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Get ‘Er Done and Increase Productivity with Google Docs

Get ‘Er Done and Increase Productivity with Google Docs


    Have you struggled with multiple workstations, laptops, mobile devices and having access to a certain document? Do you share documents and spreadsheets with teams of people? Do you ask for feedback on projects from people all over the globe?

    If you do I have solution for you that doesn’t even cost a dime to use.

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    Google Docs

    Okay, okay, I heard the groans even across the Internet. Google Docs hasn’t enjoyed a good reputation as a replacement for Microsoft Office or even Open Office. I am not talking about using Google Docs as your word processing software. I use both MS Office and Open Office to create and edit documents, spreadsheets, and presentations. If you are a heavy user of office type applications you really have to have some sort of desktop software.

    What I am talking about is using Google Docs as a supplement to your desktop applications. Used in the right way, Google Docs can provide assess to your documents while at home, at the office, traveling, anywhere with an Internet connection. It also is a great way to collaborate with people, sharing items, getting feedback.

    There are other collaboration tools out there.  Dropbox, Syncplicity are some. They are good for techie people who understand what is expected of them. I have found when I want to share with non-techies, they run into problems with tools like these. Also they have a free and professional versions. If you are using them for anything concerning a business, you should consider paying for it so as not to run afoul of the terms and conditions.

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    Getting Started

    Of course you need a Google account to use Google Docs. If you don’t have one already, just go to google.com and sign up. Once you have your account you can access Documents by clicking on the tab on the top of the screen. This will take you to your home screen.

    Collections

    The key to using Google Docs in understanding collections. Collections are the same as file folders in Google Docs. Each collections holds a number of other things. A collection can hold multiple documents, spreadsheets, presentations, or even other collections. A collection can hold multiple types of items, a couple documents, a spreadsheets and a few other collections. This is just like file folders in an operating system.

    I use collections to hold like items so that they are grouped together and I can share them to whoever I want. You will collections on your home Google Docs screen on the left side. There will be a listing of your collections and collections shared with you.

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    Get ‘Er Done Easily

    I discovered that the best way to get your documents into Google Docs is to create folders on your workstation, put in the items you want access to and then upload them as collections to Google Docs. I struggled for a long time trying to upload the documents one at a time, create the collections on  Google Docs and then then put the items into the collections. Don’t do that. It is really clunky. You can do it all on your workstation in a matter of minutes, upload it and then have access to them anywhere you go.

    Sharing and Feedback

    The other cool use for Google Docs is to share things with people. You can either share collections or individual items. The easy way that I use to share is to right click on the item.  This will allow you to select Share and then click Share again. This brings up the Sharing settings box. At this point, you have a couple of choices. You can share directly with people using their email address. Just type in the address in the box “Add people”. They will get an email giving them access to the item. Another way is to use a link. At the top of the Sharing settings box, click Change to change type of access. Select anyone with the link to get access to a link that will take someone to your item. You also have the choice to give them the ability to edit the document.

    By using a link with edit permission, you can share a document on Facebook, Twitter, etc and ask for comments on whatever you are working on. What a great way to get feedback! People can use the insert comments feature to give you all the feedback you want. Just make sure you have a backup copy in case someone changes the document beyond recognition.

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    Housekeeping

    Finally, to keep clutter down, use collections to keep individual items from clogging up your homepage in Google Docs. Select the individual items and then click More at the top. Select Don’t Show in Home to hide them from your home page. You will still find the items in the collections and it keeps your homepage much more manageable.

    Simple, Fast, Free

    Using Google Docs in the way that I have described meets my prerequisites for a top of the line productivity tool – simple, fast, and cheap (free). It is a great tool to have in your tool bag. I only see the use of Gmail and Google Docs growing.

    Why not start using it and benefit from the increased productivity?

    (Photo credit: Electonic News on the Internet via Shutterstock)

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    Last Updated on October 16, 2019

    Invaluable Lessons You Can Learn From Your Mistakes

    Invaluable Lessons You Can Learn From Your Mistakes

    Do you like making mistakes?

    I certainly don’t.

    Making mistakes is inevitable. Wouldn’t it be wonderful if we could be at ease with them?

    Perhaps there is a way to think of them differently and see their benefits.

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    Why Mistakes Feel Dangerous

    Mistakes often feel dangerous. Throughout human history, our errors have often been treated as dangerous for a variety of reasons:

    • Our vulnerability. We have limited and fragile support systems. When those systems fail, people often lose their lives.
    • Real dangers. Nature can be dangerous, and making mistakes can put us at the mercy of nature and its animal residents seeking a meal.
    • Ignorance. Many cultures scapegoats someone whenever there is a failure of some kind. Scapegoating can be serious and deadly.
    • Order. Many societies punish those who do not conform to the prevailing orthodoxy and treat difference and non-conformity as a mistake. Even our brains flash an error message whenever we go against prevailing social norms.

