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The Case for Online Word Processors

The Case for Online Word Processors

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    It’s no secret I am a fan of online word processors — computing in the cloud is just the thing for a guy like me who (I’m told) is apt to find his head in the clouds as well. I’m writing this on Google Docs, and have made no secret of my love for Adobe’s Buzzword (which unfortunately seems to have some issues on the computer I’m using right now). Zoho Writer has gotten a little use from me as well.

    I was recently asked what the big deal was — why should anyone go online when there’s a perfectly good copy of Office, Works, WordPerfect, OpenOffice.org, Pages, WordPad, LaTeX, AbiWord, KDocs, or any of a multitude of other powerful, effective, and highly usable word processors available from the desktop? What advantage could a feature-limited online word processor possibly offer.

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    It’s a good question, and one that boils down as much to subjective factors as to any absolute benefits word processing online might offer. And it’s a question with as much relevance for the whole range of powerful Web 2.0 apps that have emerged over the last couple of years and which look set to dominate computing in the near-to-mid-future. Spreadsheets, image editors, presentation software, databases, and more are migrating online, and it’s reasonable to ask why, and to what end?

    What follows is my response to the question — the reasons that matter to me as an end-user of many kinds of online applications, particularly word processors. There may well be other, even better, answers to the questions online apps pose; at the same time, some of my reasons might not apply to everyone, or even to anyone other than me. But in the end, I think that my experiences aren’t all that unique, and while I might represent an extreme in some regards, the reasons that online apps work well for me will apply to at least a significant number of other people, if not most.

    Availability
    The main benefit of online word processors for me is their availability from any computer with an Internet connection. Since my schedule puts me in front of a number of different computers throughout the course of the day, and changes as well from semester to semester, I can’t count on being able to access the same software on one computer that I used on the last — and unfortunately, although most modern file formats can be read by any word processor, there’s always the risk of losing formatting, pagination, or fonts opening a document created in one program (or version) in another.

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    Using an online word processor means I have a standard format and interface from computer to computer — I don’t have to worry about whether the version of Word on this computer matches the one on the computer where I started my document, or whether I won’t be able to open it at all. I just log in to Google Docs or Buzzword and continue where I left off — as I am with this post, which I started writing in my office at the university and which I’m finishing on my netbook at home.

    Off-site storage/backup
    Another advantage of cloud-based word processors is that no matter what kind of trouble I get into, my documents are still safe and sound on servers hundreds of miles away. I can’t tell you how many thumb drives I’ve left in computers — or put through the washing machine. I’ve never done that with the Internet…

    The document storage online word processors offer gives me an excellent off-site backup for important documents, even ones I don’t create or work on online. I feel a lot better knowing that copies of my most important documents exist far away from my home, just in case.

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    Collaboration/Sharing
    When it comes to collaboration, most online word processors beat even the mighty Word, hands down. Documents can be worked on live, rather than emailing copies back and forth and trying to keep track of versions. More important, you don’t have to contend with Microsoft’s awful, awful, awful Track Changes (which isn’t to say other word processors do it much better…).

    Plus, most online word processors allow you to set various levels of permissions, so that you can offer read-only access to one group of viewers, full editing privileges to another, and the ability to add comments to a third. You can often post documents directly to the Web, too, which can be quite handy.

    User interface
    Finally, some online word processors just have good user interfaces. Google Docs is simple, streamlined, perfect for just opening a document and slapping some thoughts together. Adobe’s Buzzword, on the other hand, is simply gorgeous — it inspires me just to look at it. I wrote the first 10,000 or so words of my book, Don’t Be Stupid, on Buzzword just to keep using it!

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    It seems foolish to point to the way an app looks as an advantage, but I’d argue it’s a very real factor. Tools matter — ask any carpenter. Buzzword to me is like I imagine a finely forged chisel is to a woodworker — my fingers just itch to get to work. Google Docs is like a set of sturdy wrenches — nothing too fancy, but I know it gets the job done. While there are desktop-based apps that also feel quite good to use, the stripped-down interfaces of online apps seems especially well-suited to this kind of inspiration.

    So there you have it — four big reasons why I use online word processors, even when I have Office or some other program easily accessible. Like I said, there may be other reasons — and maybe you have reasons I haven’t thought of. Why not share your thoughts in the comments below?

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    Last Updated on September 28, 2020

    The Pros and Cons of Working from Home

    The Pros and Cons of Working from Home

    At the start of the year, if you had asked anyone if they could do their work from home, many would have said no. They would have cited the need for team meetings, a place to be able to sit down and get on with their work, the camaraderie of the office, and being able to meet customers and clients face to face.

    Almost ten months later, most of us have learned that we can do our work from home and in many ways, we have discovered working from home is a lot better than doing our work in a busy, bustling office environment where we are inundated with distractions and noise.

    One of the things the 2020 pandemic has reminded us is we humans are incredibly adaptable. It is one of the strengths of our kind. Yet we have been unknowingly practicing this for years. When we move house we go through enormous upheaval.

    When we change jobs, we not only change our work environment but we also change the surrounding people. Humans are adaptable and this adaptability gives us strength.

    So, what are the pros and cons of working from home? Below I will share some things I have discovered since I made the change to being predominantly a person who works from home.

