What’s New in Office 365 Webinar

Are you making the most of your Office 365 software? Microsoft has recently introduced a range of updates to the Office 365 suite. In order to ensure you are getting the most out of your software, Ben hosted a webinar to give you an overview on the latest updates and features you can start using today.

Watch the replay of the webinar, and there are some notes below for your reference. Here’s a free notes page you can download and print if you’d like to jot down a few notes as you’re listening.

Latest Updates in Office 365

Here’s an overview on what was covered in our webinar:

General Updates

  • One of the most noticeable updates recently has been the new icons for each of the Microsoft applications, and a ‘simplified ribbon’ – the menu bar above the applications is a bit more simple and easier to read.
office new icons
  • There is improved integration between applications for more seamless collaboration
Office Online
  • The online version of Office 365 is accessible from a web browser, which is extremely useful when trying to access documents or data from the cloud
  • The online versions are becoming more popular around frontline workers who can access the programs from mobile devices when they’re out of the office.
  • Apps are getting progressively more useful and introducing more functionality, so there are less differences between the online and desktop versions.
  • ‘Design ideas’ is a new feature whereby the program can offer ideas on how to layout your document based on what it thinks you’re trying to achieve (side note: does anyone remember “Clippy”, Microsoft’s Office Assistant in versions of Word?? #flashback)
Microsoft Office Clippy
Office Desktop (PC)
  • Unlike previous versions of Microsoft Office where you have to wait for an upgrade to access updates (ex. Office 2013 to Office 2017), the modern day desktop version of Office automatically delivers updates as long as your subscription is active.
  • Autosave functionality is now on by default and allows real time saving of changes on documents saved in the Office365 cloud.
  • Updates on user interface for improved user experience.
  • Some apps are starting to develop and improve some functionalities that are useful to hybrid devices (Tablet Laptops).
Office Mobile
  • “Any device, anywhere, anytime” is Microsoft’s main mantra at the moment.
  • Outlook mobile has amazing built in applications, which you can download from the App Store and log in as you would to Office 365 online.
  • Through a feature called Scanning, you can take a photo of a text or document written on any surface. You can then have the file saved as pdf with the correct orientation into your OneDrive file.
 Sharepoint and OneDrive
  • ‘Mentions’ are now available within Office documents for better collaboration – for example, if you are editing a document, you can insert a comment and tag a colleague by writing @johnsmith and John will be notified that there is a comment waiting for him.
  • Create reminders for Sharepoint to keep track on which files or documents to update. For example, company policies or risk management assessments that are meant for periodic reviews.
  • Sharepoint allows real-time file sharing that helps create a more efficient collaboration on document and content.
  • There is now more control on how we can share and grant access to content and documents. For example, we can now issue access that blocks the ability for the reader to download the content.
 Stream and Teams
  • Microsoft Stream is a powerful video library for your business. It is now commonly being used effectively for training videos and job interviews. And with the other Office365 apps out there that it can be integrated with, there can be a lot of powerful uses for Stream.
    • Speaker timelines are read with face detection powered by AI technology that detects which speaker is speaking.
    • Speech-to-text functionality automatically takes all of the audio from your video then converts it into text or transcript. It will then be saved next to the video within the Stream application.
    • Transcript search and timecodes is enabling users to search for certain parts of a video more easily.
  • Skype for Business is now being phased out and is going to be replaced by Teams.
  • Microsoft Teams is becoming a hub of where we do work. It is being integrated to most of the apps and features in the Office 365 suite. Also, more businesses are now using Teams as their telephones replacing previous methods of telephony.
  • Staffhub is now replaced by Microsoft Shifts, a little feature in Teams that helps you coordinate your rostering of frontline staff.
  • Microsoft To Do integrates with Outlook’s Tasks to help keep track of important reminders and notes.
 Planner
  • Planner is a task management tool based on kanban methodology that works on the concept of filling Buckets with tasks or, as Microsoft calls them, “cards.”
  • It is a simple and powerful way to organize and keep track of tasks and jobs assigned to team members that allows real-time collaboration and content sharing.
Webinar Q&A

Q: Is the Design Ideas feature available in the desktop version of programs as well as online versions?
A: Yes they are.

Q: Autosave. I assume from what you have said that this won’t work for Box-saved docs?
A: No, it’s just for documents being save to the Office 365 cloud. (Box is another cloud storage software)

Q: Outlook mobile app. Can I log in for my work email and my personal email separately?
A: Yes. You can have multiple email accounts sitting within Outlook mobile app.

