Productivity Hacks

Google Docs versus Office 365

The era of cloud computing has begun. Two of the largest players, Microsoft and Google, have service platforms that offer the ability to move away from office-oriented servers and place storage and collaboration online. With documents, emails and other communications online, users can access and share their business information from PCs, Laptops, tablets and smartphones. The efficiency of that type of access is unquestionable in the digital age, but saving costs and fewer IT headaches can also be much-appreciated bonuses. There are also communication services like instant messaging, PC-to-PC phone calls and other communication tools available. Google Docs and Microsoft’s Office 365 both provide options for storing some or all of your individual or business needs on an online productivity suite, but which is the more appropriate for your needs — Google, the golden child of the internet age, or the stalwart Microsoft that remains the most popular software for business use? The answer lies in which specific features and tools are essential to a specific company or independent professional.

Both Google Docs and Office 365 are web-based platforms, requiring internet access for functionality. Unsurprisingly, reviewers have reported that each works best with its own browser, Chrome and Internet Explorer respectively. Each offers real-time collaborative, web-based word processing, spreadsheet and presentation documents creation and storage. Each suite allows access to contacts via email, calendars, instant messages, and phone, which provides the ability to set up meetings, schedule appointments and share contacts. Both companies have made mobile phone accessibility a part of the planning, which is excellent news for those on-the-go professionals. Each company has a track record of rolling out improvements in response to the market, so users can expect popular functions to be integrated into each platform as time goes by.

The differences between the two productivity suites comes in the depth of the features, the level of connectivity and the costs of associated with each version.

• Document Features: One significant difference between the two services comes in the integrity of the formatting in documents that Microsoft provides. Google Docs have been available since 2006 but they still do not always maintain the specific formatting of individual documents from user to user, or when moving from your desktop to the online version. Colors change, fonts shift and other small errors of this sort continue to be reported by users. Information stays intact, but the look of documents can change from user to user. Conversely, Microsoft has seemingly solved the issue of document integrity. Although Google Docs are very similar to the familiar Microsoft Office suite, there is also an advantage to the widespread use of Word, Excel and PowerPoint in terms of learning curve. Generally, speaking folks who have worked in an office are already aware of the style and interfaces of the Microsoft offerings. Last but not least, Google Docs can only be worked on while online, whereas the Microsoft programs can be moved back and forth between online and desktop versions as long as the user has an installed version of the program on their computer.
• Collaboration: Google makes collaboration with others a quick and easy process. Users can chat and phone directly from any Google account. Google also makes the creation of groups an on-the-fly process for sharing or editing documents together, and doesn’t require lengthy set-up. On the other hand, sharing with Microsoft requires a Team Site, a lengthier process. Granted, not everyone has a Gmail account, but even that process is quick, easy and free. Also, reviewers have reported better mobile accessibility on the variety of Apple, Android, Blackberry and other mobile devices. Microsoft still works on those platforms, but has received its highest marks for the Windows mobile access which has a relatively low percentage of the mobile market. Yet, Microsoft enables better collaboration of a different sort. Lync enables multiparty online meetings, whiteboard sharing and videoconferencing. Those types of connections are not part of Google Docs, but with the widening use of Google Plus (not yet integrated with Docs), they may be in the very near future.
• Cost: Google Docs is free to any person with a Gmail account. Businesses can use the Apps at a monthly cost of $5 per user, or an annual subscription of $50 per user. Microsoft’s costs are higher, starting at a $6 monthly fee per user for organizations of 25 or less. The enterprise version which includes live tech support and the Office Professional suite can run as high as $24 per month for each user. Both companies guarantee 99.9% uptime with offers of fee credits for downtimes, but Google includes standard system maintenance in their percentage, whereas Microsoft does not. Both companies have many server locations to prevent long outages, but sometimes in business an hour can make all the difference in the world.

Cloud computing is certainly a promising business tool for all types of businesses, from the solo freelancer to the small family company to large-scale enterprises. The important factors to consider are the type of collaboration your company needs to get the work done. If it is only information and relatively small library of documents that need sharing, then Google can provide a low or no cost option. Alternatively, if full-fledged collaboration with professionally realized documents is in order, then the Microsoft costs are worth the investment. In any case, every productive professional should start exploring and testing the cloud computing options and test its potential for getting the job done.

