Truth Be Told | IT Support
How eGuide optimized mailbox management, file management, and collaboration while reducing costs through the implementation of a leading solution and the development of best practices.
Overview: Effective email management, file storage, and collaboration are crucial for any organization; however, they can be time-consuming and significantly affect productivity and the experiences of employees and constituents. Through our ongoing collaboration with Truth Be Told, we have been able to provide guidance, support, and a clear understanding of the systems and their effects on the organization.
Approach: Assess Current Systems: Truth Be Told initially relied on an unreliable third-party white-label email service and utilized DropBox along with local devices for file storage. Users accessing files concurrently and the presence of multiple file versions hampered productivity and employee satisfaction. Additionally, sharing files with board members, volunteers, and facilitators involved many extra steps, complicating access for all stakeholders. By combining our observations with employee feedback, we identified the key performance indicators that the new systems needed to address: dependable email communication, file sharing, collaboration, platform integrations, and cost-effectiveness.
Develop a Migration and Implementation Plan: By leveraging our technical expertise and insights from past implementations, eGuide recognized Google Suite for Nonprofits as the optimal solution for Truth Be Told. Google Suite provided the reliability, flexibility, and security of a cloud-based solution while being cost-effective, thanks to its nonprofit pricing model. eGuide created a thorough implementation strategy that included file cleanup, migration, and deployment of Google tools such as Drive, Docs, Sheets, Slides, and Gmail. We ensured the client clearly understood how the new solutions would resolve previous challenges, provided a detailed timeline, and maintained regular updates throughout the process, enabling a full migration in about two weeks with minimal disruption to the team's workflow.
User Training and Best Practices: Conducting a platform tour and highlighting similarities between the old and new systems was critical in helping users understand the functionalities and efficiency improvements offered by G Suite's collaborative features. As most Truth Be Told users were already familiar with Google Apps for consumers, the adoption process was straightforward and quick.
Conclusion: Two months after Truth Be Told fully adopted their new technology tools, they experienced significant enhancements in their email communication reliability and ease of collaboration with team members, volunteers, and board members. Financially, the organization transitioned from paying for several different platforms to utilizing the free Google Suite for nonprofits program. Technically, there was a marked decrease in the number of incoming support tickets related to email service and file storage issues.