Q: If we’re already subscribed to Office 365, do any of these apps cost over and above that?
A: All the ‘standard’ apps exist with your Office 365 plan. There may be additional costs for specialist programs such as Project and Visio, which you could buy on a single license basis.

Q: How do I best deal with tasks in Outlook on iOS?
A: You could use the Microsoft To Do app, as To Do items are now essentially being synced with MS Outlook Task items.

Q: Can I use my OneDrive just like Dropbox for sharing with others outside my organization?
A: Yes. Absolutely.

Q: Does a Search look through all the apps?
A: Yes, but, it can depend on context. (For further explanation, please refer to the webinar video at 55:25)

All of these features, products and services are already available in your Office365 subscription and are ready to be utilized by you. Your challenge is now to make the most out of your Office 365 subscription by taking action on these new features. You don’t need to change everything at once, but what is one thing you can take action on today to improve one part of your business efficiency or productivity? It may only look like a small step at first but all of these little one percenters can make a big impact in the long run.

If you’d like to discuss and understand any of these Office 365 tools further, please don’t hesitate to reach out to us.

O365 Power Up Package
Office 365 for the Real World Webinar

Office 365 for the Real World Webinar

Office 365 for the Real World Webinar

Have you ever wondered how other businesses utilise their business software? The Office 365 suite offers so much capability in powering up your business with a great range of tools available, sometimes all it takes is to have a wider knowledge on how to utilise them. Watch our webinar replay to see how other businesses are using Office 365 to reduce costs and increase efficiency.

In this webinar, Mia McIntyre talks about case studies of real businesses who efficiently make their existing Office 365 tools work for their organization, rather than having to pay for external subscriptions and remember multiple logins. Have a watch of the replay, and there are further notes below.

How Other Businesses are Using Office 365

File Storage and Sharing

Company: Sovereign Property Development

  • Property Development Firm
  • 15 staff and growing
  • Were paying Monthly or Annual payments for Dropbox accounts

Having to share files throughout the team and to external parties can be a tough job and an expensive one too. However, Microsoft’s solution to this is Sharepoint (for business files) and OneDrive (for personal files). These tools only require a single log in and let you efficiently and securely store, manage and share your files in the cloud, through to the organisation and to external people.

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A lot of people get confused with the functionality of these two tools. They are both cloud storage options and are very efficient with file sharing but their difference lies on their purpose:

Sharepoint

  • This is where business data is stored
  • It lets you choose who has access to the data
  • It is a single source of truth – only one true document, rather than multiple versions

OneDrive

  • Can be an alternative to your internal hard drive storage (Local Disk C:)
  • Can be automatically synced to your local storage

 

Feedback Forms and Surveys

Company: Healthy Helpers

  • Health Consultancy
  • A team of 42
  • Uses a paid SurveyMonkey subscription to send feedback forms to clients and exports results into Excel

When it comes to capturing feedback from our clients, the Office 365 solution is Forms, with the additional functionality of Microsoft Flow to export the data into other programs. These apps are already included in your Office365 suite.

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Forms

  • Simplified form creator
  • Offers Anonymous feedback

Flow

  • Automation tool
  • Captures form information to bring into another environment (e.g email, newsletter, document, etc.)

 

Managing Tasks

Company: Good Change

  • Not-for-profit organisation
  • Many volunteers and staff
  • Currently uses Trello to track team tasks

When it comes to task management, there are a lot of tools that stand out and there is one in your Office 365 suite. It can be a headache to set up a new account to track the tasks of a fresh employee onboard but Office 365 has a solution –that is Planner. With a single login, you eliminate the risk of forgotten login details. Planner uses Kanban methodology that helps provide an easy and intuitive view of your tasks.

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Planner

  • Manage and Monitor Tasks for the Team
  • Assign and track tasks of team
  • Collaborate tasks with the team

 

Education and How-to Documents

Company: Moving Forward Logistics

  • Logistics firm
  • Onshore and Offshore staff
  • Struggling to manage onboarding with regards to training

In an organisation that is rapidly growing, it is vital to keep track of company systems and processes and enable new staff to be onboarded easily. Office 365 offers Stream and Sharepoint to keep track of these systems easier. Sharepoint lets you store and manage your content to share with whomever you want, so it’s a great place to store company procedures and other documentation. Having Stream is simply like having Youtube exclusively for your business, which means that it is well suited for recording and storing training videos for your team.

