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Is Google Ready to Handle Your Business? (Part 1 of 2)

Is Google Ready to Handle Your Business? (Part 1 of 2)

Is Google Ready to Handle Your Business?

    As a big fan of online, Web 2.0 applications, I’ve long followed Google’s ever-increasing stable of web-based services, from Google Docs to Google Voice to Google Reader. Their large and growing collection of online applications and services make it increasingly possible to consider running the bulk of your business using free (or low-cost) Google applications. Even big businesses have gotten in to the act, with mega-corporations like GE giving Google’s Google Apps for Business suite a whirl. And with recent additions to the Google stable such as Postini, an email security and discoverability service, a lot of concerns about security and compliance are finally starting to be addressed.

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    Though I don’t actually run a business any bigger than myself, I recently took a look at Google’s offerings and how they could be used in a small- to medium-sized business setting. Here we’ll look at some of the basic tasks businesses need to accomplish — communication, productivity, and promotion — and how Google’s services, both those in their Google Apps package and among their standalone services, can help businesses get the job done – and where Google just doesn’t seem to make the mark.

    Communication

    One of the core functions of any business is communication, both among its employees and with clients, vendors, and the media. Google Apps combines email, chat, calendaring, document creation and editing, and collaboration tools in one suite. Other services include Google Voice (formerly Grand Central), a phone forwarding and voicemail service that also offers cheap outgoing calls.

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    Among these services, Gmail is easily the strongest. As part of Google Apps, businesses can quickly set up @yourdomain.com email addresses, each with its own online mailbox. Gmail’s integration with Google’s powerful search technology makes accessing archived information easy, and full POP and IMAP access means you can access email through the desktop client of your choice, including Outlook.

    Online users of Gmail also have access to a variety of features from Google Labs (accessible from the upper right-hand corner in Gmail), such as the ability to save and re-use boilerplate text. The online interface also includes a simple task manager, which is shared with Google Calendar, allowing dated tasks to be placed directly onto your calendar without leaving Gmail. Gmail’s contact management is fairly weak, with nothing like customer relations management (although Salesforce.com users can take advantage of Salesforce for Google Apps, which integrates with Gmail, Google Calendar, Docs, and Google Talk.).

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    Postini, a newer Google acquisition, provides rule-based security and email archiving and discoverability for businesses that need to assure HIPAA or Sarbanes-Oxley compliance, or simply need a high level of security on both inbound and outbound messages. Some of Postini’s services are integrated with Google Apps Premier; others must be purchased separately. All of Postini’s features are available as well to non-Gmail users by routing your email through Google’s servers.

    Google Talk is not the most popular IM system out there, but it offers more than enough power for inter-office communication. The service can be accessed through a dedicated client, a pop-up client within Gmail, or third-party clients like Digsby or Pidgin. Voice and video capabilities are decent, but lack the ability to cross over to standard phones like Skype or other VoIP systems.

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    Google Voice replaces traditional voice mail and forwarding services, giving users  a single phone number that can be forwarded to one, some, or all of the user’s other phone numbers – or different combinations of phones based on user-created rules. Messages can be picked up through traditional voice mail, or audio files can be sent via email. Unfortunately Google Voice does not offer a business-level service that would allow it to replace a PBX system. Also, at the moment, it is not fully open to the public and requires an invite to sign up.

    For keeping on top of industry news, world events, blogs, Twitter searches, and even information and updates within your organization, the free Google Reader offers perhaps the best RSS reader on the market. Since most apps in the Google suite (as well as other online applications and services) offer a stream of updates via RSS, Reader can easily become the “hub” of your business. To keep tabs on how your business is being discussed on the web, add in feeds from Google Alerts, which allows you to create searches against Google’s web, news, blog, or video search engines, as well as within Google Groups or across all five with a “comprehensive” search. All of them let you know when a particular term shows up in the top 10 (top 20 for Web, top 50 for Google Groups) search results on that term. Google alerts are ideal for tracking how your business or products are being written about on the Web – set them up for your company and brand names, as well as for general searches in your field to keep track of your competition. (Google Alerts can also be sent by email).

    For communication among project groups, try setting up a private list on Google Groups, a free email list management system. Groups can be public or available only to the people you add directly, allowing communication both within your organization and with your public. Like all Google products, the ability to search your archives using Google’s search engine is the strongest point of the service, which is otherwise comparable to other mailing list services like Yahoo Groups.

    In part 2 of this post, I’ll discuss Google’s offerings for productivity and promotion. To be honest, though, Google’s offerings in communication are their strong point; their productivity applications, while useful, tend to be far more limited than similar offerings, even their online competition. I’ll close with a short assessment of where Google’s services may or may not be appropriate choices for small- and medium-sized businesses. See you then!

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    Last Updated on November 19, 2020

    The Gentle Art of Saying No for a Less Stressful Life

    The Gentle Art of Saying No for a Less Stressful Life

    It’s a simple fact that you can never be productive if you take on too many commitments—you simply spread yourself too thin and will not be able to get anything done, at least not well or on time. That’s why the art of saying no can be a game changer for productivity.

