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Public sector guide to selecting a collaboration solution

Kahootz
Kahootz

This document provides a guide for public sector organizations to choose the right online collaboration tool. It outlines seven key issues to consider: ease of use, agility, scalability, adaptable contexts, low flexible pricing, compliance with standards, and support. The guide recommends sourcing software from the UK government's G-Cloud to benefit from approved security, standard contracts, fair pricing and tailored support. It encourages claiming a free trial of Kahootz, an online collaboration software designed for public sector organizations.

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A PUBLIC SECTOR GUIDE Choosing the right online collaboration tool - Your essential checklist A PUBLIC SECTOR GUIDE If its collaborative, its in Kahootz 1
Choosing the right online collaboration tool for your public sector organisation This guide is essential reading if youd like to: Understand the seven key issues facing public sector organisations wanting to invest in a cloud collaboration tool Source software at favourable terms from a Government-approved source Get help and advice on choosing online collaboration software A PUBLIC SECTOR GUIDE 2
Contents Choosing the right online collaboration tool the seven key issues 4 An idea to get you started 8 Claim your free trial! 9 A PUBLIC SECTOR GUIDE 3
Choosing the right online collaboration tool the seven key issues Putting online collaboration at the In How to collaborate online: Its a vital decision to make. Because heart of your work can help you deliver a public sector guide we took a youll be using collaboration tools on a better services, create efficiencies and close look at how national and regional daily or near-daily basis, you need to work more effectively in partnership. public sector organisations were driving get it right otherwise you can end It can also make the development of innovation with online collaboration up going down the expensive route of shared services much simpler, faster and how it is behind such a wide range buying different software packages to and more thorough. of public sector innovation. do the work of one. In our earlier guides for the public But while theres no denying that So before you do choose any software sector, we covered a range of benefits collaboration tools bring huge for your organisation, be sure to that online collaboration can deliver. advantages to modern public sector consider all of the following factors. In Doing more with less you saw how working, there are so many different Theyre important in terms of staff the right collaboration tools can help types of collaboration software to adoption, cost, future-proofing and you cut the cost of procurement, IT choose from. You need to know overall effectiveness. costs and staffing, as well as help how to choose the best one for you deliver joined up government, your organisation. improve consultations and increase stakeholder engagement. A PUBLIC SECTOR GUIDE 4
1. Ease of use 2. Agility 3. Scalability Some collaboration software is much One size doesnt fit all, so opt for In the public sector world, the number easier to use than others. Ease of an agile collaboration system that of partners and projects youre use is essential if you want employees allows you to tailor your workspace to concerned with will fluctuate often. to embrace collaboration and if you your users and your partners. Some That means you will need collaboration want to keep training costs as low systems allow you to apply your software that easily allows you to add as possible. departmental or corporate branding extra users as and when you need them and create templated workspaces and to remove them when they no Dont take a software providers word with the functionality you and your longer need to be involved. that their solution is simple to use partners prefer and need. Again, look they havent tried using it in your for software that offers you a free trial, organisation. Look for a package that allowing you to test it in a number of offers you a free trial, allowing you to different ways before you commit to it. put the software through its paces with a small team of colleagues. A PUBLIC SECTOR GUIDE 5
