The Convos Blog

SSL Encryption Now Available - Good News for Boards of Directors

2009-09-18T15:10:00Z

Since the Convos application was relaunched in April, we have frequently been asked about the security level of a group's data when using Convos. While many groups have found that the unique email addresses and password protection within Convos provide sufficient security for their needs, we have been told by numerous potential users that tighter security is required before they would entrust their confidential data to be filed in their allocated Convos file storage space. We are constantly working to resolve issues and add new functions based upon what we hear from our clients. So we are really pleased to announce that an option for full SSL Encryption for your group on Convos is now available. With that option, the added security will be provided for your group's data at all times during any of your members interactions with Convos. This valuable option is available for an additional $20/month for small and medium size groups regardless of the the number of members in the group. For large groups, this feature is included at no additional charge.

While this can be a valuable option for any group concerned about security, a great example would be how it can be used by company Boards of Directors and selected officers to access and share confidential data and board documents on-line.

Up to now, most companies provide important documentation to their board members either through expensive, overnight mail shipments (regular mail is not secure or timely enough) or email. The email method is sometimes cumbersome when large files or multiple files are being transmitted. In either case, these methods require the individual board members to file these documents at their homes or offices in a secure manner, requiring constant diligence to see that they have the most current versions available. In some companies, especially ones that are involved in litigation, the directors are required to maintain files in their records for lengthy retention periods, even if the documents are no longer current.

In recent years, various firms have been offering a service to provide on-line access to director files and documents. The companies offering this type of service include some of the larger public accounting firms and investment banks, who typically offer this as an additional service to their client companies. Depending upon the options included in the service, these offerings vary in cost from expensive to very expensive.

Convos can provide a great, very inexpensive solution for the company board that wants secure, on-line access to all of their board related documents and files. All an interested company has to do is establish a group on Convos whose members would be the company board of directors and those employees who are thought to have a need to access the files or administer the group. Even in a large public company, the total number of members of this group is not likely to exceed 20-25 people. With the Convos pricing plan, the monthly cost for this group would be $30 plus the optional security upgrade of $20/month.

The group administrator, usually a company employee, would be responsible for uploading the relevant documents and files to the group's secure file storage space, always ensuring that the documents available for viewing by the board are up-to-date. Sub-groups can be created, at no additional cost, for various board committees so that audit related documents could be viewed by the Audit Committee members, compensation related documents could be viewed by the Compensation Committee members, etc.

With this in place, all board members can have immediate access to all relevant board materials, with the knowledge that they are reviewing the latest versions. It eliminates the need for voluminous emails and personal file storage on the part of the individual directors.

Access to the group and the documents in the private file storage space is password protected and SSL encrypted.

Of course, once the the company's board group is set up on Convos, it can also be used to take advantage of all of the other non-file related functions like group communications and event planning.

New Convos Features - Increased File Storage and SSL Encryption

2009-09-17T14:53:51Z

This week we have made two important enhancements to the Convos experience - increased file storage capacity and enhanced data security utilizing SSL encryption.

We have increased the available file storage capacity provided with our Medium and Large Group Plans. File storage capacity for a Medium Group has been increased from 4GB to 10GB. File storage capacity for a Large Group has been increased from 4GB to 20GB. File storage capacity for a Small Group remains at 4GB. We have made these increases to enable Convos group members to have more flexibility in their file selection and storage, knowing that some files, especially video, can require ever increasing storage capacity. This has been done at no additional cost to our valued customers. As before, groups can add incremental storage capacity at a monthly fee of $5 for each additional 2GB of storage capacity.

In response to numerous comments about the level of data security for group activity on Convos, we are really pleased to announce that an option for full SSL Encryption for your group on Convos is now available. With that option, the added security will be provided for your group's data at all times during any of your members interactions with Convos. This valuable option is available for an additional $20/month for small and medium size groups regardless of the the number of members in the group. For large groups, this feature is included at no additional charge.

These enhancements are two more examples of how the Convos team is diligently working to be responsive to the requests and suggestions of our valued member clients. Keep letting us know what you would like to see in the future from Convos to make it an even more useful and productive tool for your group.

