IMPORTANT: Switching Instant Messaging to Google Chat

To all,

We are in the process of moving away from the Softros IM system to Google Chat by the end of this month.  There are several reasons for this change, most noticeably the difficulty we have had connecting across the multiple areas that we work from - Middleton, Danvers, and Remote.  Another advantage of Google Chat is the ability to keep your messages intact regardless of which laptop/computer you are using as Chat is cloud-based and it will move with you wherever/whichever device you are using.  Here is a summary of how Google Chat will help us:

Core Messaging Features

• Direct Messaging (DM): One-on-one messaging with colleagues.

• Group Messaging: Chat with multiple users without creating a dedicated space.

Spaces (Team Collaboration)

• Spaces: Persistent group chats for teams or projects.  Spaces was formerly called "Rooms" where several people can collaborate on a project together.

Shared Files & Tasks: Attach files and assign tasks within a space.

• Integrated Google Drive Access: View and collaborate on Docs, Sheets, and Slides right within the chat.

• Message Search in Spaces: Search across threads for past messages and shared content.

Google Workspace Integration

• Calendar Integration: Schedule meetings from within a chat or space. Out of office, the calendar syncs with Chat.

• Meet Integration: Launch Google Meet video calls directly from a chat or space.

• Docs/Sheets/Slides: Collaboratively edit files directly from within a chat or space.

• Drive Integration: Share and preview Google Drive files seamlessly.

Task Management

• Assign Tasks in Spaces: Create and assign tasks to team members with due dates.

• Task Sync with Google Tasks: Tasks created in Chat sync to your Google Tasks list.

Security and Compliance

• Data Protection: Built on Google’s secure infrastructure with encryption, HIPAA compliant as long as no external users.

In order for this change to occur, this is the process that needs to be followed:

1. Everyone needs to set up the Google Chat application on each of your devices that you use by July 23rd.   I have included a video on how to do this. Google Chat App instructions

2. I will be going around to help anyone who is having difficulty or has not completed this update by July 23rd. 

3. I will be working with the Leads to create their Groups/Spaces and testing them.

4. On July 24th, we will start using Google Chat exclusively and problem-solve any issues that may arise and/or tweak some groups/spaces.  We will also start removing Softros IM from your devices.

5. July 31st, we will sunset the Softros IM system.