    Pro #1: A More Relaxed Start to the Day

    This one I love. When I had to be at a place of work in the past, I would always set my alarm to give me just enough time to make coffee, take a shower, and change. Mornings always felt like a rush.

    Now, I can wake up a little later, make coffee and instead of rushing to get out of the door at a specific time, I can spend ten minutes writing in my journal, reviewing my plan for the day, and start the day in a more relaxed frame of mind.

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    When you start the day in a relaxed state, you begin more positively. You find you have more clarity and more focus and you are not wasting energy worrying about whether you will be late.

    Pro #2: More Quiet, Focused Time = Increased Productivity

    One of the biggest difficulties of working in an office is the noise and distractions. If a colleague or boss can see you sat at your desk, you are more approachable. It is easier for them to ask you questions or engage you in meaningless conversations.

    Working from home allows you to shut the door and get on with an hour or two of quiet focused work. If you close down your Slack and Email, you avoid the risk of being disturbed and it is amazing how much work you can get done.

    An experiment conducted in 2012 found that working from home increased a person’s productivity by 13%, and more recent studies also find significant increases in productivity.[1]

    When our productivity increases, the amount of time we need to perform our work decreases, and this means we can spend more time on activities that can bring us closer to our family and friends as well as improve our mental health.

    Pro #3: More Control Over Your Day

    Without bosses and colleagues watching over us all day, we have a lot more control over what we do. While some work will inevitably be more urgent than others, we still get a lot more choice about what we work on.

    We also get more control over where we work. I remember when working in an office, we were given a fixed workstation. Some of these workstations were pleasant with a lot of natural sunlight, but other areas were less pleasant. It was often the luck of the draw whether we find ourselves in a good place to work or not.

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    By working from home we can choose what work to work on and whether we want to face a window or not. We can get up and move to another place, and we can move from room to room. And if you have a garden, on nice days you could spend a few hours working outside.

    Pro #4: You Get to Choose Your Office Environment

    While many companies will provide you with a laptop or other equipment to do your work, others will give you an allowance to purchase your equipment. But with furniture such as your chair and desk, you have a lot of freedom.

    I have seen a lot of amazing home working spaces with wonderful sets up—better chairs, laptop stands that make working from a laptop much more ergonomic and therefore, better for your neck.

    You can also choose your wall art and the little nick-nacks on your desk or table. With all this freedom, you can create a very personal and excellent working environment that is a pleasure to work in. When you are happy doing your work, you will inevitably do better work.

    Con #1: We Move a Lot Less

    When we commute to a place of work, there is movement involved. Many people commute using public transport, which means walking to the bus stop or train station. Then, there is the movement at lunchtime when we go out to buy our lunch. Working in a place of work requires us to move more.

    Unfortunately, working from home naturally causes us to move less and this means we are not burning as many calories as we need to.

    Moving is essential to our health and if you are working from home you need to become much more aware of your movement. To ensure you are moving enough, make sure you take your lunch breaks. Get up from your desk and move. Go outside, if you can, and take a walk. And, of course, refrain from regular trips to the refrigerator.

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    Con #2: Less Human Interaction

    One of the nicest things about bringing a group of people together to work is the camaraderie and relationships that are built over time. Working from home takes us away from that human interaction and for many, this can cause a feeling of loss.

    Humans are a social species—we need to be with other people. Without that connection, we start to feel lonely and that can lead to mental health issues.

    Zoom and Microsoft Teams meeting cannot replace that interaction. Often, the interactions we get at our workplaces are spontaneous. But with video calls, there is nothing spontaneous—most of these calls are prearranged and that’s not spontaneous.

    This lack of spontaneous interaction can also reduce a team’s ability to develop creative solutions—there’s just something about a group of incredibly creative people coming together in a room to thrash out ideas together that lends itself to creativity.

    While video calls can be useful, they don’t match the connection between a group of people working on a solution together.

    Con #3: The Cost of Buying Home Office Equipment

    Not all companies are going to provide you with a nice allowance to buy expensive home office equipment. 100% remote companies such as Doist (the creators of Todoist and Twist) provide a $2,000 allowance to all their staff every two years to buy office equipment. Others are not so generous.

    This can prove to be expensive for many people to create their ideal work-from-home workspace. Many people must make do with what they already have, and that could mean unsuitable chairs that damage backs and necks.

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    For a future that will likely involve more flexible working arrangements, companies will need to support their staff in ways that will add additional costs to an already reduced bottom line.

    Con #4: Unique Distractions

    Not all people have the benefit of being able to afford childcare for young children, and this means they need to balance working and taking care of their kids.

    For many parents, being able to go to a workplace gives them time away from the noise and demands of a young family, so they could get on with their work. Working from home removes this and can make doing video calls almost impossible.

    To overcome this, where possible, you need to set some boundaries. I know this is not always possible, but it is something you need to try. You should do whatever you can to make sure you have some boundaries between your work life and home life.

    Final Thoughts

    Working from home can be hugely beneficial for many people, but it can also bring serious challenges to others.

    We are moving towards a new way of working. Therefore, companies need to look at both the pros and cons of working from home and be prepared to support their staff in making this transition. It will not be impossible, but a lot of thought will need to go into it.

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    Featured photo credit: Standsome Worklifestyle via unsplash.com

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