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

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

Is Google Ready to Handle Your Business?

    In part 1 of this post, I discussed the communications offerings that Google offers and the role they might play for small- and medium-sized businesses. In this follow-up, I will cover their productivity and promotional services, ranging from the productivity suite Google Docs to the free hosted blogging service Blogger. While Google’s communications tools are generally quite excellent, their productivity and promotion tools are much more a mixed bag. After the overview of Google’s various services, then, I’ll offer a short analysis of how well-suited Google apps are for business use overall, as well as discuss some new tools that might make a big impact in the near future.

    Productivity Apps

    Google Docs offers a reasonable alternative to costly office suites, although for complex work comes up short of Microsoft Office or even OpenOffice.org’s desktop-based software. Consisting of a word processor, spreadsheet, and presentation software, Docs imports from and exports to all of Microsoft’s default formats (although it cannot save to Office 2007’s docx format yet).

    The word processor is great for creating, editing, and viewing short documents, offering a range of formatting options typical to basic word processing tasks. For longer documents, however, Docs comes up lacking: page numbers can only be applied to printed output, and the size of the document itself is limited to 500K, plus up to 2MB per inserted image. This makes Docs poorly suited to the creation of technical or training manuals, as well as formal documents like legal briefs.

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    Spreadsheets and presentations are similarly size-limited. Spreadsheets can be up to 256 columns, 200,000 cells, or 100 sheets, whichever is reached first. Presentations started within Google Docs are not limited in size, but imported presentations are limited to 10MB or 200 slides. Below those limits, however, both applications are very strong. The spreadsheet allows you to use most common spreadsheet functions and even populate cells with data pulled from Google searches. A form generator makes it possible to collect data from, say, website users, and view the data as a Google spreadsheet.

    The presentation editor is well-designed, making putting presentations together about as easy as it is with any other program. A number of themes are included, and you can import your own backgrounds as well. Giving presentations is another story, however. The presentation mode, even when you use F11 to make the browser full-screen, still includes a Google toolbar at the bottom of the screen, detracting attention from your slides. You also won’t be able to control your presentation using a PowerPoint remote.

    Where Google Docs excels is in collaboration and sharing, making very effective use of the Internet to get work done. Documents and spreadsheets can be easily edited by multiple users, with tracking and permissions to make sure nothing irreparable happens. Presentations can be delivered remotely, paired with Google Talk and controlled from the host’s computer. Anything created with Google Docs can be shared on the Internet, either as a webpage or as an embedded document.

    The newly released Google Apps Sync for Microsoft Outlook allows Premium subscribers to use Google Apps as a replacement for Microsoft’s expensive Exchange. Installed alongside Outlook, the program allows calendars and contacts, to be shared and searched across your company, with features like schedule availability that users expect from Exchange. Notes, tasks, and journals are not shared, but for businesses that don’t rely on them too heavily, this might be a fairly effective replacement for Exchange. A migration utility allows existing Exchange systems to be easily transferred to your Google Apps account, making the whole process transparent to your employees. (A similar program exists for Lotus Notes users.)

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    Google Sites, a simple-to-use wiki engine, offers further options for collaboaration. Combined with the task manager in Gmail and the Google Calendar, you can handle most basic projects fairly easily. More complex project management isn’t possible, though – for flowcharting, GANTT charting, and other project management mainstays, you’ll need a dedicated application.

    Google’s Calendar is quite powerful, making it easy to add and share events. A natural language text-entry system parses statements like “Lunch with Bob Smith at Joe’s Cafe at noon on June 27th,” or you can add appointments using a form. Calendars can be easily shared, and third-party iCal streams can be subscribed to as well. Several non-Google services, like the task manager Remember the Milk, use Google’s API to allow access to their services from the Calendar interface, as well.

    On the near horizon is Google’s new Wave platform, a real-time communications and collaboration tool that combines elements of email, instant messaging, wikis, document editing, multimedia sharing, and social networking. Wave is still in invite-only testing, and as with all things Google we can probably expect it to remain in Beta for a long, long time. From what Google has released about Wave so far, it looks like it will offer great functionality to a limited audience of corporate teams and departments, where traditionally wikis might have been the main form of collaboration. For small face-to-face businesses, it’s hard to see what Wave offers, but larger businesses may find it a significant step up from current collaboration platforms.

    Promotion

    Google is, most properly, an advertising company, especially with their purchase of online advertising giant Doubleclick. Thus it stands to reason that for promoting your business, Google would be a fine place to turn.