    Requests for your time are coming in all the time—from family members, friends, children, coworkers, etc. To stay productive, minimize stress, and avoid wasting time, you have to learn the gentle art of saying no—an art that many people have problems with.

    What’s so hard about saying no? Well, to start with, it can hurt, anger, or disappoint the person you’re saying “no” to, and that’s not usually a fun task. Second, if you hope to work with that person in the future, you’ll want to continue to have a good relationship with that person, and saying “no” in the wrong way can jeopardize that.

    However, it doesn’t have to be difficult or hard on your relationship. Here’s how to stop people pleasing and master the gentle art of saying no.

    1. Value Your Time

    Know your commitments and how valuable your precious time is. Then, when someone asks you to dedicate some of your time to a new commitment, you’ll know that you simply cannot do it.

    Be honest when you tell them that: “I just can’t right now. My plate is overloaded as it is.” They’ll sympathize as they likely have a lot going on as well, and they’ll respect your openness, honesty, and attention to self-care.

    2. Know Your Priorities

    Even if you do have some extra time (which, for many of us, is rare), is this new commitment really the way you want to spend that time?

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    For example, if my wife asks me to pick up the kids from school a couple of extra days a week, I’ll likely try to make time for it as my family is my highest priority. However, if a coworker asks for help on some extra projects, I know that will mean less time with my wife and kids, so I will be more likely to say no. 

    However, for others, work is their priority, and helping on extra projects could mean the chance for a promotion or raise. It’s all about knowing your long-term goals and what you’ll need to say yes and no to in order to get there. 

    You can learn more about how to set your priorities here.

    3. Practice Saying No

    Practice makes perfect. Saying “no” as often as you can is a great way to get better at it and more comfortable with saying the word[1].

    Sometimes, repeating the word is the only way to get a message through to extremely persistent people. When they keep insisting, just keep saying no. Eventually, they’ll get the message.

    4. Don’t Apologize

    A common way to start out is “I’m sorry, but…” as people think that it sounds more polite. While politeness is important when you learn to say no, apologizing just makes it sound weaker. You need to be firm and unapologetic about guarding your time.

    When you say no, realize that you have nothing to feel bad about. You have every right to ensure you have time for the things that are important to you. 

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    5. Stop Being Nice

    Again, it’s important to be polite, but being nice by saying yes all the time only hurts you. When you make it easy for people to grab your time (or money), they will continue to do it. However, if you erect a wall or set boundaries, they will look for easier targets.

    Show them that your time is well guarded by being firm and turning down as many requests (that are not on your top priority list) as possible.

    6. Say No to Your Boss

    Sometimes we feel that we have to say yes to our boss—they’re our boss, right? And if we start saying no, then we look like we can’t handle the work—at least, that’s the common reasoning[2].

    In fact, it’s the opposite—explain to your boss that by taking on too many commitments, you are weakening your productivity and jeopardizing your existing commitments. If your boss insists that you take on the project, go over your project or task list and ask him/her to re-prioritize, explaining that there’s only so much you can take on at one time.

    7. Pre-Empting

    It’s often much easier to pre-empt requests than to say “no” to them after the request has been made. If you know that requests are likely to be made, perhaps in a meeting, just say to everyone as soon as you come into the meeting,

    “Look, everyone, just to let you know, my week is booked full with some urgent projects, and I won’t be able to take on any new requests.”

    This, of course, takes a great deal of awareness that you’ll likely only have after having worked in one place or been friends with someone for a while. However, once you get the hang of it, it can be incredibly useful.

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    8. Get Back to You

    Instead of providing an answer then and there, it’s often better to tell the person you’ll give their request some thought and get back to them. This will allow you to give it some consideration, and check your commitments and priorities. Then, if you can’t take on the request, try saying no this way:

    “After giving this some thought, and checking my commitments, I won’t be able to accommodate the request at this time.”

    At least you gave it some consideration.

    9. Maybe Later

    If this is an option that you’d like to keep open, instead of just shutting the door on the person, it’s often better to just say,

    “This sounds like an interesting opportunity, but I just don’t have the time at the moment. Perhaps you could check back with me in [give a time frame].”

    Next time, when they check back with you, you might have some free time on your hands. If you need to continue saying no, here are some other ways to do so[3]:

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    Saying no the healthy way

      10. It’s Not You, It’s Me

      This classic dating rejection can work in other situations. Don’t be insincere about it, though. Often, the person or project is a good one, but it’s just not right for you, at least not at this time.

      Simply say so—you can compliment the idea, the project, the person, the organization—but say that it’s not the right fit, or it’s not what you’re looking for at this time. Only say this if it’s true, as people can sense insincerity.

      The Bottom Line

      Saying no isn’t an easy thing to do, but once you master it, you’ll find that you’re less stressed and more focused on the things that really matter to you. There’s no need to feel guilty about organizing your personal life and mental health in a way that feels good to you.

      Remember that when you learn to say no, isn’t about being mean. It’s about taking care of your time, energy, and sanity. Once you learn how to say no in a good way, people will respect your willingness to practice self-care and prioritization. 

      More Tips for a Less Stressful Life

      Featured photo credit: Kyle Glenn via unsplash.com

      Reference

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