The Tech We Use Template

Introduction

An Overview of Our Systems and Devices

At our company, the technology and tools we utilize are  integral to our mission of providing exceptional service to our customers. In this era of rapid technological advancement, harnessing the right tech tools is crucial for enhancing efficiency, streamlining communication, and optimizing our operations. This not only allows us to deliver superior service but also supports our team in achieving our collective goals with greater ease and effectiveness.

In the following sections, we will delve into the technological systems and tools that are ubiquitous across our company. From communication platforms to project management software, each piece of technology plays a pivotal role in enabling us to serve our customers better and work more cohesively as a team.

Systems We Use

Trainual

Website: https://app.trainual.com/account/

Login Information: 

• Login via Google single sign-on (SSO). Use your work email address.

Description: Trainual is our documentation and employee training platform. It offers a centralized space for creating, organizing, and accessing company policies, processes, and training materials.

What We Use It For:

• Centralized Knowledge Base: Stores all our company's standard operating procedures, policies, and guidelines in an easily accessible format.
• Employee Onboarding: Streamlines the onboarding process, providing new hires with essential training materials and company information.
• Continuous Employee Training: Facilitates ongoing training and development programs to enhance employee skills and knowledge.
• Tracking Training Progress: Monitors and reports on employees' training progress, ensuring everyone is up-to-date with the latest procedures and practices.
• Consistency in Operations: Ensures uniformity in how tasks and processes are performed across different departments.

Slack

Website: https://app.slack.com/

Login Information: 

• Log in via Google SSO — use your work email address.

Description: Slack is our main internal communication platform. It facilitates efficient and streamlined messaging within organizations. It's known for its user-friendly interface and ability to integrate with numerous other tools.

What We Use It For:

• Team Communication: Enables instant messaging and communication within teams, reducing email clutter and enhancing real-time collaboration.
• Project Collaboration: Allows creation of dedicated channels for different projects or topics, making it easy to organize and track discussions.
• File Sharing and Integration: Offers seamless sharing of files and integrates with various other applications like Google Drive and Trello for a unified workflow.
• Remote Work Communication: Acts as a central hub for all internal communications, essential for supporting remote or hybrid work environments.
• Quick Information Exchange: Facilitates swift sharing of updates, feedback, and information among team members, improving overall responsiveness and decision-making.

Google Drive

Website: https://www.google.com/drive/

Login Information: 

• Accessible via your Google account. Use your work email address.

Description: Google Drive is our cloud-based storage service. It offers expansive space for storing, sharing, and collaborating on documents, spreadsheets, and other files. It's integral for seamless access and teamwork across various locations.

What We Use It For:

• Document Storage and Organization: Provides a centralized platform for storing all company documents, ensuring they are organized and easily retrievable.
• Collaborative Editing: Allows multiple team members to work on documents simultaneously, with changes saved in real-time for efficient collaboration.
• Access Anywhere: Enables access to files from any device, supporting a flexible work environment and mobile access.
• Secure File Sharing: Offers controlled sharing options, ensuring sensitive information is shared securely within and outside the organization.
• Integration with Other Apps: Seamlessly integrates with other Google Workspace tools and various third-party applications, enhancing our productivity and streamlining workflows.

Zoom

Website: https://www.zoom.us/

Login Information: 

• Use Google SSO to login. Use your work email address.

Description: Zoom is our main video conferencing tool. It offers reliable, high-quality audio and video communication, and it’s essential for virtual meetings, webinars, and collaborative remote work.

What We Use It For:

• Remote Meetings: Facilitates video meetings with team members, clients, and external partners, regardless of their location.
• Webinars and Training Sessions: Hosts webinars and online training sessions, allowing for large-scale, interactive learning experiences.
• Screen Sharing and Collaboration: Provides screen sharing capabilities for presentations, collaborative work, and troubleshooting.
• Recording Sessions: Offers the ability to record meetings and sessions for future reference or for those who are unable to attend live.
• Team Building and Engagement: Used for virtual team-building activities and informal catch-ups, fostering a sense of community and engagement among remote teams.