4. Adaptable contexts 5. Low, flexible pricing 6. Compliance Different uses of collaboration software Sometimes scalability comes at an with standards require different functionality. For unnecessary cost. Avoid software As a public service organisation, you example, you need a different set of providers that want to lock you into have a statutory duty to make sure tools for co-developing shared long-term contracts based on the your software and communications are services than you do for sharing maximum number of users you are accessible to all staff and external users. procurement and tender information likely to require. For this reason, ensure that any online with potential suppliers. collaboration tool you choose meets This can be extremely expensive and and ideally exceeds approved To ensure your software remains wasteful, especially if you only rarely Government standards of accessibility. simple to use, you need to be able to need the peak number of users. create workspaces that give users only Instead look for software that gives you Equally important, your stakeholders the tools they need in any given the an affordable per-user cost, ideally on information and your own files need to particular context. If possible, also opt a pay-as-you-go basis. This will allow be kept secure. Choose a solution with for software that allows you to create you to respond to new projects as they Government-approved security and a full templated workspaces with pre-loaded occur, and cut your costs back when audit trail of activity. tools for common deployments you dont need the additional users. such as secure deal rooms and project workspaces. A PUBLIC SECTOR GUIDE 6
7. Support No matter how simple your chosen If youd prefer not to take the risk, opt collaboration software is, things do for a software provider with a proven sometimes go wrong. For that reason, track record of supporting the public its a good idea to check out your sector. Look for suppliers that have potential providers support package. Is been trading successfully for a number there a friendly and helpful voice at the of years and which you feel are likely to end of a support line? Can the company thrive in the future. make site visits if you need them? Also, in a fast-growing sector of the software market, youll find that some online collaboration packages are sold by relatively young companies. This is a risk you need to consider will your chosen company be around to offer support in 1, 3 or 5 years time? A PUBLIC SECTOR GUIDE 7
An idea to get you started As a public sector organisation, we recommend you source software Projects are executed using the Governments by humans. And humans G-Cloud Cloudstore. must interact. Alistair Cockburn & Jim Highsmith, 2004 By sourcing software from the G-Cloud you benefit from approved security, standardised contracts, fair pricing and support thats tailored to the sector often with special pricing as well! A PUBLIC SECTOR GUIDE 8
Claim your free trial! Enjoy a free trial of Kahootz its online collaboration software that helps public Need help or advice? Were sector organisations at all levels deliver here to answer your queries. more for less. Simply log on to kahootz.com to claim your no-obligation trial. It gives you full-featured access for up to 10 people, allowing you to immediately try out the software in a large number of real-world situations. A PUBLIC SECTOR GUIDE 9
1 Weston Court, Newbury Road, Weston, Berkshire RG20 8JE t. +44 (0)1488 648 478 e. info@kahootz.com kahootz.com @Kahootz For more information about Kahootz and to sign up for a FREE trial please visit: kahootz.com A PUBLIC SECTOR GUIDE If its collaborative, its in Kahootz 10

