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Cloud TnT: Being a Changemaker: Shonnah Hughes

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A PODCAST FOR NONPROFITS USING SALESFORCE. With Tim Lockie, Tracy Kronzak, and Joni Martin.

Cloud TnT talks cherry pie, guinea pigs, NPSP Days, and Tim’s kids. And, much more substantively, race, gender, justice, the difference between being an ally and accomplice, and the world of technology with recent MVP Shonnah Hughes, including her Trailhead for All initiative. This one got out a bit late due to the recent election, but is perhaps now even that much more relevant. One of our recent favorite discussions, and something we hope has some wisdom and comfort in it right now. 

Being a Changemaker: Shonnah Hughes

 

 

Less is More: 3 Simple Ways to Clean-up your Salesforce Instance

Less is More: 3 Simple Ways to Clean-up Salesforce

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Everyone (well most everyone) appreciates a nice, neat workspace. It helps one focus on what’s most important and promotes calm in a sea of endless distractions.

It’s no different for Salesforce. Eliminating system bloat can go a long way toward improving the user experience.

Here are three relatively simple ways to begin cleaning up your Salesforce instance.

Fields

The granddaddy of bloat is too many fields. It’s starts innocently enough with a single user request, but over time those user requests for fields begin to take a toll on end-users and administrators

The problem with too many fields

  • Increases data entry time as users search through increasingly long page layouts
  • The most important fields get lost among trivial fields

Do you really need a field?

  • Is the field required to capture information for key reports such as those for reporting on a grant?
  • Are staff even bothering to complete a given field?

Cleaning Up the Bloat A great first step is installing the FREE application Field Trip. This utility scans your Salesforce data so it can report on how frequently a field is being used. If no one is bothering to complete a given field, then it probably isn’t important enough to keep around. To make a case for eliminating extraneous fields run a few Feld Trip reports, summarize your findings, and discuss with your power users and management team.

Get Field Trip - https://appexchange.salesforce.com/listingDetail?listingId=a0N30000003HSXEEA4

List Views

list-bloat-blogList Views can get out of hand FAST, especially if all users have access to create new List Views!

The great thing about List Views is that you can quickly get to key records without running a report; however, if everyone is making their own List Vies and sharing them with everyone else then it all blurs together.

Questions to Ask?

  • Is a List View being used regularly? – Maybe it was created for a special purpose 5 years ago and has since been forgotten.  If so, delete it.
  • Does everyone need access to see a particular List View? – Maybe some List Views are only needed by development staff while others support programming staff, if so restrict visibility as needed.

Does everyone need access to create new List Views? – Get ahead of the problem by limiting who can create new List Views.

Chatter Groups

chatter-archive-blogCleaning up Chatter groups is as easy as 1-2-3

First, review all active Chatter groups and Archive those that are not actively used. You can do this by opening up a group’s settings and clicking the Archive button.

Second, updated the settings for each group so that they automatically archive after 90 days of inactivity.

About Archiving

  • Archiving does not delete a group and its content
  • An archived group can be reactivated

Confessions of a Social Media Skeptic

[fusion_builder_container hundred_percent="yes" overflow="visible"][fusion_builder_row][fusion_builder_column type="1_1" background_position="left top" background_color="" border_size="" border_color="" border_style="solid" spacing="yes" background_image="" background_repeat="no-repeat" padding="" margin_top="0px" margin_bottom="0px" class="" id="" animation_type="" animation_speed="0.3" animation_direction="left" hide_on_mobile="no" center_content="no" min_height="none"]Nonprofit CRM + Social Media: A Match Made in Heaven (or at Least the Cloud) Confession: I'm a skeptical user of social media. I don't have a LinkedIn or Facebook account. I still have a Twitter account, but have only logged in once in 2014. So, suffice it to say, when I first re-careered as a Salesforce Consultant and Operations Manager at NiM, I was suspicious about Chatter. "It's like Facebook for Salesforce. Great..."

Two years later, I made it a personal goal to change my stripes -- and made it a departmental goal that all written project collaboration be done through Chatter. (If I was going to use it, then so was every one else, by George!) Seven months later, we're better off for it. Chatter has revolutionized the way we communicate and collaborate at NiM! Here are my top five "wins" from using Chatter for internal communication:

1. We've seen a strong increase in our team spirit. On any given da,  in addition to project-related Chatter, you can also find our team members joking around, encouraging each other, making bets on whose email Inbox will be to 0 first, challenging each other to get the best Utilization Rate, sending birthday wishes, and participating in all sorts of Chatter shenanigans. (Note to self: If you give a colleague Login Access, you can expect to have your Chatter profile picture changed!). Chatter is the primary way we build relationships with one another and built our rapport - something that is a perpetual challenge for those working remotely.

2.  We've all noted improvement in our ability to manage our Inboxes. Chatter allows us to use email only when necessary and provides a mechanism for timely responses to items that might otherwise get buried in a full Inbox. As an added bonus, gone are the days of needing to search my Archived folders for an email I vaguely remembered getting -- I can simply search the Chatter feed or Chatter topics!

3. We've improved our project documentation significantly through using Chatter to post project notes, Change Log items, files and links to Google Docs.

4. In Using Chatter as a gateway drug to Salesforce, I've seen increasing interest among our "non-Admin/non-Dev" employees in learning more about the power of Salesforce.

5. For times when you need a "just in time" answer, Chatter Messenger can't be beat. We ask our employees to download Chatter Desktop and login when they're available for questions. This provides us with instant access to one another for times when you have a quick question -- or are in a meeting and need to quickly confirm a response! But be warned - sometimes the Chatter conversation can be more interesting than the meeting and if you have a team like mine, they might also try to intentionally distract you!

After seeing the strides in our own communication, collaboration, and team spirit since fully adopting Chatter, Chatter is one of the first aspects of Salesforce that I introduce to clients. I've gone from a reluctant user to seeing Chatter as an invaluable asset for adoption and long-term Salesforce success. Now, about those other social networks. . .

Dive in Deeper:

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