Asana

Website: https://app.asana.com/

Login Information:

• Accessible via Google SSO. Use your work email address.

Description: Asana is our project management tool, designed to streamline workflow, enhance team collaboration, and track progress on various tasks and projects. It's recognized for its intuitive interface and powerful organization capabilities.

What We Use It For:

• Task Management: Assigns and tracks tasks and subtasks, ensuring clear responsibilities and deadlines for team members.
• Project Planning and Tracking: Facilitates detailed project planning, offering a visual overview of progress and timelines.
• Team Collaboration: Provides a platform for team members to collaborate on tasks, share updates, and communicate efficiently within the context of each project.
• Workflow Organization: Customizes workflows to match team processes, enhancing productivity and ensuring consistency in project execution.
• Integration with Other Tools: Seamlessly integrates with various other platforms, including communication and document-sharing tools, to create a cohesive project management ecosystem.

Devices We Use

Printer

Name: HP Color LaserJet MFP M281cdw

Location: The printer is located next to the storage area in our upstairs office (suite 203).

How to Connect:

1. Open the Settings menu on your laptop.
2. Click the Printers & Scanners icon.
3. Click the + to add a new printer. The printer name above should appear in the list.
4. Select it and your computer should auto-configure it for you.
5. When printing a document from your laptop, simply select this printer and print.

Other Info & Resources:

• The HP Color LaserJet can also scan, fax, and make copies.
• Extra toner cartridges are located in the supply closet.
• User Guide PDF.

Scanner

Name: Brother ADS-4900W High-Speed Desktop Scanner

Location: The scanner is located next to the storage area in our upstairs office (suite 203).

How to Connect:

• Wi-Fi Connection: The scanner is equipped with wireless connectivity. Connect to it by selecting 'Brother ADS-4900W' from your device's Wi-Fi settings.
• Wired Connection: For a more stable connection, use the USB cable provided to connect directly to your computer.
• Network Scanning: It can also be connected to the office network for shared access. Instructions for network setup are available in the user manual.

Other Info & Resources:

• Compatible with Brother's iPrint&Scan software for enhanced scanning features, available for download on the Brother website.‍
• User manual.

Register/POS

Name: Square Register

Location: The POS is located at the front desk for easy access during customer transactions. It's strategically placed to facilitate a smooth checkout process.

How to Connect:

• Device Pairing: The system is paired with an iPad that serves as the interface for transactions. Ensure the iPad is connected to the Wi-Fi network named 'CompanyPOS.'
• Card Reader Connection: The card reader is Bluetooth-enabled. Pair it with the iPad by selecting 'Square Card Reader' in the Bluetooth settings.
• Charging Dock: Ensure the POS system and card reader are placed on their charging docks when not in use.

Other Info & Resources:

• The Square Register software updates automatically. Ensure the iPad is connected to Wi-Fi to receive these updates.
• User guide.

Wi-Fi

Name: TP-Link Archer AX6000 Wi-Fi Router

Location: The router is centrally located in the main office area for optimal signal distribution. It's positioned on a high shelf to ensure broad coverage.

How to Connect:

• Network Names: We have two networks - 'CompanyName_Fast' for high-speed requirements and 'CompanyName_Guest' for visitors.
• Password: The passwords for both networks are posted on the notice board in the break room and are also available with the IT department.
• Device Connection: Select the network on your device and enter the password. For a more stable connection, especially for stationary devices, consider using an Ethernet cable connected directly to the router.

Other Info & Resources:

• The router supports high-speed internet and has dual-band functionality (2.4 GHz and 5 GHz) for different usage needs.
• If you experience connectivity issues, do not restart the router on your own. Contact the IT department for assistance.
• Regular software updates are managed by the IT department to ensure network security.