Cross-functional Collaboration Software

I know this has been said in other chats, but with Stake and Ward organizations moving so much, I found 2 good options for collaboration amongst Bishopric, and Ward Council members.

The first is Microsoft 365 Non-Profit licensing. They offer up to 10 free licenses for unpaid staff and discounted licenses for all volunteers. I don't know the discounted rate, but the original base business plan starts at $6 per month annually, or $7.20 monthly.

The second option is Google Workspace Non-profit. They offer free accounts for all members of the organization, as well as standard collaboration tools like Google Docs, sheets, slides, chat, and even a custom domain for all emails.

If the stake and ward approve of these, what other hurdles would need to be cleared in order for organizations to utilize this? What are some thoughts on this from a legal perspective?

Thank you for all formative feedback in advance!

aaelison wrote: Mon Mar 17, 2025 11:26 am What are some thoughts on this from a legal perspective?

Good question. I'd suggest calling the church's main number and asking for the legal department to find out.

I'm sure there are concerns beyond just proper licensing, such as the handing personal and/or sensitive information. This goes beyond just securing the information.

russellhltn wrote: Mon Mar 17, 2025 1:23 pm

aaelison wrote: Mon Mar 17, 2025 11:26 am What are some thoughts on this from a legal perspective?

Good question. I'd suggest calling the church's main number and asking for the legal department to find out.

I'm sure there are concerns beyond just proper licensing, such as the handing personal and/or sensitive information. This goes beyond just securing the information.

Awesome, thanks!
P.S. It turns out there are free non-profit licenses as long as you provide a 501(c)(3) form. However, the issue of handling personal information is still in play. The non-profit licensed accounts are considered business licenses and, therefore adhere to regulations like HIPPA and GDPR.

Hi. I’m researching options like Google Workspace or Microsoft Teams for our ward. Is anyone already using one of these? Or tried both? If. So, which one worked better. We’re looking for centralized software for sharing reminders, documents, etc to operate more efficiently. Especially for collaborations and communicating on welfare between bishopric/clerks, EQ and RS.

I can understand the concern for sensitive information but my understanding these types of accounts have sufficient security for information privacy. I use Teams for my own small healthcare business.

How do you plan on ensuring ward ownership of such tools?
Without a recognized admin and documentation this can turn into a shadow system really fast.

One person management and ownership collapses quickly when people move, are released, or become less active.

We started a newsletter and our editor obtained a canva account. They were the only admin until I requested to be made one. As of last week, I'm no longer in our bishopric and boundaries changed. Now I'm the only ward member with admin access.

Just wondering what contingency plans you have or intend to have.

aaelison wrote: Mon Mar 17, 2025 11:26 am
The second option is Google Workspace Non-profit. They offer free accounts for all members of the organization, as well as standard collaboration tools like Google Docs, sheets, slides, chat, and even a custom domain for all emails.

I've been trying to set this up for my ward but you need the info Google asks for and I don't know where to get it. I called the GSC and they had no idea what I was talking about. Any ideas?