New Updates in Convos

2009-08-07T15:55:13Z

This week, we implemented three new updates to the Convos web application. These updates improve the overall user experience for navigating our modules, maintaining tasks, and creating new events. Here is what went in:

Improved Module Selection

Convos lets you view multiple modules at the same time allowing you to more easily scan new content. However, when you are trying to find or retrieve content it's sometimes easier to have only one module open so that more content is listed and you can dedicate your attention to one area. Therefore, we've added the ability for you to double-click a module to have it open up in full in the center panel.

Setting a Task Status

You may have noticed that we've had placeholders for viewing a task's status as either completed or not completed. This week, we've added the missing pieces that allows you to now set those labels. To change the status of a task, simply open up a task in the viewer by clicking it from the To Do Items module or the Group Task module. From there, you can click the toggle button to set the status label.

Updated Event Creation Page

Creating a new event has just gotten easier. We made some visual changes to the way the new event creation page looks, but we also improved how the date and time is entered into the fields. One of the adjustments made is that now the time fields are completely editable and you can use the arrow keys to change the hours and minutes.

Quick Tip: Use the "Tab" key to jump to subsequent fields so that you don't have to use the mouse.

We hope these new changes are helpful. Please let us know what you think.

New Feature: Managing Files with File Version Control

2009-07-29T14:45:00Z

For organizations that collaborate to create documents, allowing people to make changes and keeping track of the most recent version can be a nightmare. We're excited to announce a simple feature that we've added to the Group Files module that will allow leaders to collect and track multiple versions of a single file.

Here's how it works:

For any file that is uploaded, a group admin can enable version control (checkbox on far right). When enabled, group members are able to upload new versions of the file and add notes about what they've changed. In the viewer, the Versions tab displays a history of all previous versions and notes.

When version control is disabled, members cannot upload new versions but are still presented with the history of previous versions and notes.

This way, a group leader can enable version control to collect new versions of a file and disable it when a final version has been uploaded.

Go ahead and give this new feature a try. We'd love to hear your feedback on it and on anything else you'd like to see in Convos.

You can click here to learn more about how File Version Control works.

Revisiting Custom Member Profiles

2009-07-27T15:08:39Z

One of Convos' best features is setting custom member profiles. This works like a registration page for when new members join a group and it allows you to ask for whatever information you need. If your organization values member information or needs a detailed member directory, then you will definitely want to use custom profiles.

Each group and subgroup on Convos allows you to create additional fields that members can fill out. You currently have a choice of using text boxes, drop-down lists, radio buttons, and check boxes. For those last three items, you decide what values members can choose from. So this is an easy way to ask for things such as birthdate, occupation, location, address, favorite color, etc.

As new members join your online group, they are asked to fill out a member profile.

It's a very simple process to set up. Even if you decide to change your profile fields at a later date, all of your members will be asked to update their profile the next time they log in. In addition, the Member Directory module can be customized to show all or part of each member's profile. Administrators can change which profile fields show up in the directory by going to the Modules tab in Group Settings.

For more information on custom member profiles, please visit our Help Center Links below:

Creating Custom Member Profile Fields

How Members Can Update Their Profile

Enabling the Member Directory

Getting your members or peers into a new online group

2009-07-16T18:01:15Z

One of the biggest challenges with starting an online group is getting people on it. Few group leaders and administrators anticipate adoption challenges and they usually expect an ideal uptake of group activity. The reality is that people generally don't like change. They don't want to change their current habits and they certainly don't want to spend time learning a new tool.

It's becoming increasingly important for online group tools, like Convos, to focus on the user experience and make sure everything is as simple and convenient as they can be. But aside from features and usable design, leaders and administrators must provide some encouragement to their members to join and use the online group.

Here are a few tips to make adoption easier for your members so that you can get the most out of your online group.

Set Expectations - Let all users know well in advance that the group is moving or adopting a new online tool. And be sure to offer a chance to answer questions and concerns. The more mentally prepared your members are for the change, the faster you'll get off the ground when it happens.