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Managing Communication and Meetings

Company: Change Solutions

  • Consulting Firm
  • Global staff
  • Currently using paid Slack for communication, meetings and sending files

How many of us are using paid meeting tools? What if there is another option that won’t cost you an extra buck? We’re talking about Microsoft Teams here, which allows you to either internally or externally set meetings and communicate with the people in your organization. Another good thing is that it is fully integrated to the rest of your Office 365 tools so all your data, such as files, chat conversations, plans and videos, is fully accessible within Teams.

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Microsoft Teams

  • Schedule Meetings for video or audio calls
  • Record video and audio during meetings and save to Stream
  • Create Teams where you can communicate as a group chat
  • Connects to Sharepoint so data is integrated

 

Simple Application and Automation

Company: Home Helpers

  • Carers Agency
  • 20 carers
  • Quoted $50,000 to get various apps for logging job information

Who would’ve thought that a simple process of trying to know when carers clock in or clock out could cost so much? Having to plan and build an application from scratch is a long process and by the time they’re done, they might not be as flexible to the changes in processes and technology as they should be. Microsoft provides a solution for this –Powerapps and Flow. With Powerapps, you can create form-style apps that can integrate with Flow for actions. And this is cost-effective and adaptable to your future changes.

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 Powerapps

  • Create simple business apps using templates and point-and-click design
  • Easily connect your app to data and use Excel-like expressions to easily add logic.
  • Publish your app to the web, iOS, Android, and Windows 10.

Flow

  • Create action from the Powerapp

 

What is an Online Environment?

Put simply, “because it’s online, it’s essentially like Googling your files” (Mia McIntyre). In a modern world of IoE, it’s no surprise that it also influences how the modern work environments are set. Nowadays, you can access the whole lot of your organisation’s documents, files, processes and even teams in just one click of a mouse.

You can create a company dashboard that has your Vision, Mission and Values plus anything you might be needing for your team. It’s endless what you can do, just limited to your imagination!

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Webinar Q&A

Q: Does Forms offer an option for anonymous feedback?

A: Absolutely. There are two options in creating forms, a) create an anonymous form; b) shows your Office365 login

 

Q: Do volunteers need a paid Office365 account on your domain to access Teams and Planner?

A: You can have external users in those environments but, Microsoft is still a money-making business so even if it can be done, some features may be unavailable. Security-wise, no one can anonymously access the account randomly therefore, it still requires an active log in.

 

Q: With Teams Meetings, do all attendees need to have Teams set up or can their Skype for Business link into the Teams conference call?

A: Yes, it’s linked at the moment but, remember that Skype for Business is being discontinued in the future so you can’t guarantee the experience.

 

Q: Is Teams a practical, direct replacement for Skype for Business or should they co-exist?

A: The change management plan is to completely replace Skype for Business with Teams.

 

Q: Can OneNote be used with Flow?

A: You can connect documentation in OneNote with Flow but, it would be a lot of setup. Our advice would be to capture your information in Powerapps by Forms not in OneNote.

 

Q: What can you recommend as alternative to Microsoft Project?

A: There is no clean replacement for it.

 

Q: Where does Outlook Customer Manager fit into all this?

A: Customer Manager is a plugin that you get from a business premium account. It is tied into everything. A plugin that sits in Outlook that allows you to capture information around a client based on their email address.

Now that you can see how other businesses are using Office 365, you must be filled with ideas on how to improve the utilisation of your own Office365 business tools. Were all your questions answered? If you do have additional questions or points that weren’t discussed in this webinar, we’d be happy to have a conversation with you.

 

Want an assessment on how you can power up your Office 365 usage? Talk to us today to see if our Power Up Package is right for you.

How to Get Started with Sharepoint

SharePoint is cloud-based software that businesses can use to create their own team sites and portals. These sites enable businesses to share and collaborate on their content with colleagues inside and outside the organization from any device.

So, for example, picture a website that employees can login to, with a home page that has links through to the main apps used within their organisation, plus lists (maybe an asset register) and document libraries, with easy access to policies and procedures, forms and templates, marketing collateral and images that need to be shared by all staff, and maybe some promotional videos. Sound pretty cool?

A sample view of what Sharepoint looks like on a mobile device.