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    Blogger, Google’s blogging service, offers a decent enough platform for a simple website. Features are limited, and the lack of customization options might make branding your site tricky, but it’s free, even if you post the site under your own domain name (which is simple to do and well-documented in the help section). For anything more complex than a simple blog, though, you’re going to want to turn to another service.

    Google’s AdWords are an effective way to promote your business on the web. You choose how much you want to spend and what keywords to display your ads with, and Google handles ad placement on relevant search pages and sites that host Google ads. Make sure to add your business to Google’s local search and Google Maps at the Google Local Business Center as well, so you come up when people search for businesses in your area.

    Can you run your business using Google applications and services?

    So, can you run a business using only Google applications? The answer is, “it depends.” For small, local businesses, Google Apps along with a Blogger site and Google Voice might be more than enough to handle virtually everything they need. Businesses that do a significant amount of collaboration will find Google Docs useful, regardless of size.

    For larger companies, as well as businesses that handle a great deal of sensitive information, privacy and security issues loom large. Having your email, documents, and other material stored on third-party servers is worrisome, no matter what Google’s policies promise. And Google is a big target for hackers and other nefarious sorts – though your data might never be targeted, there are plenty of people out there taking a stab at cracking Google just to see if it can be done.

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    The lack of customer relationship management (CRM) is a challenge, as is the lack of any sort of database (ironically, Google Base is not a user-programmable database). Spreadsheets combined with forms just don’t quite act as a viable substitute. A small sales team might manage, but a large sales team will need more appropriate tools.

    Offline access is also a concern, one which is only partly solved by Google’s offline plugin, Google Gears. Gears ostensibly offers the ability to work offline and synchronize your updates when your computer is back on the Internet, but generally offers only a subset of the full capabilities of Google’s apps. In Gmail, for instance, you can read and reply to emails, or compose new ones, but you cannot attach files to emails when in offline mode. Google Docs is worse – access is read-only when offline, meaning you cannot create new documents or edit existing ones. So much for getting work done on the plane…

    Finally, there’s the question of uptime. Google promises 99.9% uptime on Google Apps – but that’s an industry-standard promise that has little meaning for end-users. Attempting to log in only to find yourself in the middle of that .1% downtime can be a big hassle, especially if you are waiting for an important email or about to send an important document.

    On the other hand, small and medium businesses experience security and downtime problems just as severe (if not more) all the time, whether through lack of expertise, user error, or just plain bad luck. And chances are you don’t have anything like the resources, personnel, and security know-how Google has at its disposal to protect you.

    In the end, whether Google applications and services are right for your business depends on your needs. Carefully weigh your requirements and choose from Google’s menu of applications when they adequately fit the bill. Where they don’t, look at their competitors at Zoho, ThinkFree, and even Microsoft (such as Office Live, soon to offer online versions of Office applications). But you could do much worse than considering Google first.

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    Last Updated on January 21, 2020

    Becoming Self-Taught (The How-To Guide)

    Becoming Self-Taught (The How-To Guide)

    Most of the skills I use to make a living are skills I’ve learned on my own: Web design, desktop publishing, marketing, personal productivity skills, even teaching! And most of what I know about science, politics, computers, art, guitar-playing, world history, writing, and a dozen other topics, I’ve picked up outside of any formal education.

    This is not to toot my own horn at all; if you stop to think about it, much of what you know how to do you’ve picked up on your own. But we rarely think about the process of becoming self-taught. This is too bad, because often, we shy away from things we don’t know how to do without stopping to think about how we might learn it — in many cases, fairly easily.

    The way you approach the world around you dictates to a great degree whether you will find learning something new easy or hard.

    The Keys to Learning Anything Easily

    Learning comes easily to people who have developed:

    Curiosity

    Being curious means you look forward to learning new things and are troubled by gaps in your understanding of the world. New words and ideas are received as challenges and the work of understanding them is embraced.

    People who lack curiosity see learning new things as a chore — or worse, as beyond their capacities.

    Patience

    Depending on the complexity of a topic, learning something new can take a long time. And it’s bound to be frustrating as you grapple with new terminologies, new models, and apparently irrelevant information.

    When you are learning something by yourself, there is nobody to control the flow of information, to make sure you move from basic knowledge to intermediate and finally advanced concepts.

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    Patience with your topic, and more importantly with yourself is crucial — there’s no field of knowledge that someone in the world hasn’t managed to learn, starting from exactly where you are.

