Back in October ’09 the Google Docs team announced shared folders which was a much needed addition to the gDocs featureset. Now the team has announced the ability to upload any file type you please, essentially making Google Docs into an online file sharing repository.
Users can upload up to 1GB of data and make the files available for viewing and download to anyone they want. Additional storage is $.25 / GB / Year.
There are many ways out there to share files with friends and coworkers (including creating a Google Site or manually uploading to your FTP site), but being integrated directly with Google Docs makes the process much cleaner, simpler and safer. Users can leverage their existing accounts to take advantage of the sharing and security features that come with Google Docs.
This isn’t a mind blowing feature, but the next time you need to distribute a file that is to big to e-mail you should think of Google Docs. It’ll save you a ton of time.
via [Google Docs Blog]
Everyday people have tasks they need to complete. Be it at work, at home or somewhere in between there are chores, tasks, issues, assignments, to-do’s, … on and on. There are basically as many ways to track and organize all of these from the always classic Franklin-Covey planner to a well organized spreadsheet to enterprise level project management platforms (and yes, in the end, I believe all of these serve the same purpose). Most of them have individual pros and cons and it’s up to the user to choose the right one.
Today we’ll talk about solutions for different applications ranging from managing daily errands to project management for medium to large-ish projects. There is a lot out there, but we’ll focus on the ones I’ve had the best experiences with while trying to keep my life and projects organized over the last decade.
A quick talk about my organizational philosophy… For a tracking system to work, first and foremost, it has to fit with what you are trying to accomplish. A 1,000 line project plan and gantt chart aren’t necessary to get your grocery shopping done and your dry cleaning picked up, but a checklist isn’t going to get you through a a significant development project either. Next most important is that the tools fit the process. A person without a smartphone is probably not a prime candidate for an online task list and you can’t use MS Project with anything agile project management. In the end, I like a solution that is just barely powerful enough to support what you need. This usually helps keep things streamlined and prevents the tool from becoming a crutch (this is obviously a fine line, but is something to always watch out for).
So, without further ado…
The simple spreadsheet is a category unto itself… The beauty of the spreadsheet is that it can be as simple or complicated as you need/want. When you think about it, all the other tools you might use are really just pretty front-ends on some really complicated spreadsheets (I may have just oversimplified the concept of a database, but I’m going with it).
For most people just writing down the things they need to get done for the day, a party, or even a research project is an extreme improvement in productivity. Create a spreadsheet with columns for a task name, task description, priority and due date and you’ve got a powerful little method for keeping track of your tasks. For example, input the list of chores for the day and rank them as 1s, 2s, or 3s (don’t agonize over it, you can change it later) and set the due date for all the tasks to today. Now you can use the sort function of your spreadsheet app (I recommend Google Documents) to sort everything into a prioritized list of tasks. Review your tasks, rework your numbers, sort again and keep crossing things off the list until it’s all done.
Maybe you need something a bit more complicated to keep track of tasks at work? Add ‘last action’, comments, and ‘assigned to’ columns and now you’re ready to track yourself and other across a broader range of tasks. If you want to get fancy learn a little bit about conditional formatting to highlight what is late, who is assigned to what or what is the highest priority. In no time you have a quick, reasonably powerful, and well organized document you can use for yourself or share with others to keep you and/or your team on track.
I’ve gone as far as using spreadsheets to run small projects with great success. The point is, the spreadsheet is the most flexible of the options because, small or large, it is what you make it.
Personal Use, Get your errands done or your party planned
RemembertheMilk.com is basically a project management platform for your life. It offers organizable lists with due dates and priorities in a simple web interface with a great deal of integration and power behind the scenes. You can setup different lists to group tasks, prioritize the tasks within that group then schedule all manner of updates to be sent to you through e-mail, sms, etc. There are iPhone and Android apps (where are my WebOS apps!) as well as a number of ways to integrate RTM into your life. It’s an excellent platform for people serious about using an application to stay organized. Jump into the the RTM Tour and signup for an account (it takes about 15 seconds) or hope over to Lifehacker’s extensive rundown of the features.
A far less powerful, but still very useful tool is Google Tasks. Integrated into gMail it offers a simple way to create and manage lists. For now it’s about as simple as can be and due dates don’t show up on your gCal, but it’s Google and you can expect gTasks to grow like any other Google product. If you want a quick and simple task list accessible on almost any platform, Google Tasks is a great option.
