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!”
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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?”

How to get the most out of a business conference.

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A professional business conference is potentially a great learning experience and opportunity to network and make new business contacts. A good conference can both inspire ideas and serve as an impetus for action. On the other hand a poorly planned conference can also be an exercise in tedium with mind numbing, boring speaker after speaker droning on while you sit on uncomfortable seats in an overheated, overcrowded conference room. With a few simple tips though you can make the most out of conferences and actually take something back home to the business which will improve you as a worker and your work place.

Before You Leave

There are a few things you can do before you even leave to make the most of your conference. First let us start with the basics. You should pack clothes which you can wear in layers; conference centers are notorious for having extremes of hot and cold temperatures. The sheer volume of people in the room can make things very uncomfortable by the heat they generate; each person in a room generates the equivalent heat of a one hundred watt light bulb. If you are unable to take a layer off when the time comes you won’t be able to think about anything other than when you can get out of there let alone take anything away from what the speakers are trying to convey to you. You should also be sure to bring some office supplies so that you will be able to take notes and keep them organized, a tape recorder may also be useful for keeping track of more complicated lectures. While taking notes during each lecture try to boil down things to one main point that you can take away. Something that is worthwhile and useful to you that you will be able to use when you get back to the office.

Taking Care of Yourself and Maintaining Balance

It is important to remember that the structure of the conference is not set in stone and there won’t be someone at before each speaker calling off a roll of names taking attendance. You will be able to get more out of the conference if you are healthy, happy and alert then if you dutifully sit through every single speaker, in the processes burning yourself out. The conference may get your adrenaline flowing but be sure to take frequent breaks if you need them and to keep up your regular eating habits. It is tempting to while away from home to over indulge by eating or drinking too much but you will do nothing lying in bed sick in your hotel room. Take advantage of the amenities the hotel will offer such as the pool, spa and exercise room. Don’t forget to set aside a moment to return to your emotional and spiritual center. An afternoon nap is a great way to enjoy late night networking and fellowship with your peers while avoiding feeling tired the next day. While all of this may seem like you are taking a free vacation on the company dime this is by no means what I am suggesting. My point is to make the most of your conference so that you can be at your most effect. Many of your most important contacts and relationships are found in events outside of the official conference such as informal lunches or late night drinks. This type of networking is invaluable and can offer insights that could not be gained else where.

Take Away the Most You Can from the Conference

There is a lot for you to learn at the conference both from the speakers and from your colleagues as you network with them both formally and informally. As you listen to the speakers try to take notes and jot down key points and ideas that you want to take away from the conference. If you can condense the main ideas down into a couple of key concepts it will help you remember and be able to carry out it in your own workplace. Learn from every experience you have and as you network with your fellow conference goers as well, both their successes and mistakes are useful to you. Be sure to write down the lessons and new information you learn so you will be able to remember it later and apply it to your own life. Knowledge though is not the only thing you will take away from a conference you will also collect a lot of business cards, brochures, hand outs and maybe even some books and tapes. You soon will have far more than you can pack in a suit case to take on an airplane. Bring some priority mail envelopes and some postage stamps; you will be able to mail as much as you can fit in them. You can periodically lighten your load by mailing some of these items home and avoid having to check another bag at the airport which can get very expensive.

While a business conference is far from a vacation it is a great experience, where you will be able to network, gain knowledge and further develop business contacts from around the world. Be sure to take the time to process what you have learned to have it translate into improvements in your business when you return home. This is the purpose of conferences and this is how you make the most of your conferences.

Attending a business conference will hopefully increase your client base! Up Next “Tips for Managing Clients and Keeping Your Cool”