Solutions

#LevelUp for Success with NPSP Engagement Plans and Levels

#LevelUp for Success with NPSP Engagement Plans and Levels

The new Nonprofit Success Pack takes moves management to the next level (pun totally intended!) with native tools including Engagement Plans and Levels.

These amazing new tools provide development staff with great efficiency in managing cultivation efforts and planning for the next “ask.” Engagement Plans leverage the power of both Activities and Tasks (including Reminders and Recurring Tasks) which allow staff to easily spin up and follow a plan for cultivation without needing to install another app.

Staff can start with an Engagement Plan template - based on tested and proven paths - and then tailor Engagement Plans to align with a donor’s interests. Gone are the days of missing important steps in a cultivation process because you failed to create a Task!

My personal favorite new feature is NPSP Levels.

Being able to track giving levels, plus have future gifts automatically adjust a donor’s giving level, and then segment Contacts or Households for targeted marketing according to giving level have long been popular requests from our clients. We achieved this through a combination of tools including reports, roll-up summaries, custom fields, and Process Builder, but took several “extra” steps for something so fundamental to moves management.

Now, with NPSP Levels, development staff can easily set up Levels based on Minimum or Maximum Amounts for a variety of fields (see below) on the Account, Contact, or custom objects.

levels

And, as for the requirement that Levels update dynamically; now Levels are automatically updated nightly when batches run. If that’s too long to wait, then you can also push an update through the NPSP Settings “Run Batch” utility.

Add an Engagement Plan to the Level to launch a series of cultivation efforts when someone hits a specific Level, and then you have one efficient moves management machine!

I’m thrilled to introduce these new features to our clients and watch them #LevelUp for Success with the new Nonprofit Success Pack! I’d love to hear about how these new features impact your development team, so please send in your stories via Twitter: respond via Twitter!

PS –NPSP Product Managers: Over time, we’ve added handy dandy badges representing the different giving levels by using image formula fields. With the badges, development staff and volunteers have a simple visual cue to inform their real-time engagement with the client. Sounds like an idea for a future release to me!

#LevelUp with NiM this Fall!

#LevelUp with NiM this Fall!

Every fall I find myself ready to “level up” - to improve my game in work and life.

Perhaps it’s a byproduct of life being divided into semesters for so many years, but without fail, I’m hit with an infusion of inspiration around the time that school starts.

For many years, I tried to resist starting new endeavors in September.

Couldn’t I tackle my goals and achieve the same success in February?

Turns out the answer is a resounding NO!

With time, I’ve surrendered to, and have come to embrace, this rhythm.

So, when the school supplies start filling the stores and the air turns a tad cooler... I pay attention: it’s prime time for professional growth! 

Recently, I’ve been asking myself:

What personal and professional goals can I jumpstart in the fourth quarter and achieve this coming year?

How can I align my professional goals to benefit #TeamNiM and our clients?

Changes to the Salesforce Ecosystem and the Role of Consultants

Like me, our Executive Team tries to pay attention to patterns and trends, too. We've been discussing NiM’s history and identifying game-changers in the Salesforce ecosystem for nonprofits since our inception. Included in that list are the introduction of the Power of Us Hub, Girlforce, NPSP3, and Trailhead! These are some mighty big changes!

I recall having conversations in 2013 with stakeholders who had never heard of Salesforce. Fast forward to today, when most of our clients have legacy CRM solutions - and are eager for change. For some nonprofits, use of a CRM solution has highlighted the fact that their business processes need adjustment. For others, their business processes are first-rate and they desire a CRM solution that can be customized to better match their needs.

Either way, by the time most new clients approach us now, they’re convinced Salesforce is the solution for them and they’ve already…

  • Initiated a new instance of Salesforce
  • Installed the NPSP
  • Applied for the Power of Us grant
  • Logged in to the Power of Us Hub, and
  • Taken a Trailhead module or two!

Nonprofit Salesforce professionals are equipped with tools and resources unlike any they’ve had before. Exciting enhancements on the horizon point to increased collaboration, community building, and real-time constituent engagement to drive social impact.

Given all of the changes in the ecosystem, has the role of consultants changed, too?

We think the answer is yes, and wonder - 

Instead of needing an expert to do “all the Salesforce things”, do clients need a personal trainer?  

