underused and underutilized google features

Google® Features
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Peter Platt, Accountable Digital, LLC
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mail: P.O. Box 509 Eau Claire, WI 54702-0509 • telephone: 866-352-9539 • fax: 715-802-1131 email: [email protected] • website: www.lorman.com • seminar id: 406487
Prepared By: Peter Platt, Accountable Digital, LLC
GOOGLE is a registered trademark of Google Inc. and this event is not sponsored by or affiliated with Google.
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Underused and Underutilized Google Features
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2© 2019 Accountable Digital, LLC. All rights reserved. AccountableDigital.com 585.205.8185
Accountable Digital is a digital marketing agency focused on helping companies drive real business results with their digital efforts.
Work Experience
Currently running a 10 person digital agency
Network manager for a 150+ agency in the 1990’s
Planned, implemented and managed technology resources for a company that grew from 10 to 65 people in 7 years
One of the first 100 people certified in Google Ads
Participated in several Google Beta and Alpha software releases
Agenda
Google Suite Overview Brief synopsis of the Connect, Create, Access and Control tools Basic vs Business comparison Vault functionality and benefits
Small – Mid size Business Usage Best practices for small business implementation Team interactivity and sharing Gaining productivity
Advanced features Offline use Using Currents for collaboration Building a basic site with sites Jamming with Jamboard Keep for task management
Planning for your business
Underused vs Underutilized
realized
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Google Suite Overview
C on
Maker • Keep • Jamboard
Plan Options
Business and Enterprise offer: Increased storage Additional tools Enhanced security and retention
Source: https://gsuite.google.com/pricing.html July 2019
Nonprofit organizations may be eligible for free “Basic” G Suite through the Google Grants Program
https://www.google.com/nonprofits/
Included in G Suite Business and Enterprise Available as an add-
on to Basic
Google Vault
Data Retention & eDiscovery Set Retention & Holds on data from some G Suite apps Retrieve information for legal requests and prevent data
loss from employee turnover Suspended accounts included
Benefits: Helps prevent data loss and offers protection (or at least
historical data) in the event of a legal issue
Concerns: Employee privacy may be a concern. Typically IT and senior
management have access to data. Drafts are saved, which may not be final thoughts or shared
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Small to Mid Size Business Usage
This phase isn’t mentioned in the Google setup instructions, but is a critical aspect to ensuring success
Note: while it’s ideal to plan ahead, there’s no reason not to audit these items if you’ve already implemented
Best Practice 1: Implementation Planning
Defining your organization Who are your users?
Full-time, Part-time, Temps & Interns What should they have access to?
Document current solutions Domain Files (Sharepoint, OneDrive, etc) eMail Does your business have specialized requirements
and/or 3rd party tool requirements
Collaboration planning Remote workers In Offices
Backup and security requirements
Best Practice 2: Use Shared (formerly Team) drives
Setting up Shared Drives based on types of content allows for flexibility in team sharing and permissions
Best Practice #3: Keyboard Shortcuts
To open a list of keyboard shortcuts in Google Docs pres: Ctrl + / (Windows, Chrome OS) or + / (Mac).
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Special Feature: Voice Typing
Voice typing is supported in Google Docs and Google Slides
Special Feature: Priority Files (Drive)
Make “Priority” your home page in drive helps you get to the files you use most often quickly
Create workspaces for collections of files
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Sharing and Interactivity
Sharing and interactivity is native to G Suite Applications
Files can be Shared via email/link (or within Team Drives) Limits can be set to prevent sharing outside your network Files can be simultaneously edited, changes automatically
saved
Path to productivity starts with a solid plan
• Expect that initial efforts will reduce productivity through implementation/ adoption of new initiatives
Gaining Productivity
Organizing and sharing files provide significant productivity enhancements Reduces duplication Ensures most current version is used Allows for remote collaboration in real-time
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Key opportunities for Productivity
Departmental file sharing Workgroup file sharing
Virtual Meetings & Chats Reduce travel time Encourages involvement for remote workers
Advanced Features
Offline Use: Basics
Docs, Sheets and Slides can all be edited offline within the Chrome browser
Extension for Chrome required
Offline Use: Advanced: Drive File Stream
Drive File Stream simulates a physical drive when enabled Right click on documents
to select “Available Offline”
Offline Use: Advanced: Backup and Sync
A physical copy of all your drive files are stored locally on your computer
Nuances of how/when to use this would be too involved to cover during today’s session. We recommend deeper
review of the Google support pages on this option, or feel free to contact me afterward to discuss.
Currents for Collaboration (Coming Soon)
Currents is the evolution of the Google+ toolset designed for internal collaboration Announced April 19 2019 Currently only available in Beta for Enterprise customers
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Google Sites
Sites provides a easy to use web interface for building basic web sites
Ideal applications Internal Content to be shared securely
within your organization Collaboration projects Group Sharing
Creating your site
Go to: https://sites.google.com
“Classic” and “New”
Editing your site
Integrate your site with other tools
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Publish your site
Supports custom URL’s
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Jamboard
Jamboard
Jamboard is primarily a digital whiteboard tool centered around a $5,000 display
The app provides an opportunity for virtual whiteboard sharing
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Keep
Oversimplified, Keep provides a virtual notebook allowing you to create post-it type notes in an accessible place
Keep for Project Management
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Planning for your business
This phase isn’t mentioned in the Google setup instructions, but is a critical aspect to ensuring success
Note: while it’s ideal to plan ahead, there’s no reason not to audit these items if you’ve already implemented
Best Practice 1: Implementation Planning
Defining your organization Who are your users?
Full-time, Part-time, Temps & Interns What should they have access to?
Document current solutions Domain Files (Sharepoint, OneDrive, etc) eMail Does your business have specialized requirements
and/or 3rd party tool requirements
Collaboration planning Remote workers In Offices
Backup and security requirements
Workflow Planning
Which tools in G Suite are most important to your organization?
How do/should teams work together?
How are remote workers engaged (and what are their responsibilities)?
Requirements for file access, storage and sharing (both internally and externally)
Engaging your team
Define guidelines & protocols Look to IT for direction Enforce and encourage
Designate leads/champions
Encourage exploration
Thank you!
If we don’t get to your questions, or you’d like a copy of this presentation, please feel free to email me at:
[email protected]
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Notes

underused and underutilized google features

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