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Public sector guide to selecting a collaboration solution

  • 1. A PUBLIC SECTOR GUIDE Choosing the right online collaboration tool - Your essential checklist A PUBLIC SECTOR GUIDE If its collaborative, its in Kahootz 1
  • 2. Choosing the right online collaboration tool for your public sector organisation This guide is essential reading if youd like to: Understand the seven key issues facing public sector organisations wanting to invest in a cloud collaboration tool Source software at favourable terms from a Government-approved source Get help and advice on choosing online collaboration software A PUBLIC SECTOR GUIDE 2
  • 3. Contents Choosing the right online collaboration tool the seven key issues 4 An idea to get you started 8 Claim your free trial! 9 A PUBLIC SECTOR GUIDE 3
  • 4. Choosing the right online collaboration tool the seven key issues Putting online collaboration at the In How to collaborate online: Its a vital decision to make. Because heart of your work can help you deliver a public sector guide we took a youll be using collaboration tools on a better services, create efficiencies and close look at how national and regional daily or near-daily basis, you need to work more effectively in partnership. public sector organisations were driving get it right otherwise you can end It can also make the development of innovation with online collaboration up going down the expensive route of shared services much simpler, faster and how it is behind such a wide range buying different software packages to and more thorough. of public sector innovation. do the work of one. In our earlier guides for the public But while theres no denying that So before you do choose any software sector, we covered a range of benefits collaboration tools bring huge for your organisation, be sure to that online collaboration can deliver. advantages to modern public sector consider all of the following factors. In Doing more with less you saw how working, there are so many different Theyre important in terms of staff the right collaboration tools can help types of collaboration software to adoption, cost, future-proofing and you cut the cost of procurement, IT choose from. You need to know overall effectiveness. costs and staffing, as well as help how to choose the best one for you deliver joined up government, your organisation. improve consultations and increase stakeholder engagement. A PUBLIC SECTOR GUIDE 4
  • 5. 1. Ease of use 2. Agility 3. Scalability Some collaboration software is much One size doesnt fit all, so opt for In the public sector world, the number easier to use than others. Ease of an agile collaboration system that of partners and projects youre use is essential if you want employees allows you to tailor your workspace to concerned with will fluctuate often. to embrace collaboration and if you your users and your partners. Some That means you will need collaboration want to keep training costs as low systems allow you to apply your software that easily allows you to add as possible. departmental or corporate branding extra users as and when you need them and create templated workspaces and to remove them when they no Dont take a software providers word with the functionality you and your longer need to be involved. that their solution is simple to use partners prefer and need. Again, look they havent tried using it in your for software that offers you a free trial, organisation. Look for a package that allowing you to test it in a number of offers you a free trial, allowing you to different ways before you commit to it. put the software through its paces with a small team of colleagues. A PUBLIC SECTOR GUIDE 5
  • 6. 4. Adaptable contexts 5. Low, flexible pricing 6. Compliance Different uses of collaboration software Sometimes scalability comes at an with standards require different functionality. For unnecessary cost. Avoid software As a public service organisation, you example, you need a different set of providers that want to lock you into have a statutory duty to make sure tools for co-developing shared long-term contracts based on the your software and communications are services than you do for sharing maximum number of users you are accessible to all staff and external users. procurement and tender information likely to require. For this reason, ensure that any online with potential suppliers. collaboration tool you choose meets This can be extremely expensive and and ideally exceeds approved To ensure your software remains wasteful, especially if you only rarely Government standards of accessibility. simple to use, you need to be able to need the peak number of users. create workspaces that give users only Instead look for software that gives you Equally important, your stakeholders the tools they need in any given the an affordable per-user cost, ideally on information and your own files need to particular context. If possible, also opt a pay-as-you-go basis. This will allow be kept secure. Choose a solution with for software that allows you to create you to respond to new projects as they Government-approved security and a full templated workspaces with pre-loaded occur, and cut your costs back when audit trail of activity. tools for common deployments you dont need the additional users. such as secure deal rooms and project workspaces. A PUBLIC SECTOR GUIDE 6
  • 7. 7. Support No matter how simple your chosen If youd prefer not to take the risk, opt collaboration software is, things do for a software provider with a proven sometimes go wrong. For that reason, track record of supporting the public its a good idea to check out your sector. Look for suppliers that have potential providers support package. Is been trading successfully for a number there a friendly and helpful voice at the of years and which you feel are likely to end of a support line? Can the company thrive in the future. make site visits if you need them? Also, in a fast-growing sector of the software market, youll find that some online collaboration packages are sold by relatively young companies. This is a risk you need to consider will your chosen company be around to offer support in 1, 3 or 5 years time? A PUBLIC SECTOR GUIDE 7
  • 8. An idea to get you started As a public sector organisation, we recommend you source software Projects are executed using the Governments by humans. And humans G-Cloud Cloudstore. must interact. Alistair Cockburn & Jim Highsmith, 2004 By sourcing software from the G-Cloud you benefit from approved security, standardised contracts, fair pricing and support thats tailored to the sector often with special pricing as well! A PUBLIC SECTOR GUIDE 8
  • 9. Claim your free trial! Enjoy a free trial of Kahootz its online collaboration software that helps public Need help or advice? Were sector organisations at all levels deliver here to answer your queries. more for less. Simply log on to kahootz.com to claim your no-obligation trial. It gives you full-featured access for up to 10 people, allowing you to immediately try out the software in a large number of real-world situations. A PUBLIC SECTOR GUIDE 9
  • 10. 1 Weston Court, Newbury Road, Weston, Berkshire RG20 8JE t. +44 (0)1488 648 478 e. info@kahootz.com kahootz.com @Kahootz For more information about Kahootz and to sign up for a FREE trial please visit: kahootz.com A PUBLIC SECTOR GUIDE If its collaborative, its in Kahootz 10