Someone who will:

  • Ask important questions and strategically advance the organization’s mission?
  • Equip Salesforce Admins to accelerate their own learning and realize their full potential?
  • Support and challenge clients as they level up?

Level Up

From day one, our mission has been “to be a sustainable company that makes the world a better place by increasing the capacity of nonprofits through the development of brilliant staff.”

When Tim wrote that mission, he was originally thinking of NiM’s own staff. Equipping NiM staff to level up has always been a core company value. But, our mission and methodology support equipping nonprofits and their Salesforce Admins to level up, too!

The more we’ve considered being a personal trainer who equips nonprofits and nonprofit Admins to level up, the more excited we’ve become.

From now until Dreamforce, #TeamNiM will be sharing what #LevelUp means to them and their goals to #LevelUp. Along the way, I’ll share our plans for NiM to #LevelUp as well.

In the meantime, I’d love to hear from you:

What is your organization doing to #LevelUp? (Tweet your answer)

What goals do you have as an #AwesomeAdmin? (Tweet your answer)

How should NiM #LevelUp in our role as your #LevelUp Partner? (Tweet your answer)

Why you should have been at #HESummit16

We missed a blog post last week because I was in New Orleans at the Higher Ed Summit 2016!

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It was so much fun and I learned all about the coolest stuff happening in Salesforce for Higher Ed. Here's some reasons why you shouldn't have missed the Higher Ed Summit (and should definitely attend the next one): 1) Lots and lots of brilliant higher ed brains - all in one conference: Whether you're curious about what Stanford is doing with data or interested in tracking emotional intelligence for research using Salesforce, the biggest Universities are using Salesforce in new and innovative ways, and the folks building those solutions are all right there! You could have had lunch with them, or attended one of their sessions.

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2) You've got questions? They've got Answers! - Not only was the entire Higher Ed Advisory Council present, there were lots of opportunities to talk with them, ask them questions, and even attend a live HED Office Hours! (If you missed the chance, you can still catch Higher Ed Office Hours on the regularly scheduled phone conference! Check our the Higher Ed group on the Hub for more info!)

3) The Roots of MusicOk, so you won't be able to see them every Higher Ed Summit, but they were a highlight of my #HESummit16 experience.

4) HEDA!!!!! - HEDA (Higher Education Data Architecture) is the newest release of epic from Salesforce for Higher Ed. It builds on the Nonprofit Starter Pack model for a low-cost solution for Higher Ed Institutions right out of the box. I'm excited to see where this will go!

5) Girlforce - Girlforce is launching into Higher Ed and we hosted a Girlforce Happiest Hour at the Higher Ed Summit. We have a presence at many Salesforce events and we're always happy connect and learn from each other!

If you're in Higher Ed, make sure to connect with others in the Power of US Hub. It's where the party's happening![/fusion_builder_column][/fusion_builder_row][/fusion_builder_container]

9 Google Drive Tricks

9 Google Drive Tricks - Mostly a Repost

Why use these 9 google drive tricks?  In the good old days, between typewriters and cloud documents, there were applications that lived on computers, programs they were called, two of the most popular were Word and Excel.  Like a typewriter they produced a single version document.  The document could be created, saved, then sent to someone else.  Who would edit, save, and send back.  And then there were 2 (3 actually, v1 - original, v2 - edit, v3 - copy of edit).  This produced unlimited versions of essentially the same document which changed each time opened/saved and copied itself exponentially.

When NiM started, we knew that wouldn't work in a collaborative environment so we used google docs from the beginning and while there have been formatting limitations, for the most part we are much more efficient because of gDrive.  One of the limits to drive is the inability to tag documents.  This is ironic considering Google basically invented the concept of tagging, but drive doesn't support it.  I know this because I was looking for a way to tag documents and came upon this article by CloudDock (which navigates to their "how it works" page because their home page forces a signup).  Their post is copied in this post, but they wrote it, not us.  We don't use CloudDock, but we do use most of the 9 tips they recommend in their article.

Do you use any of these features?  Are there other power features you're aware of?

9 Google Drive Tricks

Google Drive has really upped its game of late. You get up to 15GB for free, 100GB for $2 a month, or 1TB for $9.99 a month. Hard to complain with that. While Google Drive is easy to use you may not be aware that there are several easy ways to get more out of the service without having to use any extra apps. You can use Drive to attach larger files to emails, save space on your hard drive, recover old version of a file and more.