Many companies who consolidate to the cloud with Google Docs may want to look into “Using Totango to Track Real-time Usage of SaaS apps!”
google docs google docs google docs google docs

What does Office 365 offer me?

With the release of Office 365, Microsoft has provided the most commonly used office software in the world in a cloud-based format. Beyond the familiar Office suite, the included elements of Exchange, Sharepoint and Lync make this collection of services a genuine and economical alternative to running a server. The monthly cost varies from $6 to $27 per user, but also includes regular updated versions of the software, thus saving companies or independent professionals the cost and aggravation of new versions every few years. Microsoft also guarantees 99.9% uptime, offers business class security and will undoubtedly continue to make improvements to hold their edge in the business environment. Look over the Office 365 offerings and decide if this new cloud service can be a leap forward for your freelance or company needs.

• Email and Calendar: The Microsoft Exchange program provides access to email, calendars, and contacts from PC or Mac computers, the web and even mobile phones. The cloud Exchange server provides 25 GB of email space for each user, and has the familiar Outlook interface. The Forefront Online Protection protects from spam and viruses. The online calendar makes scheduling a simple straightforward process with your work colleagues’ schedules accessible.
• The Office Suite: Office 365 includes the familiar programs Microsoft Word, Microsoft Excel, Microsoft OneNote, and Microsoft PowerPoint in full-fledged web versions with collaborative abilities via the SharePoint platform. More than one user can work on a document in real-time, as well as utilize a document library for easy access for everyone. The cloud server makes these documents available on many mobile devices and promises to maintain formatting as users move from web, to mobile, to desktop. Critical data is protected with multiple data centers and a strict privacy policy.
• Communication: Through the Lync platform, users can enjoy instant messaging, video conferencing, and PC phone calling. Creating meetings or sharing your ideas via a whiteboard, even with individuals outside your business, can be a simple and easy process. Users can also easily create and maintain a public website with simple tools. Upgraded options are available, such as Access services which give you an online database that can track inventory, customer or vendor records, or a catalogue of products. There are also workspaces for blogs, wikis and even video files.
• Cost: At present, Office 365 has three tiers of subscription. Professionals and small business of up to 25 users can utilize the platform on a month-to-month basis for $6 monthly fee and includes online support. Mid-sized business to enterprise level platforms cost $10 – $27 per user, depending on the specific configuration. This level offers IT configuration and 24/7 IT support. There is also the option of Kiosk Worker plans for only $4 – $10 for more limited access. There is also a plan for educational institutions that is priced according to the configuration.

Office 365 represents a carefully considered business solution for all levels of business needs and has taken into account the evolving digital needs of the modern-day professional. So far, the reviews have been mostly positive, with a few hurdles reported for mobile access and during initial set-up. With Google and Amazon also pushing the envelope in the cloud computing world, Microsoft will likely keep pace or even exceed the possibilities set by the competitors. For the end-user, these cloud platforms have the potential to provide significant cost savings and freedom from the day-to-day IT headaches of backups of email and data files.

Next: “How does Office 365 Compare to Google Docs?”

 Increase Business Productivity by Weeding!

While most economists agree that the worst of the recession is now over, many small businesses are still reeling from its effects. If you have been fortunate to survive the latest downturn, your business’ productivity may still not be where you would like it to be. Ready or not, change has come to the business world and to be ready for the pending upswing of business, it is time to start weeding out the unnecessary things.

Find the Weeds to Pull

You may already realize that your overhead is too high or that expenses are reaching well above your income level. To help bring these expenses down, a little pulling of the weeds may be needed. Just like with your garden, the biggest problem with weeding your business is determining what is a weed and what is a flower. To help you with this, start asking yourself “What if your business went without …..?”. You can fill in the blank with any number of things in your business like, supplies, vendors, supplies and employees.

The most difficult one of these issues to deal with is employees because no one likes to eliminate jobs but sometimes it is necessary. New technology has allowed employers to get more work done with less employees. For example, new applicant tracking software can cut down the workload by creating an efficient method for recruiting and hiring new employees. This helps businesses hire the right people without needing the large amount of staff hours.