Showcase the Benefits - Members will always ask "Why are we using this?" or "What's so great about this that I can't do with [x]?" It's important that you communicate the potential value of the new tool to your members. If you can, tell them how members, leaders, and the overall group will benefit. The more ways you can show value, the more excited they'll be to use the tool.

Select a Team of Champions - For large groups, it may be difficult for one person to communicate the new change to all the members. Get a few people that understand the tool well and have them be your champions. Let them converse with members and share their perspectives. Having influential champions will make it easier for members to "get it" and join the bandwagon.

Eliminate the Guesswork for Members - When you are ready to get everyone into your new group be sure to distribute clear steps on how to join and sign in. The best online tools will make the sign up and sign in processes really quick and easy. Here is how it works in Convos - Member Invites.

Remind the Non-Adopters - It's highly likely that not all of your members will get on to the new group right away. You may have a few stragglers that need simple reminders. Perhaps the easier reminder is to let them know how well the transition went (e.g., "Over 80% of us have switched to the new group..."). Another type of reminder is to let them know that they will be missing out on certain messages or activities that require them to be on the new tool.

Poor member adoption is usually a big problem in large groups and organizations. By using some of the tips above and applying your own creative methods, you can eliminate the risk of having an inactive or defunct group. If you have any questions about this or other organizational challenges you can easily contact us by email or through our website's online chat.

5 ways to get help from Convos

2009-05-19T20:19:56Z

As you're getting started with Convos, we know you may have questions, feedback, and ideas. We've made a number of resources available to help you get started, share your feedback, or get in touch with the Convos Team directly. Here's an overview:

1: The Convos Help Center

The Convos Help Center is a comprehensive, web-based guide to all of the features available to you and your groups. To access the Help Center, simply visit http://help.convos.com

2: Quick Guides

Quick Guides are an easy way to learn more about what's available to you while you're using Convos. To access a Quick Guide, simply click the orange ? button on the top left of the interface.

A Quick Guide will appear based on where you are in the interface and will highlight where to find key functionality.

3: Feedback Forum

Have an idea for a new feature or something you would like to see Convos do? Share it with us on our feedback forum at http://feedback.convos.com

4: Follow us on Twitter @convos

The Convos Team sends out periodic updates regarding new features, group management topics, and more. Follow us here and feel free to @convos us anytime. We're listening.

5: Send us an email

If you prefer to reach out to us privately via email, simply send an email to support at convos dot com or use our online contact form here.

We look forward to hearing from you!

New Feature: Print RSVP Responses

2009-05-18T19:02:58Z

We just added a simple feature for group events that allows you to print a list of RSVP responses. Here's how it works:

With an event open in the right panel and the RSVP tab selected, you'll see a "Print List" button on the right side of the screen. Simply click this button to print a formatted list of RSVPs.

Click the "Print List" button A formatted list of RSVPs will be printed

We'll be looking to add additional printing options throughout Convos and we encourage you to share your thoughts and ideas here: http://feedback.convos.com

6 Reasons for Using Subgroups in Convos

2009-05-04T15:07:31Z

Two weeks ago, we added the Subgroup functionality to Convos. It's a really powerful addition and I thought I'd talk about it some more. We know that all organizations operate differently and have different structures. These structures, like departments, committees, project teams, and membership levels, are what really empowers an organization. Too many solutions I've used before didn't allow me to organize members the way they needed to be. In most cases, you only get one big group which is terrible for trying to communicate, coordinate, and collaborate with subsets of members.

With Convos, we knew that the application needed to be flexible enough to adapt to different kinds of organizations while keeping the experience as user-friendly as possible. You can check the Convos Help Center for an in-depth overview of managing subgroups.

Now here are six reasons why your organization should start using subgroups in Convos.

1. Subgroups promote collaboration and interaction

Organizations get things done in smaller groups. When you break things down into committees, project teams or leadership boards, you're facilitating productive interaction with members in those subgroups. Not only is it easier to manage smaller sets of people, but decisions are made more quickly and goals are more easily shared.

