Best Tools for Collaboration - NCACPA · Skype for Business √ √ √ Gmail Hangouts √ √ √...

Best Tools for Collaboration

K2 Enterprises

Copyright © 2015, K2 Enterprises, LLC. Reproduction or reuse for purposes other than a K2 Enterprises’ training event is prohibited.

Session Overview

• Brief overview of required collaboration tool functionality

• Feature and price comparison of three major collaboration suites– Microsoft Office 365– Google Apps for Work– Citrix GoToMeeting with ShareFile

• Detailed review or demonstration of specific product features in the suites


Learning Objectives

• Upon completing this session, participants should be able to:– List collaboration tools available from leading

technology providers – Differentiate among the tools based on key features

and price– Identify how to use each collaboration tool to

generate the desired results– Utilize collaboration tools to communicate with

others, both inside and outside of your organization


Collaboration Tools• A collaboration suite should provide:

– Email – for conventional communication– Teaming features – document libraries, shared

calendars, task lists, and announcements, etc.– Real-time communication – instant messaging, VOIP

telephony, mobile integration, online meetings and whiteboards

– Social media interaction – knowledge exchange, experience sharing, skill identification, etc.

• Taken together, these tools deliver improved staff productivity and on-the-job user experience


Individual Collaboration Tools

• Representative list of web applications that deliver some, but not all, of the collaboration functionality required by most organizations

• Basecamp • GroupZap • Scribblar• BinFire • huddle • Trello• bubbl.us • Moxtra • Twoodo• Colligo • mural.ly • Workflowy• ConceptBoard • Pordio • Wrike• Dabbleboar • Proofhub • Zimba• Gliffy • Red Pen • Zoho


Collaboration Suites

• Instead of using a collection of individual tools, a better solution would be to select a suite of collaboration tools

• This session focuses on three suites– Microsoft Office 365– Google Apps for Work– Citrix GoToMeeting and ShareFile


Suite ComparisonFeature / Function Office 365 Google Citrix

Email ExchangeOutlook / OWA Gmail

TeamingDocument LibrariesShared CalendarsTask ListsAnnouncements

SharePoint / OneDriveOutlook / OWA

Outlook / SharePointSharePoint

Sites / Google DriveCalendar

SitesSites

ShareFile

Real-time CommunicationInstant MessagingVOIP TelephonyOnline MeetingsScreen SharingWhite Boarding

LyncSkype for Business

√√√

GmailHangouts

√√√

GoToMeeting√√√

Social Media CapabilitiesKnowledge ExchangeExperience SharingSkill Identification

Yammer√√

Google+√√


Suite PricingOffice 3651 Google Citrix

Business EssentialsUp to 300 users

$5 per user per month

Business PremiumUp to 300 users

$12.50 per user per month

Enterprise E1Unlimited users


Enterprise E3Unlimited users


Google AppsUnbranded email,

15 GB per userFree

Google Apps for WorkBranded email, 30 GB per user,

24/7 phone support$5 per user per month

Google Apps for WorkBranded email, 1 TB per user,

24/7 phone support$10 per user per month

GoToMeetingPer organizer per month

Up to 3 participants = FreeUp to 25 participants = $39

Up to 100 participants = $56

ShareFilePrice per month

1 user, 100GB = $165 users, 1TB = $60

+ $10 per user over 55 users, Unlimited = $100

+ $12 per user over 5

1 All listed plans include branded 50 GB Exchange email box, Lync online meetings, and SharePoint/OneDrive for Business.


Microsoft Office 365

• Office 365 delivers all of the collaboration tools required in a modern digital office

• Well suited to organizations that want to leverage their investment in Microsoft Office

• Office 365 provides a seamless experience between the desktop applications and the cloud


Exchange with Outlook

• Exchange with Outlook is the de facto gold standard for business grade email

• Provides encrypted email storage, mobile communications, SharePoint integration, and shared calendars, contacts, and tasks

• OWA allows users to access their email through a web browser with nearly the same functionality as Outlook


Lync

• Lync is the lynchpin collaboration tool in Office 365

• Allows users to communicate in real time– Secure instant messaging– VOIP audio/video telephony– Online meetings– Screen, slideshow, or application sharing and

whiteboards


Lync

• Online meetings can be initiated immediately within Lync or scheduled in Outlook or OWA

• Interacts with a user's calendar to indicate whether a user is currently available

• In default, Lync starts with Windows and is available in the Notification Area


Lync

Click the Lync icon to open the application window, then double-click on a contact to open a Lync session.


Lync

Instant Messaging

VOIPCall

Webcam Video

Screen Sharing and White Board

Invite Other Participants

Type in a message or click the communications type on the bar at the bottom to initiate a session

Note the GREEN presence awareness indicator on the left of the shadow head.


Lync

Full Contact Details

A Lync session can be initiated from an individual contact record, the People Pane, or an email message.

Hover over a contact's picture or shadow head to display the Lync bar.