Check out the list below for some useful tips to get more out of OneDrive.

1. Use Drive to attach larger files to emails

Google Drive has made sending files and photos as email attachments sexy again, apparently. When you’re attaching files from you computer, you can only attach files up to 25 MB. But, by inserting files using Drive, you can now send a file up to 10 GB. The recipients can easily view them online. And if the files aren’t shared, Google Drive will prompt you to do that before the email is sent.

Also unlike traditional attachments where you have to wait for the file to upload, attaching a file through Drive doesn’t require you to re-upload the file. Simps.

2. File Versions

If you collaborate on documents with colleagues or clients it helps to see exactly what changes were made and who made them. Did you know you can use Google Drive for this? Drive keeps 30 days worth of file revisions (up to 100 versions).

To view older versions of the file, just head to the Google Drive website:

1. Navigate to the file you want to see the revision history of.

2. Right click on the file and click Manage revisions… from the drop down menu.

3. Now you can see all the versions of the file as it was updated.

Unlike Dropbox, if you rename the file or change the file location you can still see the history of the file.

3. Make Google Drive your default documents folder

You might want to make Google Drive as the default documents folder considering the features it offers.

For Mac users, Open Terminal (in Utilities) and type cd Google\ Drive/. Hit enter, and then type In –s~/documents /documents. Hit enter again and watch the magic happen.

For windows users, right-click on your Documents folder, click Properties, click Include a folder, choose your Google Drive folder and finally select it and click Set save location. And that’s it, next time you save a document in a program like Microsoft Word; Google Drive will be selected as the default save location.

4. Work Offline 

Make files available offline so you can view them when your phone or tablet loses service, like on a plane or in a building with a bad connection.

To make files available offline just head to the Google Drive app on your phone or tablet:

1. Navigate to the file you want to be available offline.

2. Click on the Info icon to the right of the file name.

3. Slide the Available Offline toggle to On.

Now that file will be saved to your mobile device so you can view and edit it when you’re offline.

5. Save space on your hard drive with Selective Sync

Selective Sync is a feature of the Google Drive desktop application that allows you to select only the folders you want to be synced to your computer. Selective Sync gives you the control to ensure you have only the files you need on any computer. It’s especially handy if you want to save space on netbooks and other computers with small hard drives.

To enable Selective Sync, head to your Google Drive preferences from your desktop:

1. Click on the Google Drive icon from the menu bar.

2. Click Preferences… from the dropdown menu.

A window will appear with a list of the top level folders in your Google Drive. Once you select “Only sync some folders to this computer” only the folders with a tick next to them will be synced to your computer. All un-ticked folders won’t be synced to your computer but they will still be available through the Google Drive website, your mobile apps, and on any other computer linked to your Drive account.

6. Restore file from bin

Accidentally deleted a file from Google Drive on the desktop? No biggie, just head to the Google Drive website and log in to its online version, click Bin on the left menu. And there you go, all the files you’ve deleted.

Now all you have to do is check the box beside the file you want to recover and just click Restore. Emergency over!

7. Use Forms to Collect Data

Google Forms lets you run a survey or quickly create a team roster with a simple online form. Whatever information has been input into the form will be automatically compiled into a spreadsheet, neatly organized so you can analyse the results.

To create a Form just head to the Google Drive website, click on the Create option and select Form. From here you’ll be able to set up the form.

8. Inserting Images

Google Drive allows you to drag and drop images directly from your desktop into specific Google Docs, which is a pretty quick way of sprucing up a document.

You can also insert images directly from a Google Image Search. Simply go to Insert and then Image on the menu bar, and take it from there.

9. Use stars to flag key files

Stars allow you to identify important files for quick access. To “star” a file, just head to the Google Drive website or the mobile app and click on the star on the left hand side of the file name.

That concludes our list of 7 Things You Didn’t Know Google Drive Could Do. If we failed to mention any tips it would be awesome if you could share your own tips and tricks for Google Drive in the comments below!

4 Best Practices for Nonprofits Using Salesforce

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Here are some best practices for nonprofits using Salesforce. Help is just a click away!