2. Convos subgroups have all the functions of a regular group

A lot of other online group tools simply have subgroups that act as mailing lists. Those kinds of subgroups don't empower the members in them to work together, share files, and plan their own events. In Convos, all subgroups have the same available functions of a regular group.

3. Subgroups can be used for any part of your organization

There are a wide range of uses for subgroups. Here are a few ideas:

Board of directors and advisory boards
Committees
Departments
Geographic regions and chapters
Project teams
Alumni groups - split them by year, occupation, or affiliation
Membership tiers or levels - e.g., Platinum, Gold, Silver members
Major events
External relations - collaborate with people outside of the organization (see this post)

4. You can create as many subgroups as you want

Whether you have three committees or 158 district chapters, your organization can create as many subgroups as it needs. By not placing a limit, organizations can set up their groups to adapt to their organizational structures.

5. You can send more relevant and targeted messages to specific members

Sometimes a subgroup doesn't need all of the group functions it provides. Administrators can simply use subgroups as a means of distributing messages, event invitations, and feedback requests to specific individuals.

Some organizations I've been involved with have had problems with heavy listservs where too many messages are sent out. You can actually use subgroups to prioritize messages that allow members to easily be alerted to important announcements. One subgroup can be used as the heavy listserv for general discussion and a second subgroup can be used for important messages, events, and feedback requests.

6. Members don't have to be re-invited

I mentioned before that other tools only give you one group to work with. If you want to have subgroups on those tools, then you'd have to create new, but disconnected groups. This doubles up the invite process.

On Convos, all members just need to be invited to the main (top-level) group. Once they're in, administrators of subgroups can simply just add them.

Living in 2002: Bringing Your Online Group Tools Up to Date

2009-04-29T18:54:09Z

In the past two weeks, I've been talking to some people at a large member organization to see how some of their content and online tools can be improved. I've been involved with the organization for a couple of years now and was familiar with their online "dashboard." Giving it some thought, I commented that the organization is still living in 2002.

I don't actually know when they implemented the dashboard, but it was around that time. Back then, the dashboard was pretty cool for the 200+ district advisors and 10,000+ active members to access. It was the one place for downloading manuals, reporting information, and looking over some basic statistics of the organization. They weren't using high-end association management tools. This was built from the ground up and customized for them. Seven years later, it badly needs to be updated or replaced with something better. Given what's come out on the web during that time (social media, more APIs, FB, etc.), there are lots of things that they can use to improve their operations.

Whichever tools they decide to go with, it was clear that they need to:

Be simple to understand and learn
Make content conveniently accessible
Add communication and collaborative features
Make reporting and documentation processes minimal but useful
Be private and secure

A lot of the tools you can find now are extremely easy to use, well-designed, and actually useful. Trying to wade through the many online group solutions can be confusing and frustrating. The important thing is that the organization finds the tool(s) with the right features for them.

When selecting tools for online groups, you should start with identifying the needs of the people who will actually be using them. Without their input, you could be spending hundreds or thousands of dollars on something that will barely be used. Focus on what can make things convenient for them and that can add value to their busy lives. Then you can start to discussing the types of content that needs to be created and distributed as well as the communication channels that will work the best for everyone.

Once you get an idea of what the members actually need, then you can start examining the different solutions out there. A lot of times, people do this in reverse. They look at the solutions available first and then get filled with lots of ideas, some of them useful and a lot of them irrelevant. By talking with the members (actual users) first, you get to see what the real issues and needs are. For example, you may find that one solution offers tagging on files. You might think that's such a great thing, but your members might not actually care. They just want the easiest and fastest way to find files, whether it's by tags, folders, or search. Don't be fooled into thinking you actually need something when you don't.

Overall, I think a lot of organizations are in this position. A few years ago, they made some significant investments in technology and now they're ready to do so again. But now the marketplace is filled with so many options. Some are cheap and some are insanely unaffordable. Others can focus on one function or they can have a broad range of functionality. By listening to your users carefully, you'll be able to narrow your options significantly and hopefully choose the best tool for your organization.