Foodaction Remote Support Systems and Tools
We have helped clients all over New Zealand, as far south as Te Anau and as far north as Kaitaia.
Foodaction does a lot of work remotely with clients and have some effective tools for doing this, no matter what the client’s computer skills are. We have been using these tools for years and know the pros and cons well.
Our first priority is to connect via screen-sharing software such as Teamviewer, Skype or Chrome Remote Desktop. This allows us to see what is happening on a client’s screen. This can be particularly helpful when installing software or sharing folders in a food safety system. Instructional videos for these three systems are available below (typically only one system is required).
The second priority is to have an ability to share files and collaborate. We have premium subscriptions to Dropbox and Google Drive and both systems are ideal for this style of work. With food safety systems we will install and share a comprehensive folder structure onto a clients computer so that we can find and share files quickly and efficiently.
If we need to send or receive a huge file then WeTransfer is a very quick and easy way of doing this.
We sometimes use Winzip or Winrar to compress files or folder structures.
Lastly, we use an online database system called Zoho Creator to create online forms and reports, and these can be accessed either through a web browser or phone app. This allows for record sharing instantly where ever there is an internet connection.
Screen Sharing Using Teamviewer
Teamviewer is the market leader for remote viewing of a computer screen. We use Teamviewer to jump onto a client’s computer and configure something, or fix a problem, or we can give a client access to our screen so we can demonstrate how to do something.
Always ensure you select the Private Use / Non-Commercial option when installing.
Screen Sharing in Skype
Skype is a great tool as it allows for video or voice calls, text messaging and desktop sharing. We use Skype a lot with international contacts and clients.
Check out the video tutorial on how this all works.
Screen Sharing Using Chrome Remote Desktop
We don’t have a lot of experience with Chrome Remote Desktop, but we have had occasional trouble with Teamviewer and this is a backup system that can be used.
File Sharing with Google Drive
A lot of people have Google Drive but don’t realise that there is an associated app that can be extremely helpful. This app is essential for hosting a version of the shared folders on your local computer. The instructions to the right show how to install this software.
It can be challenging to install on an older computer. If you have an older computer (pre windows 10) then we can talk you through the steps, or use a remote viewing system to help.
Once you have Google Drive, and have installed Backup and Sync from Google, we can share files and/or folders with you. You will receive an email saying we have shared something, but it won’t automatically sync with your computer. You need to take the steps outlined in this video to get the files set up correctly.
File Sharing with Dropbox
Dropbox is very similar to Google Drive. We use both systems, because both systems have free and paid versions, and our clients generally use one system or the other. This video outlines how Dropbox works.
File Sending with WeTransfer
If you need to send a really large file, and it is too big for email, then WeTransfer is ideal. It is free and simple to use.
File and Folder Compression with WinZip
WinZip isn’t used as much as it has been in the past. In a nutshell, it compresses files and folders. This use to be helpful for reducing storage space on a computer, and can help when trying to send a large file.
Tools like Dropbox and WeTransfer now perform a lot of the uses that WinZip has previously been helpful for. We do sometimes find a use for it though. In particular, it is great for sending a folder structure. For something like labelling work, where superb information organisation is needed, this can be helpful.
We generally use WinRAR rather than WinZip. It does a little more, and is 100% free (WinZip is quite annoying at trying to get you to pay), but it is not as well known as WinZip.
WinZip Tutorial
File and Folder Compression with WinRAR
WinRAR is essentially the same style of software as the better known WinZip. We find WinRAR a lot easier to work with than WinZip. It gives the option of working with .zip or .rar extensions.
WinRAR Tutorial
Record Sharing with Zoho Creator Desktop or App
We use a platform called Zoho Creator. It allows us to quickly design food safety apps for generating records that can be accessed anywhere.
Other Tools
Google Hangouts
Google Hangouts can be used for group meetings. It is not our first choice, but if it is your’s, we are set up to use it.
Zoom
We are able to use Zoom for group meetings
Microsoft Teams
We have an Office 365 subscription so if you use Microsoft Teams, we are able to join into a chat.
Multiperson Calls on Phone
Yep, phones still work and we have successfully run 3-way phone calls in the past with clients and 3rd parties such as GS1. This is a quick and easy option at times.
Video
We have a lot of capability to create videos. This is particularly useful for training. For instance, the Zoho video above is one we recorded of a mobile phone screen that was using a food safety app we developed, and this video here Listeria and Hygiene Swabbing is useful for explaining the differences between micro swab types for cleaning verification. We also have desktop recording software. The benefit here is that the videos can be shared with your team, and watched at a future date as a refresher.