Lync

All recent IM sessions are recorded and saved in Lync. A more extensive list is preserved in the Conversation History folder in Outlook/OWA.


Lync

Whiteboard sessions are used for brainstorming or strategy sessions. Each participant can markup the whiteboard with text or drawings.

Participants can use VOIP for live audio/video or use a phone for audio.


LyncAudio and video sessions can be recorded for reference or future replay.

Recordings saved to SharePoint or OneDrive can be viewed online in a browser.


SharePoint

• SharePoint delivers document libraries, project calendars and task lists, and the publication of related announcements

• Sites are usually created by IT staff, but team members with sufficient knowledge and skill can build project-specific sites on demand


SharePoint

Links to resources: Documents, Tasks, and Calendar, etc.

Check out the document for exclusive use. Others can't use it until it's checked in.

Send an email or text message when the document changes.

Share the document with others.

Send the document to another folder or create a Document Workspace.

Project sites can contain document libraries, tasks, calendars, etc.

The Files tab provides functionality that is applied to individual or selected files.


SharePoint

The Library tab provides functionality that is applied to an entire document library.

Links to resources: Documents, Tasks, and Calendar, etc.

Sync documents to local PC for offline use.

Connect documents, tasks, or calendar to Outlook.

Put a link to the library in Backstage for easy access.


Click to see and interact with members online in real time.

Yammer

Yammer delivers the social media features for experience and knowledge exchange, and skills identification.


Other Collaboration Tools• Office Online – online versions of Excel, Word,

PowerPoint, and OneNote– Edit documents collaboratively in real time and with

versioning• OneDrive for Business – provides file storage and

sharing similar to SharePoint, but without its complexity– 1TB $5.00 per month– 256-bit AES encrypted with unique key for each file

• Delve – helps users discover the information and contacts that are important to then


Office 365 SecurityThird-Party Certifications

ISO /ISE 27001:2005 Certification

SSAE 16 / ISAE 3402 SOC1, AT101 SOC 2 and 3 Attestation

HIPPA / HITECH

PCI Data Security Standard Certification

FISMA Certification and Accreditation

FedRAMP P-ATO by the Joint Authorization Board

95/46/EC – EU Data Protection Directive & California SB1386


Google Apps for Work• Google Apps for Work delivers a complete suite

of collaboration tools, ranging from email to document libraries, productivity apps, video and voice conferencing, online meetings, and social networking

• True SaaS applications built for use in the cloud through a web browser

• Google Chrome delivers the best user experience and is essential for offline use of email and the productivity apps


Apps for Work

• Apps for Work offers branded email, 24/7/365 telephone support, and an administration console similar to Office 365

• Gmail is the de facto standard for web-based email, offering a 30 GB mailbox per user

• Gmail integrates Google Calendar, which can be shared easily with others, and a Task List


Apps for Work• Apps for Work delivers a suite of desktop productivity

apps beyond Gmail and Calendar

• Less capable, delivering ≈80% of Microsoft Office functionality, but sufficient for base documents

• Reads and writes Microsoft Office file formats• Allows sharing and concurrent editing among multiple

users

Microsoft Office Apps for WorkExcel SheetsWord Docs

PowerPoint Slides


Hangouts• Hangouts is the lynchpin collaboration tool in

Apps for Work• Allows users to communicate in real time or hold

online meetings with up to 10 participants– Instant messaging (also available in Gmail)– VOIP audio/video telephony– Online meetings– Screen and slideshow sharing– Whiteboards using a shared document or an online

service, such as webwhiteboard.com


Hangouts

• Online meetings can be initiated immediately within Hangouts or scheduled in Gmail

• All users must have a Google+ account to use Hangouts and participate in a meeting

• Can be launched from Google+, Gmail, the Google Chrome icon in the Notification Area, or from the Chrome App Launcher


Hangouts

Click the Hangouts icon on the desktop to open the application window, then click on a contact to open a Message or Video Call session.

Instant MessagingVideo/Voice CallOnline MeetingAdd Participants POTS Call

Desktop Icon


Hangouts

A Hangouts session can be initiated from an individual contact record, a Circle group, or an email message.

Hover over a contact's picture or shadow head to display the contact card and the Hangouts bar at the bottom.

Full Contact Details


HangoutsAll recent IM sessions are recorded and saved in Hangouts. Sessions can be archived, if desired.


Hangouts on Air

• Online presentations can be simulcast to unlimited participants and up to 10 presenters

• All presenters must have a Google+ account, but participants do not

• To record the session, the main presenter must have a YouTube account

• Presentations up to 8 hours may be recorded if the YouTube account is enabled to allow recordings greater than 15 minutes


Hangouts on Air

Audio and video sessions can be recorded for reference or future replay on YouTube.

Add participants, setup audio and video, mute audio, turn off video, and end Hangouts session.

Hangouts on Air has a full range of presentation tools available along the left side of the canvas.