1. Become involved in a Salesforce Community online or in person. There are a number of communities online that offer free help and support for nonprofits utilizing Salesforce. Some of my most utilized are:

Salesforce Success Community (https://success.salesforce.com)

The Success Community has several components, among the most helpful:

  • Answers: This tab has answers to commonly asked questions around Salesforce functionality and how to do various things.  Hint: If you google a Salesforce question, you almost without fail return an answer that is helpful. Those results are generally in the Salesforce Success Community Answers.
  • Help and Training: This is where you can contact support, find out about new releases, and take online training videos (many free!) surrounding Salesforce functions and best uses!
  • Ideas: If Salesforce doesn’t do it yet, you can bet there’s an idea submitted about that function! If you find your suggestion for improvement in the Ideas section, make sure to vote it up so Salesforce makes the change!
  • User Groups (under “More”):  User Groups are a great resource for getting your questions answered and finding solutions to your problems. I highly recommend that everyone become part of the User Group in your area. They have nonprofit user groups as well as developer UGs and Admin UGs

Power of Us Hub (powerofus.salesforcefoundation.org/publogin)

Using your regular Salesforce login, you can get into the Power of US Hub. This community is much like the Salesforce Success Community, except that it is specific to nonprofit Salesforce users. It has questions and groups like the other community, as well as helpful resources specific to NPOs.

2. Train your staff to use the things they need. If your staff member is running reports, they should watch a report building training video, or join one of the many free Salesforce webinars covering common uses of Salesforce produced for the community. If they are needing to primarily use Campaigns, check out a video or read best practices white papers in the Success Community about campaign usage. If the information is being kept in Salesforce, staff should not be permitted to keep it elsewhere – ie, keeping their contacts separately on an excel spreadsheet.

3. Map your processes and come up with standardized practices surrounding the entry of information. Where is information being duplicated? How many people are touching the same data and putting it into different places? How does a member’s life cycle at your organization look on paper? Reduce the number of touches each person’s data has – i.e., Contact information should be entered directly on the Contact record, rather than in Outlook address books and/or excel and/or paper and/or Access. If the constituent NEEDS to live in 2 places, (ie – accounting for payroll information AND Salesforce for membership information) that can be acceptable, but it’s in your best interest to reduce the number of places to as few as possible.

4. Address User Adoption. Why aren’t people using Salesforce? There are a number of ways to get people logged into Salesforce and using the system. One good way is through the use of Chatter, a collaborative tool that will allow you to communicate electronically with all of the staff in your organization, and have organic conversations around donors, members, constituents, opportunities, or any other items you’re tracking in Salesforce. There are user adoption dashboards available for download in the AppExchange as well. Once people are working in the system, it comes alive. People begin to trust the data, and people begin to find that they have built a 360 degree view of your constituents by collaboration and smart processes.

 

Dive in Deeper:

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Salesforce Quotes - A Hidden Gem

[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"] Source: http://bit.ly/1paWPim An opportunity often requires several iterations to close, and each of those iterations can involved different pricing structures.  Salesforce created Quotes as a way to manage these iterations, save them as PDF's and even email them to a contact.  The real beauty of quotes is that they copy the OLI's (opportunity line items) of the opportunity at creation and create Quote Line Items (derived from the Opportunity Line Items).  There are some custom apps available around this functionality.  Custom Quote Sync can be used to enhance the functionality and sync OLI's to QLI's as well as Opportunity custom fields and Quote custom fields.

As always, do the community a favor and review AppExchange apps!

Here's how Salesforce introduces quotes in the help text:

A quote is a record showing proposed prices for products and services. You create a quote from an opportunity and its products.

Each opportunity can have multiple associated quotes, and any one of them can be synced with the opportunity. When a quote and an opportunity are synced, any change to line items in the quote will sync with products on the opportunity, and vice versa.

When your quote is complete, you can generate a PDF and email it to your customer. Quote PDFs are based on templates. We offer a standard template, and you can also create your own.

This is also the only place that a PDF template can be created using the page layout editor.  It draws from Contact, Account, Opportunity, Quote, and can list Quote Line Items with the usual options of selecting which fields are used as columns.

Use cases: Invoices, Work Orders, Change Orders,  Estimates, Packing Lists

Anyone else use quotes?

Dive in Deeper:

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Exasperation + Communication = Answers!