While historically it’s been a program used only in big enterprises, the features of SharePoint are now easily accessed by small businesses as SharePoint is included in Microsoft’s Office 365 subscription, which many businesses use anyway. So, for no additional costs, small businesses are able to utilise SharePoint and harness the power of their very own virtual office.

So how do we get started with SharePoint?

We invited Mia McIntyre from MiVirtual to deliver a webinar on how small businesses can get started with SharePoint, and she gave an awesome presentation. If you missed it, here’s a replay:

As well as doing a detailed demonstration of what SharePoint can do, here are the main points that Mia covered in her presentation:

Why should we use SharePoint?

  • Cost
    • If you already have Office 365, SharePoint is included in your license so you don’t need to pay for other file sharing services, such as Dropbox.
  • Efficiency
    • Just use one login to access a number of different programs.
  • Collaboration
    • Document collaboration is one of SharePoint’s best features.
    • You can work on the same version of a document simultaneously with colleagues and clients, and it will save automatically (instead of having to email drafts backwards and forwards and not knowing which is the most current version).
  • SSOT
    • ‘Single source of truth’ – if you’re working on a file stored in the cloud on Sharepoint, you are making changes to the same single source so you know that you are always working on the most current document.

What is Sharepoint?

    • It’s a cloud-based service hosted by Microsoft
    • For businesses of all sizes
    • Included in your Office 365 plan (or stand-alone)
    • Use it to create sites to share documents and information with colleagues, partners, and customers.
    • Every site has a landing page
    • You can have subsites, lists, apps, document libraries, etc.
    • Everything is highly customisable

What do I need to do before starting to build my SharePoint site?

Think about your current situation and what your requirements are for a cloud-based document storage system.

    • What programs do you currently use?
      • Write down all your logins and do an audit.
      • Are there any that require you to have documents stored locally?
    • What are your current pain-points in the business?
      • What causes the most frustration and inefficiency when you’re dealing with document storage and collaboration.
    • What features can’t you live without in your business?
      • What are your integral pieces when dealing with documents in the office – shared calendars? Etc.
    • Review your organisational structure and file structure
      • Even if there’s only you in the business, write out your organisational structure based on the roles/responsibilities performed and what it takes for your business to function.
      • Where and how are your files currently stored?

Get Ready to Build 

    • Create an example structure of how you want your SharePoint site to look, confirm the structure you want to run with and think about your basic theming and aesthetics.
    • Prepare your team. Get them on board for the change, get their input and feedback, and provide training and support after the change.
    • Outsource what you need to. Get help with things like data migration from your IT provider so that it’s a smooth process.

What if I still need help setting up my SharePoint site?

Grassroots IT and MiVirtual are on hand if you have questions about SharePoint or you would like assistance with creating your team site. We have some basic, fixed-price Sharepoint Packages available if you want us to get your site up and running quickly and need training on how to use it, or some consultation can be provided on an hourly basis.

Get in touch today to discuss your SharePoint needs further, either by email or call us on 1300554138.

 

skype for business

Skype for Business: Quick Start Webinar

Are you looking for effective communication methods within your business? If you haven’t used Skype for Business before, you might not know how well it integrates with Office 365 as a communication solution for your team, connecting them together from any location. If you’re already using Skype for Business, check out the webinar below to see how you can make the most of its great features.

In this webinar, Ben shares his experience and suggests different uses that can be implemented into any team communication practices. Annie has put together an awesome visual map of the notes so you can follow along with the webinar.

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Skype for Business:

If you have Office 365, it’s more than likely that your subscription includes Skype for Business and (the best part is) you can use the same login.

If you’re familiar with Skype, you’ll know the basics include instant messaging, voice call and video call. Skype for Business goes beyond these features and allows you to:

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  • categorise your contact list
  • co-author documents
  • share your desktop screen
  • share particular files or presentations
  • and do all of this in individual or group chat rooms.

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Create Skype Meeting invitations in Outlook.

Easy integration with Outlook lets you jump directly into a Skype Meeting from your Outlook Calendar invitation. If one of your attendees doesn’t have Skype for Business, it will take them to a web based version so they don’t miss out.

As it is now, you can only set up a Skype Meeting in your own calendar, not in other calendars that have been shared with you. This is a feature that may change in future updates.

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Use features to engage a large group:

Use whiteboard, polls and Q&A features to help energise and engage your group discussions.

skype for business

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Your questions answered:

Q: How many can participate in a S4B meeting?

