization grew 12 percent and this kind of stuff

Reports

In terms of reports you're going to be able to monitor usage potential security risks user collaboration and other metrics in the domain so again what that means essentially is you'll get a report saying that this many uh attempts to breach into your organization happened uh your users shared this many files this many emails were sent out to share with external domains etc it's very interesting to look at these reports because you're gonna be able to use this data and optimize your association accordingly looking at audits

You're

Audits

Going to be able to audit your users and the activity that happens inside of applications and share directories and you're going to be able to look at what's going on inside of your domain and make sure that everything is up to spec

Alerts

Looking at alerts again you're gonna be able to get notifications about of events or problems that may be occurring and make sure you're reacting to them in a timely manner um so again these four things here gives you all the oversight that you need to be able to manage your G Suite and it means that you're going to be able to um optimize your association you're going to be able to make sure that you are increasing in productivity year over year you're reducing the cost you're

Reducing downtime your staff is getting the training where they need to because where they use the applications you're gonna be most most organizations uh use about twenty percent of these tools eighty percent of the time and it's important to identify what those twenty percent of the tools are using this oversight section so you're gonna be able to give them the training they need uh for that eighty percent of their their their daily time they're investing um so again very importantly to make sure that you're considering

The oversight section of G Suite that is the least used most overlooked section of G Suite that I work with next to talk about best

Best Practices, Policies and Guidelines

Practices policies and guidelines uh it's very important to make sure that people are trained in data management they're trained in bringing their own device they're trained in acceptable use they're trained in a business continuity plan security response plan and password guidelines so again looking at

Policies

Things like a data management policy is very important you want to make sure people understand where to put files how to access files uh when people are bringing their own device into work they need to understand what acceptable uses their kids should not be installing fortnite add-ons uh where they keep their budgeting files for example if you have a business continuity plan in place this means that if your laptop has coffees built on it people are going to be able to uh automatically go to the

Back room where you have the spare laptop set up they're going to be able to follow the disaster recovery plan and recover their data very very quickly you're also going to be able to follow the security response plan in case things are deleted or an account gets hacked and you can prevent all of this stuff by just following the password guidelines that people put in place in the first place underneath best practices

Best Practices

We always recommend phishing scams people be aware of phishing scams 91 of attacks that happen to non-profits nowadays are coming in through social engineering where the hackers hack people instead of hacking the devices themselves so it's very important to make sure that you're keeping in mind that people will be trying to scam you by pretending to be someone or an organization that you trust make sure that people are very aware of that stuff also make sure to never leave your devices unattended or unlocked it's not

A good idea to go to the bathroom in a library or go to the bathroom at the office and leave your device unlocked you always want to make sure that it's locked that way that you're making sure that you're not being held accountable for someone else's actions um you also want to reject unsolicited offers for help via text email or phone I know that's really nice of Microsoft to call you and offer you advice um but chances are it's not Microsoft it's somebody trying to to

Maliciously access your data if you notice any irregularities malfunctions or other problems with G Suite or with your devices make sure you're reporting those to I.t or the appropriate administrator never give out your personal information via email or phone and don't give up passwords via email text or phone either I hope that goes without saying nowadays

Training

And finally training I think it's very important to make sure that people using G Suite are going through security awareness trainings they can catch things like phishing scams uh phishing scams whaling uh all these different types of attacks that can happen again I've covered all of that in a previous webinar about it security make sure people are aware of social engineering and most importantly make sure they're getting productivity training moving over to a platform like G Suite for non-profits is very easy to do it's very

Straightforward but you want to make sure that people understand what they can do inside of these applications with a much more detailed overview than what I'm providing right now with an in-depth walk-through of each of the applications you want to make sure they get a follow-up training session after people have been able to use it for a little while you look at the reporting section of your G Suite and you can see again that twenty percent of your organization is using eighty percent of these tools

And eighty percent of your organization is using twenty percent of those tools and you're gonna be able to make sure that the balance happens where people are getting trained where they need to get trained um very very important to make sure that that ongoing training is happening and that's it so normally we would do a q a section here um we've gotten rid of this section for now as it is not a live session anymore we're now doing the pre-recorded as you can see from that

Cut where siri got activated on my iphone that I didn't know was on so I do apologize about that but if you do have any questions please make sure to leave those in the comments below or send them to tech tips at umbrellaitservices.ca where we're going to be able to answer those for you and if you do have any interest in a more in-depth walkthrough of these G Suite applications or if you'd like to see another webinar on organizing your association please let me know and

I'm happy to dive into that for everybody at a later date so in the meantime I'd like to thank everyone very much for tuning in I hope you have a great week and if you do have any suggestions for a future video again please leave those in the comments down below and I will talk to you very soon enjoy your weekend bye