Using Google Docs to Increase Your Company’s Efficiency

More and more companies, schools, and other organizations are turning to Google Docs to increase their productivity and, in most cases, save money on software and IT support costs.

Classic Scenario: You are trying to collaborate on a document with three other coworkers. Emailing attachments of Word Docs back and forth is not only getting old, but keeping on top of which version is the most recent has become a task in and of itself. Don’t fret – Google Docs can save you. This tool allows you to have real time collaboration on documents, insert comments, make instant edits, and much more. Read on to learn what Google Docs is, what it has to offer you and your company, and how it can start bettering your workday today.

What is Google Docs and what’s it to me?

Google Docs is a free web based office suite. In this tool you can create documents, spreadsheets and even presentations. Google docs allows you select which users to share documents with; while also giving you the choice of setting users as a viewer or collaborator. There are many different things you can do with this tool; here are a few of Everon’s favorites.

Simple Share, Simple Unshare

Sharing documents with your team has never been simpler or quicker. Any document you create on Google Docs is updated live- you even have the option of sending a custom written email to all the collaborators when you update a document to effectively communicate that you have made adjustments. This feature makes keeping on top of group work much easier for everyone and prevents the team from backtracking and/or wasting time on tasks another member has already completed. What to do when someone leaves your organization? Simply remove them and they will no longer see the document(s) when logged into Google Docs. When someone new is added to your team, simply add them to the documents you want them accessing.

Collaborate on Documents and Spreadsheets Together

All collaborators of each document can view and edit it simultaneously. Also, when you have a particular item open, you can see who else is viewing and editing with you – their names appear at the bottom right hand corner of the screen. Comments can be made effortlessly in Google Docs. The comment feature in Google Docs automatically tracks who makes the comment along with the time and date the comment was made. Confused by changes you feel may have been made along the way by someone else? Google keeps a copy of each revision. Simply go to tools, then revision history to view the edits. You also have the option of reverting back to earlier versions of documents; very useful for undoing accidental overwrites.

Straightforward, No Frills Necessary Training

No more installing and downloading to run a successful group training session of discussion. During presentations, a chat feature automatically opens. Everyone involved in the presentation has the option of chatting with the group during the session. Also, conducting a webinar is virtually effortless with Google Docs. When you, the presenter, move forward the slides, it automatically advances the browsers of the other participants as well.

Budgeting Made Simple

See where your company’s money is being spent instantly. Google Docs Simple spreadsheet allows you to log expenses, income, and everything else in a straightforward format that almost anyone can digest. All involved parties can get their hands on numbers right away. This not only reduces confusion, but can prevent miscalculations, misunderstandings and even arguments and other types of friction from occurring. If and when money conflicts occur, invite everyone to log into Google Docs at the same time to go over the information at hand.

Sold yet? You can sign up by visiting http://docs.google.com.

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