A: Across all Office 365 options, you are allowed 250 participants.

Q: How many can simultaneously co-author a doc?

A: Default 10, Max 99. You may find that if you have more than 10 users co-authoring a document at the same time the user experience will degrade gradually.

Q: Is S4B call conferencing available?

A: Yes with the E5 plan or as a paid addition to the E3 plan.

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By now you should be ready to collaborate with your team. Remember, you can use Skype anywhere that has a good internet connection (SFB is a bit bandwith hungry!), so stay in the office and chat with your team while they’re onsite.

Ready to put your new found knowledge into practice? Follow this link to download Skype for Business.

 

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The Complete Guide to Setting Up a Webinar

You may have noticed that we love producing educational (and fun!) content for our community, including webinars. A webinar is a live seminar or workshop delivered over the internet, and can be a great way to inform and educate people (who may be located all around the globe!) on a topic of your choice. Attendees don’t even need to leave their desks to receive all your valuable information!

There are three main tools that we use to bring our webinars to life:

Eventbrite is a self-service ticketing platform that lets anyone create, share, find and attend events (anywhere in the world!).

Zoom unifies cloud video conferencing, simple online meetings, and cross platform group chat into one easy-to-use platform.

Zapier is a tool that allows you to connect apps you use every day to automate tasks and save time.

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1. Setting up the registration page

The first thing we need to do is create an event registration page. You will need to decide the time, date and topic for your webinar. Consider having guest presenters who are knowledgeable about your topic of choice, they will bring value to your webinar. For a step-by-step guide to Eventbrite click here.

Once it’s complete it will look something like this. You can go back and edit/manage at any time.

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webinar-capture

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2. Setting up the webinar page

The webinar page is the simplest but most important part of the set up. This is the virtual “room” where you and your attendees will meet on the day. You can set it up in a way that allows specific people to “host” along with you. Make sure the time and date matches the one you’ve put on your registration page.

You can also record the webinars and make it available on your website or YouTube later on. See an example here.

Zoom sends a unique link to each person who registers for the webinar. Without this link, they will not be able to attend and participate in the webinar. So how do we get a unique link from Zoom to send to a new registration from Eventbrite?

Enter Zapier.

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3. Create the Zap!

Zapier is so simple once you get your head around it. Basically you tell Zapier what Trigger will inform the Action. In this case when someone registers for the webinar via Eventbrite, they will get an email with their own unique link from Zoom. Here’s what it will look like in Zapier:

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zpier

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Now that you’ve created the registration page, webinar page and zapped them together, you can now start to market your webinar. We usually send an initial email to our contact list advertising the webinar and then add it into our fortnightly newsletters. We create a promotional image for social media and share it using Facebook, Twitter, LinkedIn and Google+. Sponsored Ads also work well to keep your message top of mind and reaching a wider audience. Here’s a great article by HubSpot which gives you a rundown on 17 ways to guarantee nobody misses your next webinar.

If you’d like to know more about creating promotional images and the tools we use to send promotional emails you can read our blog here. Make sure you sign up for our next webinar, and be sure to let us know if you’re having one too!

 

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Keeping your business safe with Datto Business Continuity solutions

Ransomware is becoming a leading threat to small business in Australia. It’s a type of malware that encrypts data on infected systems and locks its victim’s files and allows criminals to demand payment to release them. Small businesses are particularly vulnerable to these attacks.

In this webinar, James Bergl from Datto shares the steps you can take to keep your business safe from these expert hackers.

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More data is being created and stored, by companies of all sizes. Data will continue to grow at rates from 11% to 40% annually (Enterprise Strategy Group). Amount of data could grow by 50 times by 2020. (IDC)

SMBs are part of the “big data” wave.  It really just means smarter use of their data, in turn making it more valuable.

For SMBs, their data is their lifeline.

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Have you experienced disaster in your business?

Earthquakes are a real threat here.  And even in a minor earthquake you may not be let back into a server room until the building is inspected. However, there are more and more threats to a business’ data.  Not just big natural disasters but the day-to-day data loss disasters caused by malware, server failure, power outages and human error.

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Evaluate your risk

Aging equipment and more security risks will drive more data failure and potential data loss for businesses of all sizes, particularly small business.

95% of companies experienced an unplanned data center outage in the past two years. (Ponemon Institute)

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Protecting your data is protecting your business

You wouldn’t consider running your business without insuring your employees or the physical components.  For example, you have have insurance for the physical desktops in case they get stolen, but what about the more valuable data that it contains?

