Free is good

In consequence, any charity must look at any supports that are available to help them to do their work more effectively.  If the gift horse is free it’s very tempting to not check the teeth too carefully.  However any of these gift horses must be fed since it takes up the time of staff and volunteers.  You must always be careful to monitor the benefits received versus the human effort involved in achieving those benefits.

One of the most effective operational supports by far and on which Google is investing major effort is only now becoming more visible.  That’s Google Docs and many charities are finding it a real boon.

If It Ain’t Broke …

Adopting a new way of doing things involves change. It’s very natural reaction to wish to avoid change, particularly if something seems to be working fine.  Why take the risk that something may go wrong.  Even if the new approach will be slightly better, why invest all the effort in learning a new system.

In this case, the new approach is not just slightly better: it’s dramatically better.  Of course many of us have invested huge amounts of time and money to have Microsoft operating systems and Office programme suites sitting inside our computers.  In many cases we are skilled in using them to achieve remarkable results.  How can much simpler systems allow us to achieve those same remarkable results?

Even if you know this must be wrong, I encourage you to keep an open mind while you try the new approach.  Luckily you don’t have to go through some long training program to get up to speed.  You don’t need to read the instructions.  Just muddle through and you’ll surprise yourself.  Simpler can be better.

Google Docs is Cloud Computing

If you have not heard the term before, Google Docs is an example of Cloud Computing.   All that any user of such a system needs is a simple computer that has access to the Internet.  That can even be a smart phone like an iPhone.  All the hard work is done on servers owned by the provider of the Cloud Computing system.

If you find this somewhat daunting, then remember this same approach is being used in some of the most under-developed regions of the globe.  Cloud computing works well in India.  Farmers may use the cheapest of cell phones to check the best way of managing their crops through software that is installed on the central government computers.

Any review of what is happening in India will quickly show that we are dealing here with something that will dramatically change the way organizations operate. The article, How Cloud Computing is Changing Corporate Strategy, spells out the huge potential of this technology.

Cloud Computing is Software As A Service

Another term you may hear is Software As A Service, often shortened to SAAS.  No longer do you need to buy costly software and install this on your own hard drive in your laptop or desktop computer.  You connect via the Internet with a computer owned and operated by the SAAS provider which runs the software.  If there are any updates of the software, that is done automatically on those distant servers.  There is no additional cost to the user to be using the latest version at all times.  Any output files you create are held within your secure storage area on the SAAS provider’s server.

What Google Docs Offers

In effect Google Docs gives you an Open Source version of software equivalent to what you might normally buy under the brand name of Microsoft Office.  It allows you to handle documents, spreadsheets, presentations, drawings, images, etc. and the capabilities of the software are growing all the time.

In addition, Google Docs can  hold all files created in what it calls collections, which are equivalent to folders.  There are excellent search facilities for all files in these collections, as you might expect.  You can also upload files if you wish.  This means that you can create on the storage space allotted to your Google account (up to 1 Gb for free) a repository of all the important files that you might normally have scattered around your computer hard disk.

The beauty of this is that you can access your Google Docs account and work on your files from any computer with a browser.  You are not limited to your own desktop or laptop computer.

When working on a file wherever you may be, the file is automatically and frequently saved as you make revisions.  This does not mean that you lose earlier versions of your file since the complete history of all revisions you (or your collaborators) have made is readily to hand.

Sharing Google Docs

There are several advantages in working in Google Docs, rather than working on files held on your own computer’s hard disk.  Here we will discuss the single most important of these: sharing files with collaborators.

Remember the traditional way of working on files where you wish to involve other collaborators.  You prepare a Word file or an Excel file and then send an e-mail with the Word or Excel file as an attachment to all your collaborators.  In rare cases, this may be designated as spam to certain recipients and their spam filters may mean they are unaware that a message and file was sent to them.  If the file is large and they are using Office Outlook or Outlook Express, then this may tie up their computer some time while the file is downloaded.

If all goes well, each collaborator must review what was sent and react without knowing what the other collaborators may be thinking. If each sends back their comments on what is proposed, then these must all be combined.  A combined file must then be resent to all collaborators.