Small to Medium Project, Getting things done with other people
Redmine is my personal favorite for a project where I get to choose the tracking platform. It’s open source, easy to setup and offers the flexibility necessary to work on many different types of projects. It’s simple to keep multiple projects going on the same installation of Redmine while limiting access across projects to only those people that need it. In particular I like the ways that Redmine manages tasks across users and projects in summary views while also allowing for very granular resource and activity tracking. Checkout Redmines site and demo to get a feel for the application.
Redmine is not a hosted solution and requires installation on a web host. Anyone that has ever FTP’d a file to a webhost can get this setup in about 10 minutes and any SysAdmin worth his salt should be able to do it in 5 (if yours can’t then I suggest you find a new one). This done mean there is a little bit of effort upfront to setup the site, but it also means no monthly fees (beyond your hosting) and unlimited accounts.
For a hosted solution ProjectOffice.net offers an excellent feature set at a reasonable per user price. I always prefer to host my own apps, but not everyone can do that. Project Office is clean and simple without a lot of overhead or clutter. In addition to the basic project management features there are some gantt charting abilities and Blackberry integration too.
Both in your personal life and in business the key to the right tool is to choose one that fits what you’re trying to accomplish. There are literally hundreds of solutions out there and I’ve tried A LOT of them. I’ve touched on my favorites here, but what works for me might not work for you (heck, what works for me on one project might not work for me on the next) so it’s up to you to try things out and tweak them until they do what you need (which is why I love spreadsheets so much). The key is that you try different solutions and continuously improve on your methods as you gain experience.
No matter what the venue or goal following the basic best practices of writing things down, assigning tasks and setting due dates will always lead the charge. Start there and add-on accordingly until you’ve found the limit of what you need to track to be effective. Follow that method and, at the least, you’ll always end up with an efficient system for your needs.
In case you don’t know, Google Spreadsheets is basically an online version of Microsoft’s Excel. It’s got most of the basic functionality and a few of the advanced features with the added benefit of being hosted online and accessible to/editable by multiple users at the same time. If you need super hardcore analysis features, Excel is still your best option (though I’ve been known to start a document online then export to Excel at the end for the one feature I needed).
I’ve used Google Spreadsheets for everything from making to do lists and managing projects to collecting information from friends. Today I’m going to talk about a handful of features that can be used in fairly powerful ways (some of these features are things you could also do with Excel and some are not) to make you and your business more efficient.
List view is a very simple, clean and fast way to interact with a spreadsheet. It keeps the formatting of the spreadsheet and functions more as a static page with filters and basic add, edit and delete functionality. This makes for a nice way to present a table to end users while the administrator of the spreadsheet can use the standard view for easier/quicker updating and changes.
You can read a bit more about this feature here.
The GoogleLookup function has got to be one of the most under discussed but potentially powerful features in all of the Google arsenal. Using a simple 2 argument function call in a cell will return data from a Google search. For example, let’s say you need to get the distance from the Sun of all the planets into a spreadsheet. You could quickly search this information and type it into a spreadsheet OR you could use the GoogleLookup Function. All you would need to do is type the planet names into columnA and in columnB type ‘=googlelookup(“A1″,”distance from sun”)’. Bada-bing Bada-boom you’ve got your data. For anyone that uses spreadsheets a lot or had to do lots of data lookup there are an almost infinite number of uses for this feature. It is worth noting that you can use the function GoogleFinance in basically the same way to get live stock prices into your spreadsheet quickly.
I’ve only recently stumbled across this feature, but you can sure bet I’ll be looking out for a good ways to put it to use.
If you’ve ever needed to collect data from a group of people be it administering a survey or collecting t-shirt orders for your kickball team then these features are for you! Using a Google Spreadsheet as the back-end you can create a custom form with custom fields including drop-downs, radio buttons, calendar pop-ups, and more. All you have to do is share the form with anyone you need answers from (or just make it public for the whole world) and sit back. You can even go as far as requiring login and having the users information automatically captured (along with date and time). All of the data will show-up nicely in your spreadsheet ready to be analyzed, downloaded, edited, etc
You can read a bit more about this feature here.
What can you do with all this newly collected information? More on that coming up!