Most business liability insurance policies do not cover data loss.

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What is true Business Continuity?

Just backing up the data is not enough. Business Continuity is about keeping the business up and running in the event of an outage.

  • Hybrid cloud-based backup
  • Image-based backup

Backup entire servers, not just select sets of files.

  • Delivers superior

RTO = Recovery Time Objective
How much downtime can you withstand?

How long can your business be down without it affecting your bottom line?

  • Seconds
  • Minutes
  • Hours
  • Days
  • Never

 

RPO = Recovery Point Objective
How much data are you willing to lose?

  • Eliminates downtime (Virtualization)

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dattoo

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To sum it up…

 

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  • Ransomware is rife & will cost your business money and time
  • Backup is not enough to deliver business continuity
  • Grassroots & Datto are committed to delivering a complete solution to protect you against downtime

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Offer:

FREE RTO/RPO Consultancy Session with Grassroots IT

30% discount on all 3 year contracts before December 14th 2016

Email: ben@grassrootsit.com.au

 

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building offshore team beepo

Building your offshore team with Beepo

Welcome to Building your offshore team with Beepo! Outsourcing and offshoring is a global phenomena and the resourcing market is changing. The Internet and Cloud are enabling businesses access to the World’s best talent. We were joined by Aimee Engelmann, CEO of Beepo, to share her insights of the outsourcing and offshoring market.

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Why is the Philippines #1 for outsourcing and offshoring?

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  • English is the primary language
  • Half a million University graduates a year
  • Cultural fit
  • Accent more palatable
  • Time Zone 7am start for 9am AEST

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Beepo

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Hiring offshore talent

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    • Ability to hire specifically for your needs, match a staff member 100% to your business
    • Skills test staff using your business scenarios to find a stand out performer
    • Management of all Human Resources aspects and day-to-day supervision is done for you
    • Work from office mode, secure, and you can protect your IP
    • Facilities, professional office, high speed internet connectivity, direct dial phones, training
    • Less staff turnover, reliable, and highly scalable

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Beepo

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Types of Roles

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      • Customer Service Consultants – phone, email, chat
      • Graphic Design, Animation, Web developers
      • Social Media Marketing & Digital Marketing
      • Search Engine Optimisation (SEO) and Marketing (SEM)
      • Data mining, database management
      • Software and App development
      • Bookkeeping, Accounting, AP, AR, payroll
      • AutoCAD Drafting, Building Estimators
      • Back of house processing
      • Executive assistant
      • Outbound agents – telesales and appointment setting

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Beepo

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Why is this so important?

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      • Fleet Scheduling
      • Level 1 Maintenance
      • Accounts Reconciliation
      • Fines, Tolls processing
      • Sales and Reservations
      • Content Development

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Beepo

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Manufacturing

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      • Dip their toe in the water with administration support roles
      • Moved into product design – CAD Drawing
      • Main competition on high volume products was from China
      • Opened a Manufacturing facility in Clark, Philippines to support their Australian business
      • No decline in Australian staff

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Beepo

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Professional Services

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  • Struggling with inaccurate bookkeeping and the expense of tidy up as an Accountancy Firm.
  • Discovered offshore talent and launched a Bookkeeping company.
  • Staffed and Marketed 100% by Offshore talent.
  • Profitable and viable business as stand alone. Solved a major pain point in the Accounting Firm.

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The 5 common paths to outsourcing failure

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  • Superhero – don’t try to find someone with a wide variety of skills. Apply the same logic of hiring someone to what you would do if you were hiring in Australia.
  • It’s true because it’s in the resume – test skills before hiring.
  • Yes=? – the soft yes. Avoid asking questions that require a yes or no answer. Rephrase your questions so you can get the right answer you’re looking for.
  • No feedback – make sure the feedback is communicated in a speedy manner.
  • The time poor entrepreneur – dedicate time to communicate with your offshore team regularly.

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For more resources or any questions you may have please visit:

www.beepo.com.au

www.aimeeengelmann.com.au

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5 Steps to an Awesome Workplace Culture

Organisational culture is just like everything else. It will constantly change over time.

So what does this mean for your business? How we can preserve things that are great about our business?

Grassroots IT has recently recruited the help of wattsnext HR to help make the our team great and we want to share these secrets with you!