The alternative approach with Google Docs is that you prepare a single file in Google Docs and you provide a web link to that single file in an e-mail message to all your collaborators.  The file can be any of the allowable formats including equivalent files to Word or Excel files.

Each collaborator can be given the right to edit it or to merely view the document.  If they have the right to edit, they can also just add a comment if they wish at some point in the document.  They could also add highlighting to a section of the document, where they feel further thought may be appropriate.

At any given point in time there is only one file ‘in play’.  If two collaborators open the file at the same time, then each will be aware of any amendments the other is doing as they occur.  Any other collaborator who comes along later will have the benefit of seeing what these suggested amendments are.

Next Steps

If this overview has whetted your appetite, then you may wish to read an upcoming article that describes in greater detail the advantages of using Google Docs.

Post from: The Other Blokes Blog

Google Docs and Charities

Related Posts

• March 8, 2010 -- Cloud Computing Takes To The Road (0)
• October 10, 2008 -- Google, The Real Thing (0)

Welcome to the age of the Internet.  I think it is pretty safe to claim this now.  Just look around you and there is no doubt that our online world is just as important as the face-to-face relationships we have.  For some, online is more important.

Cloud Computing For Business

One of the biggest shifts has been in business.  Business is now starting to embrace “the cloud” and the power of online applications.  Need proof, next time you fly, how many printed boarding passes do you notice?  How many people are using the smart phone to store their boarding pass?  More and more everyday.  Big business and small business are leveraging the power of the Internet to run their day-to-day business applications.

Even Microsoft has started to take notice. Well, they have been for a long time, at least 4 years since the first time I heard “Software + Services”.  Businesses across North America are flocking to Microsoft’s Online Solutions.  Many of them are turning to the Microsoft BPOS solution or solutions delivered by Microsoft Partners each day.  The online solutions market is heating up and taking off at an extremely fast pace.

The reality of the market today is that many small businesses are turning to Microsoft BPOS now versus having a server sitting in the back room doing nothing but email.  The next versions of the Microsoft Small Business Server will have a version that is cloud-equipped.  My understanding is that it will do nothing but authenticate your users and store files.  Sounds like a Foundation Server.

Join us for a free webinar

Ulistic is hosting a free webinar on Tuesday to help you get answers to hosting your business applications on the Internet.

Join us on Tuesday, July 20th at Noon Eastern/9 AM Pacific for a no charge 60 minute webinar that is geared to help you get some answers on what online service you should turn to.  Is it Google?  How about Microsoft Office Web Apps? Do you need a CRM?  What sort of backup strategy should I have?

Lots of questions and our goal on Tuesday is to help you get some answers.  Real world answers and the facts about the best online solution for your business.  For the past 6 months, I have been doing my own research, testing out many different online platforms.  We have also installed many different solutions ranging from Google Apps, Microsoft Business Productivity Online Suite and Hosted Exchange through one of our partners.  I have had my frustrations to say the least.

I will have these real life stories plus intelligence on what some Calgary business owners have been quoted recently and what you should expect to pay the service you choose.  The truth is this, everyone has an opinion, everyone has a favourite and everyone’s needs and tolerance for techy stuff is different.  What works for some, doesn’t work for others.

It is your decision, I can only share with you what I know.

Register for Is Your Business Ready For The Internet webinar on Tuesday.

A full onslaught war is brewing online between Google and Microsoft.  For those military friends…forces are assembling and loading the mags.  As a career Microsoft Partner (Ulistic is a Microsoft Partner) who wandered away from the mother ship for a while I am starting to slowly move some of my day-to-day technology use back my colleagues from Redmond.  I am very excited about the upcoming Microsoft Office 2011 for the Mac and interested in learning more about what Microsoft has to offer online through there Office Cloud.

My friends at CRN Canada recently reported that the new Microsoft Office Cloud (get Word, Excel, PowerPoint and OneNote online) has been opened up to Microsoft SkyDrive clients as a response to Google slamming the Redmond software powerhouse a few weeks ago urging Office users to switch to Google Apps.  Microsoft Office Cloud solutions is a  free Web-based Office applications, dubbed Web Apps, gives users access to Web version so Word, Excel, PowerPoint and OneNote. Web Apps has been in beta for roughly nine months but no Outlook or email client.  Maybe Microsoft still wants people to use Windows Mail or some other mail solution.  Microsoft claims that Office online will work exactly like the desktop version…looking forward to testing it out on June 15, 2010.