[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"] A few years ago (for most of us here at NiM), we were sitting in your seat.  Non profit program managers, operation directors, After School Program Staff, Development Directors, maybe in the rare case a VP of Social Marketing.  A friend had told us about Salesforce -  FREE for 10 users.  So, skeptical, we turned to the web started poking around because hey - we're tech savvy (well maybe the most tech savvy in this office!) and if there was a free product to use to help us fulfill our mission - it was my job to ferret it out.

After hemming and hawing on the decision with stakeholders within your organization, you finally pushed them to a point of decision and they went for it.  You were installing / implementing Salesforce and now you KNEW you were over your head.  So....you start looking around again, poking around - how do I get this thing up and running?  Data imports?  AppExchange? QuickStarts?  Its going to cost HOW MUCH?

After watching YouTube videos til your eyes bled, you knew you were stuck.  You knew what had to get done, but the information was an extreme overload.  Drinking from the firehose indeed, Mr. Benioff - how do you expect anyone to pick up on this and actually capitalize on it?

STOP HERE.  Turn off the computer.  Pick up the phone.  Call somebody.  I love Google as much as the next guy but Google speaks computer and I speak English.  I'm in my position (and my field) because I love it, I believe in the mission, and I think I'm doing some of the best work on earth.  How's Google supposed to translate "mission" into bits and megabytes for me?   My advice to you: don't wait as long as I did to pick up the phone to connect to one of these resources:

1.  Account Exec.  Somewhere in that email inbox is your first email from some friendly guy or gal at the Salesforce Foundation who welcomed you to Salesforce (if you've signed up and have your trial org).  Chase them down like its a Salem Witch Hunt and when you get a hold of them, get contacts: other NPOs fitting your staff size, your annual budget size, your service area / constituent base, your mission type - and start from there.  My Account Exec (AE) at the time was just a guy I ended up calling on my way back from my most recent Salesforce (free) Cloudforce event.  Overwhelmed with info, I needed answers somewhere and Jesse Maddex, my Salesforce AE, was the guy to help.  He introduced me to a guy at....you guessed it - Now IT Matters.  After some phone calls and some confidence boosting, I was on my way to some answers.

2.  User Group. There's one somewhere in your state or within 200 miles or so.  Find that number, call the User Group Leader and get 5 suggestions on how to move forward.  User Groups would have tripled my learning curve if I had started there instead of puttering around the web for the first 18 months of my experience with Salesforce.  There are Non Profit User Groups throughout the world.

3.  The local cool guy. Find that local NPO that has it together and take them out for a beer, coffee, or both.  Start with the folks who can answer questions about their donor data / constituent data:  the ones who know their data well and can show you how they're growing their giving pyramids, how they're increasing their communications base, or expanding their programs - through the use of well informed metrics and reporting.  They might be using Salesforce, they might be using a similar product - but if they are capitalizing on their data there is something you can learn there.

Dive in Deeper:

 

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Salesforce Mobile Approvals - Approval Central App

Salesforce mobile approvals

Approvals are not available in Salesforce1 natively.  Enter Approval Central for Salesforce1, a free app simply that adds a tab to the Salesforce1 sidebar as its own tab.  For developer types, this package adds a single custom tab so it has no effect on code requirements.  It currently has a 5 star rating and is a product of Salesforce Labs, yet another way that Salesforce gives more value to its customers.

Note that in the future this may become standard functionality for Salesforce1, in which case it very simple to uninstall.

Approval Central For Salesforce1

Great for managers on the go, Approval Central puts all your pending approvals in one place inside the Salesforce1 mobile app, making business decisions a snap. All of the relevant information you need to make an approval decision is now one tap away.

  • Instant Visibility: Consolidated view of all pending approvals inside Salesforce1

  • Save Time: No more searching for approvals, they are all in one place

  • One Click Action: Make approval decisions on the go

Approval Central is perfect for executives with little time and managers on the go. By seeing all pending approvals in the left nav (aka Navigation Menu) of the Salesforce1 mobile app, business decisions are easy to prioritize and make on the go. Whether a big deal needs approval or a member of your team needs to schedule their time off, Approval Central consolidates all of your pending approvals into one place. And this works seamlessly across all Salesforce1 compatible devices including iOS and Android.

salesforce mobile approvals

 

 

Don't forget to help the Salesforce community by taking a moment to review apps. It just takes a second and helps the developer by showing that it's an app that is still relevant and helps the community by setting expectations about the app.

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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