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5 Steps to an Awesome Workplace Culture from Grassroots IT on Vimeo.

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Step 1: Get your story straight

 

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vision (1)

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Vision

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Where do you want to go? What do you want to be?

 

 

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Autumn (1)

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Mission

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Why does this business exist?

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Autumn (2)

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Values

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What are the guiding behaviours that will make it happen?

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Integrity: We get it done with no ego and no excuses

Courage: We work on the skinny branches

Honesty: We have confidence to tell it as it is

Innovation: We let our creative juices flow

Passion: We are always passionate and in tough times we fight

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Step 2: Connect the dots

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How can we make sure that the story of your business becomes a day-to-day reality?

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Role Clarity

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  • What are the three big rocls of each role?
  • What outcomes do we require?
  • What does this role look like when it is being done exceptionally?

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Structural Clarity

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  • Is the structure funcational?
  • Has it been built in response to functions or people?

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Communication Lines

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  • Are the same questions going to different people?

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Decision Making Parameters

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  • Can we remove all the grey areas?
  • How can we empower people?

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Step 3: Alignment with your “humans”

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We’re dealing with actual, real-life people here!

Find the right humans – how are you going to source them?

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  • Proper onboarding and reboarding.
  • Keep them informed and accountable.
  • Help them work together and make it enjoyable.
  • Development. Development. Development.

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sir richard branson

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Step 4: Sell the benefits of leadership

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tom peters

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Leadership is a mindset and a skill set.

It is not a title on a business card.

People don’t want managers, they want leaders.

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Step 5: Grab your crystal ball

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The future of work is here – embrace it!

Seriously, things are about to get really different.

There’s a healthy competitive advantage waiting for anyone who wants to move now.

Google “millennials”  don’t end up as someone who doesn’t get it.

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future

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About wattsnext

 

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  • A provider on insourced HR
  • Operating nationwide and abroad working with SMEs
  • Performance/HR Management/Compliance/Recruitment Strategy
  • Don’t like “HR” very much!

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To learn more about workplace culture and the future of work, connect with wattsnext online:

Twitter

Facebook

Website

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cloud file storage

Cloud File Storage and Collaboration with Soonr

Before we moved our files over to a cloud file storage system we were struggling keeping our shared files organised. We were constantly emailing documents back and forth with external clients and partners. Working remotely and collaborating was always difficult.

We kept thinking, “there has to be an easier way!”

Well thankfully, there is. Watch our webinar below to learn more about Soonr, the cloud based file storage and collaboration platform that has transformed the way we work here at Grassroots IT.

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What does a good cloud file storage service look like?

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Mobile Productivity:

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  • Access & work on the files you need at any time from anywhere.
  • Online & Offline Access and Network files
  • Office-based and remote team members can collaborate as if in the same location

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Ability to securely SHARE information with anyone:

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  • Easy and secure sharing of files with internal & external parties
  • Branding & No Tool Adoption
  • Encryption of files

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Security & Control:

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  • Controlled access for content, users and devices
  • Version Control & File Retention: Access to the most current file version – no more confusion
  • Server support

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File sharing has had a significant changes on the mobility of business.

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File Sharing / Collaboration Challenges:

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  • Keeping everyone up to date
  • Sharing large files
  • Working on the go
  • Accessing files anytime
  • Organising files
  • Securing corporate data

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Impact of File Sharing Challenges:

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  • Significant impact on the business and productivity
  • Client facing employees & Executives
  • Workers who all interact with a large number of external partners, customers and teams

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Approved File Sharing  Systems:

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  • 78% didn’t have an approved file sharing system

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Key functions of Soonr:

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Company File Service / Hybrid Environment:

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  • Company file repository in the cloud with mobile access

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Deal-Room:

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  • Secure sharing with clients, partners and suppliers

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Dropbox for Business Replacement:

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  • Secure email alternative when dealing with large files

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Mobile Workers:

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  • Mobile office productivity, integrated editing, annotation, fax, etc. in one app

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Soonr gives your company full control over:

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Policies:

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  • Backups – allowed / not allowed
  • Password Policies
  • Session Policies
  • Online Editing Policies
  • Device Policies
  • Mobile Device Policies
  • IP address whitelisting

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Configurations:

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  • Branding
  • AD Integration
  • Single-Sign On

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Disable Data & Data Wipes:

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  • Remove Team members; re-assign projects and wipe data

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cloud file storage

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Try Soonr for yourself:

  • 30 Day Free Trial
  • Email help@grassrootsit.com.au to request your free trial
  • Utilise Grassroots IT services to set up Soonr as your Cloud File Server replacement

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winding back the clock

Winding back the clock

We all know that technology is a rapidly changing industry and we are constantly being told we need to keep up. Today, I want to do something different. I want to take the time to go through 10 of my favourite Grassroots IT blog posts. I’ve raided the library and chosen the ones I think are still relevant and useful to you. These are the ones you may have forgotten about, or may have never read, but they might just be coming to you at the right time.