The Google Visualizations API allows developers to create gadgets and visualizations using Google Spreadsheets as the data source. Basically Google has made it easy for people to create ways to display data. There are obvious options like gantt charts and pie charts but there are also much cooler options like the geographic heatmap and the piles of money. The visualizations are basically Google Gadgets and can be embedded in your spreadsheet or directly in a web page or Google Site.
I’m thinking that when combined with the GoogleLookup Function and embedded somewhere useful the visualization API could be used to create some powerful and meaningful dashboard and tracking widgets.
Pretty much all of the Google Apps provide you with code to embed that app (or some piece of it’s functionality) almost anywhere you can post HTML. This is useful when you want to create a form (as described above) because you can use the same form on a website as in an e-mail. Calendars can be created under your account but embedded in your blog. Of particular interest is the ability to embed a spreadsheet (including list view) anywhere you might need it allowing you to create a simple to manage and update (and potentially dynamically updated) table or chart that you can place anywhere.
Like I said, all the Google Apps have ways you can embed elements in your website or blog, but for more thoughts on ways you can use this feature check out this list of 20 ideas for embedding a Google Spreadsheet.
Seriously… Through a combination of Google Checkout, the Google Checkout Store Gadget and the Google Spreadsheets API you can create a simple online store that supports all the basics including inventory updates, product sizes, and, most importantly, secure credit card transactions.
You can read about the specifics of the implementation here, but the fact is that now anyone with a basic website can sell through their site. This lowers the barrier to entry for a ‘mom and pop’ online retailer to the point of having something up and running in under an hour. I’m sure there are other simple solutions for setting up a store, but I’ve never seen one that requires as little effort, but still provides as useful a feature set.
I hold this as one of the best examples of Google’s ability to combine seemingly simple features to create something that is greater than the sum of the individual parts.
Well folks, that’s all I got for today. 6 features that range from super basic to setting up an online store, but are all backed by Google Spreadsheets.
If you have any examples of how you’re using these or other features please post them in the comments. I’m very interested in how other people are putting Google Apps to work.
Hey Everybody! [Pause for Simpsons Fans]
Today’s topic, and a personal favorite is Google Apps. In case you’re unaware, Google Apps is a suite of applications that enable users to collaborate through e-mail, calendars, documents and customized sites. Businesses small and large can use a combination of Google Apps and Microsoft Office to keep themselves organized and productive.
Most people are familiar with gmail and google docs, etc, but Google Apps Standard Edition allows you to setup these and other applications on your own customized domain (e.g. docs.yourdomain.com). This allows for companies, teams, organizations, etc to create their own set of hosted apps and intranet to keep everyone organized and facilitate communication.
I’ll get into more details of Google Sites in another post, but for now you can see some examples from Google here. The sites are simple to setup, easy to customize and support integration with numerous widgets that extend the functionality and crossover to other companies (like Salesforce.com). I’ve used Google Apps as both a company’s intranet as well as a customer facing dashboard and CMS.
Anyway, enough on what it is and on to why you should care…
- Google Apps is well known and easy to use. New employees and customers will probably already be familiar with the applications and how to use them. And in many cases they can integrate multiple Google accounts.
- All the basics are there from document creation, to chatting and collaboration to Exchange-like features (available in the Premier Edition, more on that later) to excellent mobile access.
- It’s freakin’ Google! They are constantly rolling out improvements, better cross platform integration, mobile access, etc and it’s all backed by one of the world’s biggest internet leaders. Generally the upgrades you see public versions of gMail, Google Docs, and gCal are the same you see in your Google Apps setup.
- Low overhead. No hosting on your side (!!!) and if you hire a new employee there is no need to set them up with MS Office, just create an account for them and they’ll automatically have a calendar, document repository, and web based e-mail access (plus all Gmail’s bells and whistles).
- Most importantly… Google Apps integrates with everything. Whatever other decisions you make or platforms you choose in the future Google Apps API and open nature will support, integrate or export to make a transition simple.
These are just some of the reasons that you should check out Google Apps both for apps you use for personal reasons (like I do with jeffshariat.com) and for businesses. It’s definitely not as powerful as Microsoft Office, but it IS easier to use and still provides the majority of functionality that most people need (and who needs MORE Microsoft in there lives?).
So, to recap, Google Apps = awesome.
In future installments I’ll cover Google Apps Premier Edition ($50/user/year gets you actual real live phone support), Google Sites, Google Labs, and some of the really cool features that Google has recently rolled out in response to customer feedback and need.