    We have a history of handling mistakes and failure in an unpleasant way. Since each of us carries our human history with us, it can be a challenge to overcome the fear of making mistakes.

    If we can embrace the reality of mistakes, we can free ourselves to be more creative in our lives and dig up some interesting insights.

    Why We Can’t Avoid Making Mistakes

    Many people operate under the notion that making mistakes is an aberration, a mistake if you will. You can call it perfectionism but it is a more substantial problem. It is really a demand for order and continuity.

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    When we think we can eliminate mistakes, we are often working from a perspective that sees the world as a fixed place. The world, however, is not so obliging. Like it or not, the world, and everything in it, is constantly changing.

    Change is more constant and pervasive than we can see with our own eyes which is why we often miss it. Our bodies are constantly changing. The natural conditions of the earth change constantly as well. Everything, including economic and cultural systems have life cycles. Everything is in a constant state of flux.

    We cannot see all of the changes going on around us since rates of change vary. Unfortunately, when we try to create a feeling of certainty and solidity in our lives or operate from the illusion of stability and order, we are fighting reality and our natural evolution which is built on adapting to change.

    It is better to continually bend into this reality rather than fight every change we experience. Fighting it can cause us to make more mistakes. Finding the benefits in change can be useful and help us minimize unnecessary mistakes.

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    Lessons Learned from Making Mistakes

    Life has so many uncertainties and variables that mistakes are inevitable. Fortunately, there are many things you can learn from making mistakes.

    Here is a list of ways to harness the mistakes you make for your benefit.

    1. Point us to something we did not know.
    2. Reveal a nuance we missed.
    3. Deepen our knowledge.
    4. Tell us something about our skill levels.
    5. Help us see what matters and what does not.
    6. Inform us more about our values.
    7. Teach us more about others.
    8. Let us recognize changing circumstances.
    9. Show us when someone else has changed.
    10. Keep us connected to what works and what doesn’t work.
    11. Remind us of our humanity.
    12. Spur us to want to better work which helps us all.
    13. Promote compassion for ourselves and others.
    14. Teach us to value forgiveness.
    15. Help us to pace ourselves better.
    16. Invite us to better choices.
    17. Can teach us how to experiment.
    18. Can reveal a new insight.
    19. Can suggest new options we had not considered.
    20. Can serve as a warning.
    21. Show us hidden fault lines in our lives which can lead us to more productive arrangements.
    22. Point out structural problems in our lives.
    23. Prompt us to learn more about ourselves.
    24. Remind us how we are like others.
    25. Make us more humble.
    26. Help us rectify injustices in our lives.
    27. Show us where to create more balance in our lives.
    28. Tell us when the time to move on has occurred.
    29. Reveal where our passion is and where it is not.
    30. Expose our true feelings.
    31. Bring out problems in a relationship.
    32. Can be a red flag for our misjudgments.
    33. Point us in a more creative direction.
    34. Show us when we are not listening.
    35. Wake us up to our authentic selves.
    36. Can create distance with someone else.
    37. Slow us down when we need to.
    38. Can hasten change.
    39. Reveal our blind spots.
    40. Are the invisible made visible.

    Reframe Reality to Handle Mistakes More Easily

    The secret to handling mistakes is to:

    • Expect them as part of the process of growth and development.
    • Have an experimental mindset.
    • Think in evolutional rather than fixed terms.

    When we accept change as the natural structure of the world, our vulnerability and humanness lets us work with the ebb and flow of life.

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    When we recognize the inevitability of mistakes as part of the ongoing experiment which life is, then we can relax more. In doing so we may make fewer of them.

    It also helps to keep in mind that trial and error is an organic natural way of living. It is how we have evolved over time. It is better to be with our natural evolution than to fight it and make life harder.

    When we adopt an evolutional mindset and see ourselves as part of the ongoing human experiment, we can appreciate that all that has been built up over time which includes the many mistakes our ancestors have made over thousands of years. Each one of us today is a part of that human tradition of learning and experimenting,

    Mistakes are part of the trial and error, experimental nature of life. The more you adopt the experimental, evolutional frame, the easier it becomes to handle mistakes.

    Handling mistakes well can help you relax and enjoy all aspects of life more.

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    Featured photo credit: Sarah Kilian via unsplash.com

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