So. Sit back. Relax. Grab that mid morning coffee and have a read. All below for your reading pleasure.

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How to get the most out of your IT support team

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How to get the best from your IT Support Team

It’s fair to say that you’ve invested a lot in your IT support team. If you have an IT support team in house, then you’ve spent time and money recruiting them, training them, and developing them with the hard and soft skills necessary to perform at a high standard. You’ve spent money on computers, software, desks, all sorts of gadgets you may not understand, and of course plain old (but not plain cheap) floor space in your office.

Keep reading here!

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The 3 things every business owner needs to know about their backups

 

Brisbane and large parts of Queensland were hit recently by Tropical Cyclone Marcia, with extensive damage and destruction left in its wake. Thankfully none of our clients across greater Queensland suffered any real damage, and by the time the weather reached Brisbane, although it brought with it a heap of rain, there was no real damage or destruction beyond some minor flooding.

Keep reading here!

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Need to know about your backups

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How to Identify Malicious Phishing

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How to identify a potentially malicious phishing email

There’s a lot of risk these days with emails arriving in your inbox, spam that’s essentially carrying some sort of a malicious payload. It’s dangerous in the sense that it will potentially risk installing some bad software or virus or malware … something like that on your computer.

Keep reading here!

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Announcing our free downloadable BYOD Policy Template

The Bring-Your-Own-Device (BYOD) trend is well and truly here to stay, with employees pretty much expecting these days to be able to bring their own personal choice of mobile device to work with them, and use it to access corporate data and systems, usually starting with email.

Keep reading here!

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BYOD Policy

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How Hipchat can solve your internal communication problems

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How HipChat solved our internal communication problems

Our team cover various functions such as technical support, administration, finance and marketing, and just like more and more businesses don’t necessarily all work from the office, at least not at the same time. It’s normal for us to have at least one or two people working remotely at any one time, either from home, or from a client site.

Keep reading here!

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Going to ProBlogger? Here are our top travel tech tips.

The tickets are booked, clothes are in the suitcase and we’re humming the tune of “Leaving on a Jet Plane” (actually we’ll be driving, but you know). But what about the gadgets, widgets, and other technology to make life a little easier whilst in transit? We asked some tech-savvy business travellers what their top travel tech tips.

Keep reading here!

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DB9DC8E9-E0DF-4FED-B603-925CADF0F9D1

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Top 3 tips to reducing your IT costs

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Top 3 Tips to Reduce IT Costs

Years of IT consulting have taught me where and how people spend unnecessary money on IT and lose their competitive edge. My goal with Grassroots IT is to help small to medium businesses get the most value from their technology investment. Here are three simple tips that can help you reduce IT costs and take charge of your technology today.

Keep reading here!

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Is Your IT Health Check up to Date?

You see, while technology appears to be solving all of our problems, they still suffer from some of their own. With a little forethought and a little TLC, there are ways and means to minimise the impact when technology does fail. There are also ways to improve their function and monitor their health. Simple checks on servers and network systems can save you much time and money in the long run.

Keep reading here!

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Is your IT health check up to date

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how we collect client feedback

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How we collect Client Feedback

From the day we opened the doors at Grassroots IT over 10 years ago we have had a passionate focus on our clients, and how we can best help “keep the light green” for them, so they can focus on growing their business and not be held back by technology problems. We obviously need certain technical skills to help deliver on this, but just as importantly we need to effectively engage with the people involved. Thus our tagline – “IT Help for Humans”.

Keep reading here!

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How to successfully deal with IT problems

Technology can be an amazingly powerful business enabler, pretty much everyone agrees on that point. But it can also be bloody frustrating at times. Its ok, I get it. Even though we’re the experts it happens to us too. In fact not only do we get to deal with our own frustrations with IT, we also get to deal with our clients annoying IT problems!

Keep reading here!

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How to successfully deal with IT problems

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