Grass Can Grow, Once the Weeds are Gone

If you do not take care of your grass properly, the weeds can choke the grass and take over your lawn. This can be true for your business too, if you do not take care of it properly. Holding on to unnecessary things will only crowd out your business, tie up resources and prevent your business from growing. A business, whose weeds have been pulled, is able to grow and flourish as it should.

No one likes to weed, but once it is done it provides a beautiful lawn. This process of eliminating things, especially jobs is difficult but necessary if you want your business to succeed. Take your time to ensure that you pull out only weeds and leave the grass behind because once it is completed your business can be even more successful. In just a short time, the economy will be on its way back up and if you want your business to be ready, now is the time to start pulling the weeds.

Another aspect of increased productivity in your business is considering cloud storage. Up Next: “Is iCloud any Different than MobileME?”
productivity productivity productivity productivity

Staying Positive & Productive at Work

Work is… well, work, and sometimes it’s not the most fun in the world. Sometimes you might feel bogged down by tedious activities or by a lack of recognition. Whatever the reason, here are a few tips you can use to keep yourself motivated, happy, and productive.

Be the Change:

It’s easy to go along with the crowd, and often the crowd at work is pretty negative. Studies show that people who frequently socialize with people who are unhappy or depressed often become unhappy or depressed themselves. Instead of getting caught up in the moaning and complaining, put a smile on and bring some positivity to the conversation. Are you enjoying a particular aspect of your work that day? Did you enjoy a success for which you can dole out credit and praise? Share it, and help the people around you be happier. This will cultivate a more positive environment, making it progressively easier for you to feel happy, too.

Take Your Breaks:

Although your boss might be impressed if you sit in your desk through lunch and never stop working, he might be less impressed when he sees the volume of work you’ve accomplished. Why not make him happy with the quality and amount of work you can pull off when you take your fifteen? Taking short, planned breaks boosts productivity and focus, and more than makes up for the five minutes you take to stretch your legs.

Engage in the Light-Hearted:

Sometimes the office doldrums are the worst part of a job. Everyone’s in their desks, silently plodding away in the corporate machine, and you can hear the water cooler running. Imagine how it would lighten the mood if you suddenly decided to lob a marshmallow over the cubicle wall. At worst, you’ll get a weird look and a chance to share your sunny disposition, which, truth be told, is infectious! When people see another person smile, it actually releases chemicals into their brain which make them feel happier. Plus, you get benefits, too-when you smile, your mind assumes that you must be happy, and so you feel happier, too. Backwards? It seems like it. But it works!

Organize Yourself:

There is nothing more stressful than scrambling for your presentation notes fifteen minutes before a meeting. Plus, you know that’s not the best way to climb the corporate ladder, either. Get a system: invest in or request a filing box, organize your virtual file folders, and keep your day planner up to date. Don’t ever be put in a position where you have to wonder if you have an appointment now or at three o’clock. Not only will being organized reduce your stress and improve your mood, it will increase your productivity by reducing the amount of time you spend searching for things or trying to remember important events.

Keep Trying:

Regardless of what you do, there will be days when you fail. But don’t let that knowledge keep you from learning from your mistakes and persevering to overcome obstacles. Most companies don’t expect that their employees will never make mistakes; rather, they expect that their employees will learn from their errors. It is important that you accept what has happened and create a plan of action to do better in the future. Not only will this impress your boss, but the satisfaction of achieving a goal will lend you a good mood and improved confidence, which will help you feel more satisfied in your work and be more productive.

Overall, try to keep a positive attitude about your work. See the silver lining, smile, and make the best of whatever you’re given. Keep learning, and focus on your successes. The combination of all these things will make you a happy and productive person.

About the Author:

Chase Smith is a freelance consultant for personal productivity and blogger. www.ChasingProductivity.com focuses on a variety of ways to increase your productivity. Methods such as Pomorodo Technique, Results Curve combined with today’s mobile & cloud based applications.

Now that you are staying positive and productive, Up Next “Weeding Out Your Business to Increase Productivity”