Prepare the forces, a war is brewing on another front between Microsoft and Google.

I wonder how it will work with Safari on the iPad?

I am sure readers of this blog can go and find examples of where I praised Google and their Apps solution as a suitable replacement to Office.  I gave Google Apps and Google Doc an honest attempt in my early days at Ulistic but since those days I really missed the functionality Microsoft’s productivity solutions and I recently moved back to Office.  Electing to go with Office 2008 on my MacBook and now I rarely use Google’s online apps.  The move back was brought on simply by a lack of simple and common features that Microsoft offers that are nowhere to be seen in Google Apps.  Simple features that may not mean much to the average user but this power user who requires basic functionality to work noticed.

Sure my email is hosted with Google on the back-end, as a mail platform Google is pretty good for $50 per year.  However you really need a mail client.  I have elected to go back to my MacMail which is a good mail platform on the MacBook.  But nothing beats the look and feel of a robust email client (something I miss by not having Microsoft Outlook) and with Office 2011 bringing in the powerful Outlook application that will be a wonderful upgrade from Entourage.

But, who should you trust with your data.  Do you trust Google or Microsoft?  You will get a chance on June 15 to test drive Microsoft Web Apps and compare to Google.  Both solutions are free for you to test out or use.  Give it a chance…but keep in mind where the data is housed.  Web solutions normally offer storage and the Microsoft offering with SkyDrive or Google both supply a limited amount of data storage as part of the free offering.

It will be interesting to see what happens.

For those who are concerned on what is missing:

1.  Booking meetings across multiple time zones (calendaring)

2.  Page breaks (Google Docs vs. Word)

3.  Smart Art (Google Docs vs. PowerPoint)

For the record…I still love my MacBook..but need Office to survive!

Calgary International Trade Broker, AvGlobe had just successfully obtained a mandate to provide 100 to 200 software providers using software as a service – cloud computing in Singapore as part of Singapore’s drive to be a IT Hub of southeast Asia. This initiative is supported by the various business chambers and associations in Singapore.

Currently, the cloud computing platform had consistent supporters of around 3000+ small / medium businesses. The softwares of interests would be any customisable business associated software such as accounting, invoicing, payroll, sales/lead generation, customer resource management, supply chain management, remote desktop, process management, project planning and management and much more.

For more information contact Alan Tay from AvGlobe Consulting Inc.

If you have missed out on cloud computing, then one application of this may be coming to a city near you. Perhaps without realizing it, you may be using a cloud computing application such as Google Docs. Many may also be using a Customer Relationship Management (CRM) system such as that provided by SalesForce.com which is also on the cloud.

Now you can see some further cloud computing applications when VMware Takes Virtualization on the Road With VMware Express.

VMware, Inc., the global leader in virtualization solutions from the desktop through the datacenter and to the cloud, today announced that VMware Express will hit the road this week. VMware Express is a state-of-the-art mobile datacenter, demo lab and briefing center designed to bring desktop virtualization and cloud computing solutions from VMware directly to customers and partners across the United States and Canada. VMware Express Virtualization Tour 2010 will stop in 150 cities and is sponsored by AMD, Cisco, Dell, EMC, MDS Micro, NetApp and Xsigo.

VMware desktop and server virtualization solutions decouple business-critical applications from the underlying hardware and provide unprecedented flexibility and reliability. VMware backup systems are available to ensure complete security and robustness.

The Vsphere brings you your own private cloud with datacenter virtualization. Through this, you can optimize IT service delivery and deliver the highest levels of application service agreements with the lowest total cost per application. You can get up to speed on this by following some of the Vmware vsphere training videos that are available.

To give you a full grounding in all these applications, Vmware training courses can expand your horizons on what is possible. As you might say, the sky’s the limit.

Post from: The Other Blokes Blog

Cloud Computing Takes To The Road

Related Posts

• October 10, 2008 -- Google, The Real Thing (0)
• September 6, 2008 -- Twitter For Service (0)