    A Feeling for Connectedness

    This is the hardest talent to cultivate, and is where most people flounder when approaching a new topic.

    A new body of knowledge is always easiest to learn if you can figure out the way it connects to what you already know. For years, I struggled with calculus in college until one day, my chemistry professor demonstrated how to do half-life calculations using integrals. From then on, calculus came much easier, because I had made a connection between a concept I understood well (the chemistry of half-lifes) and a field I had always struggled in (higher maths).

    The more you look for and pay attention to the connections between different fields, the more readily your mind will be able to latch onto new concepts.

    How to Self-Taught Effectively

    With a learning attitude in place, working your way into a new topic is simply a matter of research, practice, networking, and scheduling:

    1. Research

    Of course, the most important step in learning something new is actually finding out stuff about it. I tend to go through three distinct phases when I’m teaching myself a new topic:

    Learning the Basics

    Start as all things start today: Google it! Somehow people managed to learn before Google ( I learned HTML when Altavista was the best we got!) but nowadays a well-formed search on Google will get you a wealth of information on any topic in seconds.

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    Surfing Wikipedia articles is a great way to get a basic grounding in a new field, too — and usually the Wikipedia entry for your search term will be on the first page of your Google search.

    What I look for is basic information and then the work of experts — blogs by researchers in a field, forums about a topic, organizational websites, magazines. I subscribe to a bunch of RSS feeds to keep up with new material as it’s posted, I print out articles to read in-depth later, and I look for the names of top authors or top books in the field.

    Hitting the Books

    Once I have a good outline of a field of knowledge, I hit the library. I look up the key names and titles I came across online, and then scan the shelves around those titles for other books that look interesting.

    Then, I go to the children’s section of the library and look up the same call numbers — a good overview for teens is probably going to be clearer, more concise, and more geared towards learning than many adult books.

    Long-Term Reference

    While I’m reading my stack of books from the library, I start keeping my eyes out for books I will want to give a permanent place on my shelves. I check online and brick-and-mortar bookstores, but also search thrift stores, used bookstores, library book sales, garage sales, wherever I happen to find myself in the presence of books.

    My goal is a collection of reference manuals and top books that I will come back to either to answer thorny questions or to refresh my knowledge as I put new skills into practice. And to do this cheaply and quickly.

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    2. Practice

    Putting new knowledges into practice helps us develop better understandings now and remember more later. Although a lot of books offer exercises and self-tests, I prefer to jump right in and build something: a website, an essay, a desk, whatever.

    A great way to put any new body of knowledge into action is to start a blog on it — put it out there for the world to see and comment on.

    Just don’t lock your learning up in your head where nobody ever sees how much you know about something, and you never see how much you still don’t know.

    Check out this guide for useful techniques to help you practice efficiently: The Beginner’s Guide to Deliberate Practice

    3. Network

    One of the most powerful sources of knowledge and understanding in my life have been the social networks I have become embedded in over the years — the websites I write on, the LISTSERV I belong to, the people I talk with and present alongside at conferences, my colleagues in the department where I studied and the department where I now teach, and so on.

    These networks are crucial to extending my knowledge in areas I am already involved, and for referring me to contacts in areas where I have no prior experience. Joining an email list, emailing someone working in the field, asking colleagues for recommendations, all are useful ways of getting a foothold in a new field.

    Networking also allows you to test your newly-acquired knowledge against others’ understandings, giving you a chance to grow and further develop.

    Here find out How to Network So You’ll Get Way Ahead in Your Professional Life.

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    4. Schedule

    For anything more complex than a simple overview, it pays to schedule time to commit to learning. Having the books on the shelf, the top websites bookmarked, and a string of contacts does no good if you don’t give yourself time to focus on reading, digesting, and implementing your knowledge.

    Give yourself a deadline, even if there is no externally imposed time limit, and work out a schedule to reach that deadline.

    Final Thoughts

    In a sense, even formal education is a form of self-guided learning — in the end, a teacher can only suggest and encourage a path to learning, at best cutting out some of the work of finding reliable sources to learn from.

    If you’re already working, or have a range of interests beside the purely academic, formal instruction may be too inconvenient or too expensive to undertake. That doesn’t mean you have to set aside the possibility of learning, though; history is full of self-taught successes.

    At its best, even a formal education is meant to prepare you for a life of self-guided learning; with the power of the Internet and the mass media at our disposal, there’s really no reason not to follow your muse wherever it may lead.

    More About Self-Learning

    Featured photo credit: Priscilla Du Preez via unsplash.com

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