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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 October 30, 2018

    How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

    How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

    Who needs Tony Robbins when you can motivate yourself? Overcoming the emotional hurdle to get stuff done when you’d rather sit on the couch isn’t always easy. But unless calling in sick and waking up at noon have no consequences for you, it’s often a must.

    For those of you who never procrastinate, distract yourself or drag your feet when you should be doing something important, well done so far! But for the rest of you, it’s good to have a library of motivational boosters to move along.

    Whether you’re starting a buisiness, trying to los weight or breaking a bad habit, you’ll learn how to motivate yourself with different techniques in this article.

    13 Simple Ways to Motivate Yourself Right Now

    Despite your best efforts, passion, habits and a flow-producing environment can fail. In that case, it’s time to find whatever emotional pump-up you can use to get started:

    1. Go back to “why”

    Focusing on a dull task doesn’t make it any more attractive. Zooming out and asking yourself why you are bothering in the first place will make it more appealing.

    If you can’t figure out why, then there’s a good chance you shouldn’t bother with it in the first place.

    2. Go for five

    Start working for five minutes. Often that little push will be enough to get you going.

    3. Move around

    Get your body moving as you would if you were extremely motivated to do something. This ‘faking it’ approach to motivation may seem silly or crude but it works.

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    4. Find the next step

    If it seems impossible to work on a project for you, you can try to focus on the next immediate step.

    Fighting an amorphous blob of work will only cause procrastination. Chunk it up so that it becomes manageable. Learn how to stop procrastinating in this guide.

    5. Find your itch

    What is keeping you from working? Don’t let the itch continue without isolating it and removing the problem.

    Are you unmotivated because you feel overwhelmed, tired, afraid, bored, restless or angry? Maybe it is because you aren’t sure you have time or delegated tasks haven’t been finished yet?

    6. Deconstruct your fears

    I’m sure you don’t have a phobia about getting stuff done. But at the same time, hidden fears or anxieties can keep you from getting real work completed.

    Isolate the unknowns and make yourself confident, you can handle the worst case scenario.

    7. Get a partner

    Find someone who will motivate you when you’re feeling lazy. I have a friend I go to the gym with. Besides spotting weight, having a friend can help motivate you to work hard when you’d normally quit.

    8. Kickstart your day

    Plan out tomorrow. Get up early and place all the important things early in the morning. Building momentum early in the day can usually carry you forward far later.

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    Having a morning routine is a good idea for you to stay motivated!

    9. Read books

    Read not just self-help or motivational books but any book that has new ideas. New ideas get your mental gears turning and can build motivation. Here’re more reasons to read every day.

    Learning new ideas puts your brain in motion so it requires less time to speed up to your tasks.

    10. Get the right tools

    Your environment can have a profound effect on your enthusiasm. Computers that are too slow, inefficient applications or a vehicle that breaks down constantly can kill your motivation.

    Building motivation is almost as important as avoiding the traps that can stop it.

    11. Be careful with the small problems

    The worst killer of motivation is facing a seemingly small problem that creates endless frustration.

    Reframe little problems that must be fixed as bigger ones or they will kill any drive you have.

    12. Develop a mantra

    Find a few statements that focus your mind and motivate you. It doesn’t matter whether they are pulled from a tacky motivational poster or just a few words to tell you what to do.

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    If you aren’t sure where to start, a good personal mantra is “Do it now!” You can find more here too: 7 Empowering Affirmations That Will Help You Be Mentally Strong

    13. Build on success

    Success creates success. When you’ve just won, it is easy to feel motivated about almost anything. Emotions tend not to be situation specific, so a small win, whether it is a compliment from a colleague or finishing two thirds of your tasks before noon can turn you into a juggernaut.

    There are many ways you can place small successes earlier on to spur motivation later. Structuring your to-do lists, placing straightforward tasks such as exercising early in the day or giving yourself an affirmation can do the trick.

    How to Stay Motivated Forever (Without Motivation Tricks)

    The best way to motivate yourself is to organize your life so you don’t have to. If work is a constant battle for you, perhaps it is time to start thinking about a new job. The idea is that explicit motivational techniques should be a backup, not your regular routine.

    Here are some other things to consider making work flow more naturally:

    Passion

    Do things you have a passion for. We all have to do things we don’t want to. But if life has become a chronic source of dull chores, you’ve got a big problem that needs fixing.

    Not sure what your passion is to get you motivated? This will help you:

    How to Get Motivated and Be Happy Every Day When You Wake Up

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    Habits

    You can’t put everything on autopilot. I’ve found putting a few core habits in place creates a structure for the day.

    Waking up at the same time, working at the same times and having a similar productive routine makes it easier to do the next day.

    This guide will be useful for you if you’re looking to build good habits:

    Understand Your Habits to Control Them 100%

    Flow

    Flow is the state where your mind is completely focused on the task at hand. While there are many factors that go into producing this state, having the right challenge level is a big part.

    Find ways to tweak your tasks so they hover in that sweet spot between boredom and maddening frustration.

    Easily distracted and hard to focus? Here’s your solution.

    Final Thoughts

    With all these tips I’ve shared with you, now you know what to do when you’re feeling unmotivated.

    Find your passion and develop a positive mantra so when the next time negativity hits you again, you know how to stay positive and motivated!

    Featured photo credit: Pexels via pexels.com

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