Google Sites

• Sites deliver collaboration web sites similar to SharePoint for document libraries, project calendars and task lists, and the publication of related announcements

• Sites are usually created by IT staff, but team members with sufficient knowledge and skill can build project-specific sites on demand


Sites

Sites provide access to document libraries, tasks, calendars, etc.

Site and page settings are applied from the buttons on the right.

Edit Page

Add a Page Page and Site SettingsConfigure Alerts

Sharing Permissions

Site Navigation


Google+

Google+ Communities deliver the social media features for experience and knowledge exchange, and skills identification.


Other Collaboration Tools• Google Docs/Sheets/Slides – online apps for

creating text documents, workbooks, and slideshows– Edit documents collaboratively in real time and with

versioning• Google Drive – provides file storage and sharing

similar to OneDrive, Dropbox, Box, etc.– Consumer 15 GB = Free– Google Apps for Work 30 GB per user– Additional storage available at ≈$10 per TB per month


Apps for Work SecuritySecurity Features/Third-Party Certifications

ISO /ISE 27001 Certification

SSAE 16 / ISAE 3402 SOC1, AT101 SOC 2 and 3 Attestation

HIPPA with BAA agreement

FISMA Certification and Accreditation

95/46/EC – EU Data Protection Directive & California SB1386Primary security functionality consists of 1) boundary authentication, 2) server scattering, and 3) highly secure proprietary O/SAuthentication and data communicated using SSL/TLS, but data not encrypted in storage.


Citrix GoToMeeting• Acknowledged standard in online meeting

applications, but does not deliver a broad range of collaboration tools

• Delivers online meetings and screen sharing with VOIP telephony

• Whiteboards are not directly supported, but participants can control the keyboard/mouse in a common document or use an online service, such as webwhiteboard.com

• Documents can be stored and shared in ShareFile, a companion Citrix product


GoToMeeting

Users can Meet Now or Schedule Meetings in GoToMeeting or in Outlook.

Outlook Add-in


GoToMeetingTo join a meeting, the recipient simply clicks the link in the invitation message.


GoToMeeting

Setup Audio, Screen Sharing, and Webcam in Options.

Click here to record the meeting for playback or sharing.

The presenter controls the meeting through the GoToMeeting control panel.

Participants use the control panel to configure audio or a webcam, or to chat with others in the meeting.


GoToMeeting

Control microphone muting here.

Minimize control panel.

Drawing control setup is necessary for whiteboard sessions.

Additional presenter controls are available from the GoToMeeting drop-down menu.


GoToMeetingUse of a whiteboard is not directly supported, but the presenter can share keyboard and mouse control within an application, such as Word or PowerPoint.

Casey Sims

Strategy session completed by multiple concurrent users in Word.


GoToMeetingMeetings can be recorded for playback or sharing. When the meeting is completed or a recording is stopped, simply convert the recording to shareable format, such as MP4.


GoToMeeting Security

Security Functions / Features

128-bit SSL encrypted authentication

True end-to-end data security using 128-bit AES encryption

Automatic inactivity time outs

Supports strong passwordsParticipant end-point security delivered through digitally signed plug-ins with strong cryptographic capabilities


Citrix ShareFile

• ShareFile, a companion to GoToMeeting, provides the document storage and sharing necessary to support online meetings

• Delivers SSL/TLS encryption in transit and 256-bit AES encryption in storage

• Includes support for mobile devices and integration with Outlook


ShareFile

Add users to the recipients list.

Check the necessary file restrictions.

To send a file, check the file, click Send, and complete the form.

The recipient clicks the download link in the sharing email to receive the file.


ShareFileTo send files using the Outlook add-in, attach the files to a message and click Convert Attachments.

The attachments are uploaded to ShareFile, removed from the message, and a sharing link is inserted automatically.


ShareFile Security

Security Functions / Features

ISO/ISE 27001:2005 certification

SSAE 16 SOC1 and SOC2 accredited data centers

256-bit SSL/TLS encryption in transit

256-bit AES encryption in storage

Granular security settings

99.9% Uptime


Summary CommentsProduct Suite Comments

Office 365 • Allows organizations to leverage their investment in Microsoft Office• Familiar interface will require less staff training• Staff are not forced into an all-cloud solution• Tiered plans provide flexibility in meeting collaboration needs

Apps for Work • True SaaS cloud solution• Not as polished or as powerful as Office 365• Different interface and processes will require significant staff training• Desktop productivity applications will still be required in most settings• Documents and conversation histories are not encrypted in storage

GoToMeeting • Does not provide full collaboration functionality• Best viewed as an online meetings and training add-on• Excellent secure file sharing with ShareFile


Conclusion

Collaboration tools promote knowledge and experience sharing and improve organization effectiveness and productivity.


QUESTIONS?


Best Tools for Collaboration - NCACPA · Skype for Business √ √ √ Gmail Hangouts √ √ √...

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