Best Practices

Non-profit organizations are improving member productivity and enhancing community services using WebEx WebOffice.

WebEx has interviewed many customers in non-profit organizations -- running the gamut from community activists groups to healthcare services groups -- and we have compiled below their best practices using WebEx WebOffice. These best practices can save money on expenses, increase dues collection, improve paid staff and volunteer productivity, and enhance community and member services.

Create a secure intranet for your organization’s committees. Give committee members permission-based online access to their confidential documents using WebEx WebOffice. Create individual "Committee" Folders in the WebOffice Document Manager where each committee’s agendas, reports, minutes and other documents can be securely posted and stored for easy permissions-based, browser access, from any PC, 24x7.

Schedule committee meetings more efficiently using the WebOffice Group Calendar. View committee members' availability online and find mutually convenient times for scheduling meetings.

Manage your organizations documents in a centralized online repository that members can access by permission. Keep members up-to-date on all relevant information, bylaws, policies, mission statement changes, and so on. Share minutes of committee and board of directors’ meetings, PowerPoint presentations, and other documents. The WebOffice Document Manager allows you to update all these documents with its easy permission-based check in/check out feature, so the latest version of any document is obvious to all members of your organization.

Communicate in real time with major donors, using WebEx Meetings. You can share your desktop and applications to review financial statements, plans, and so on.

Post announcements for all your members and guests in the Announcements Window of your WebEx WebOffice Home Page. When members are well-informed about what’s new, participation in your organizations’ activities will be stronger. You’ll save time and effort by eliminating the need for regular mail, faxes and emails to keep your members informed.

Track members and dues, using the WebEx WebOffice Database Manager. You can improve your membership dues collection when you can track it more accurately. Use the WebOffice Database Manager Activity Log to track which members have been contacted and when -- for easy dues collection follow-up.

Track and manage all your organization’s equipment – laptops, projectors, and so on, using the WebOffice Database Manager. You can list items, including name, model number, location and status. Publish this complete inventory of current assets online for review and updating by appropriate members. When you need a projector, you’ll know exactly who has it.

Host Frequently Asked Questions and your organization’s Answers to them, on the WebOffice Document Manager. Save time and effort for your organization’s management team. When new members have questions, they can get them answered immediately online in your FAQ Repository.

House your organization’s handbook and other important documents -- policies, procedures, and so on – on the WebOffice Document Manager. There will be substantial return on investment (ROI) just by eliminating paper and printing expenses for these usually hefty documents. And, updating them is as easy as editing a document online.

Poll members of your organization on important questions, using WebOffice Opinion Polls. Get instant, tallied responses and share those responses with members online. You can poll guests as well. Take a poll of the people in your community. Find out what kind of reputation your organization enjoys. Find out if your goals are supported or opposed by the community.

Exchange ideas among members and conduct online discussion threads using the WebOffice Discussion Forums. Keep members focused on what they need to do between meetings.

Track spending and reimburse members accurately and easily using WebOffice Expense Reports.