Google Apps Use Cases

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Atos, Atos and fish symbol, Atos Origin and fish symbol, Atos Consulting, and the fish itself are registered trademarks of Atos Origin SA. December 2009 © 2009 Atos Origin. Confidential information owned by Atos Origin, to be used by the recipient only. This document or any part of it, may not be reproduced, copied, circulated and/or distributed nor quoted without prior written approval from Atos Origin. Google Apps, more than Mail & Calendar Google Apps Premium Edition unleashed Jan Krans [email protected] +31 (0)6 109.688.23

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Transcript of Google Apps Use Cases

Page 1: Google Apps Use Cases

Atos, Atos and fish symbol, Atos Origin and fish symbol, Atos Consulting, and the fish itself are registered trademarks of Atos Origin SA. December 2009© 2009 Atos Origin. Confidential information owned by Atos Origin, to be used by the recipient only. This document or any part of it, may not be reproduced, copied, circulated and/or distributed nor quoted without prior written approval from Atos Origin.

Google Apps, more than Mail & CalendarGoogle Apps Premium Edition unleashed

Jan Krans

[email protected]+31 (0)6 109.688.23

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Apps = Content, Collaboration & Community

CommunicateShow & Share

Create & Store Organize

Website

Extranet

Intranet

Team spaces

E-learning

Profiles

Client project

Workflow

Task Management

Chat

Groups Mobile

Sites

Docs

Video

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Google Sites

Google Sites - Knowledge base

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» Google Sites allows you display a variety of information in one place—including videos, slideshows, calendars, presentations, attachments, and text—and share it for viewing or editing with a small group, an entire organization, or the world.

» Information stored electronically and in email

» More people need access but information is difficult to search

» Collaborative authoring can be hard to implement

» Previously, knowledge bases were implemented well after information was being acquired resulting in lost information or difficult migration strategies

Challenges/Opportunities

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Google Sites

Public website stores/franchisees

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» Google Sites allows you display a variety of information in one place—including videos, slideshows, calendars, presentations, attachments, and text—and share it for viewing or editing with a small group, an entire organization, or the world.

» Web hosting is an extra cost

» Customers expect comprehensive information on the Internet

» WYSIWYG editing allows for content creators to easily update the website

» Localized markets

Challenges/Opportunities

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Google Sites

Partner portal/secure extranet

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» Google Sites allows you display a variety of information in one place—including videos, slideshows, calendars, presentations, attachments, and text—and share it for viewing or editing with a small group, an entire organization, or the world.

» Companies need to easily share information beyond their firewall with selected audiences

» Email cannot handle volume and diversity of information to be shared (large attachments, rich media)

» Current solutions require additional license costs for external parties to access content

» Cost of current solutions frequently inhibits ability for all parties to collaborate impacting time and cost of initiatives

» Partner input on product/service direction

» Collaboration with outside agencies

» Share info with contractors/customers without requiring full license costs

Challenges/Opportunities

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Google Sites

Collaborative RFP/supplier portal

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» Google Sites allows you display a variety of information in one place—including videos, slideshows, calendars, presentations, attachments, and text—and share it for viewing or editing with a small group, an entire organization, or the world.

» Sharing information and updates with multiple suppliers

» Requirements for transparent purchasing process

» Level playing field for all suppliers

Challenges/Opportunities

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Google Sites

Intranet

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» Google Sites allows you display a variety of information in one place—including videos, slideshows, calendars, presentations, attachments, and text—and share it for viewing or editing with a small group, an entire organization, or the world.

» Companies need to share information across distributed employee base

» An intranet to help stores/franchisees grow their business

» Specialized software can be cost-prohibitive for franchisees

» On premise software requires additional hardware, IT support

» Current intranet solutions require IT help to update content (e.g. HR policies) and can be burdensome

» Need for resources frequently result in stagnant or non-existent intranets limiting communication to employees

Challenges/Opportunities

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Google Sites

Team workspaces and project management

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» Google Sites allows you display a variety of information in one place—including videos, slideshows, calendars, presentations, attachments, and text—and share it for viewing or editing with a small group, an entire organization, or the world.

» Teams today may cross departments, time zones, geographies and need a centralized "workspace" to share information and manage milestones

» "Tiger teams" or "hot topics" may demand quick, intense focus

» Email does not allow for management and others to be updated or literally "on the same page" as a team

» Information not easy to search when dispersed across team members' desktops

» Cost of current solutions frequently inhibits ability for all parties to collaborate impacting time and cost of initiatives

Challenges/Opportunities

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Google Sites

Internal training

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» Google Sites allows you display a variety of information in one place—including videos, slideshows, calendars, presentations, attachments, and text—and share it for viewing or editing with a small group, an entire organization, or the world.

» Required to train employees on policies

» Employees may be located in distributed facilities

» Rich media makes training more compelling (vs. lengthy memo)

» Training materials often delivered at events and go out date quickly

» Dynamic training portal allows for training to be an ongoing process and not just an event

Challenges/Opportunities

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Google Sites

Profiles

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» Google Sites allows you display a variety of information in one place—including videos, slideshows, calendars, presentations, attachments, and text—and share it for viewing or editing with a small group, an entire organization, or the world.

» Subject matter experts within a company are not always discoverable by position/ title

» Career development borne by employees

» Distributing content updates to users increases culture within a company

» Internal LinkedIn

Challenges/Opportunities

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Google Sites

Client-facing engagement/project

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» Google Sites allows you display a variety of information in one place—including videos, slideshows, calendars, presentations, attachments, and text—and share it for viewing or editing with a small group, an entire organization, or the world.

» Client engagement / IT deployment requires collaboration across the fire wall

» Requirements / milestones need to be shared and vetted by multiple parties

» Timeframes may be compressed and changes may occur too quickly for constant email updates

» Apps provides a single source of truth minimizing confusion from multiple versions of the same content

» Information more easily shared/consumed in an ad hoc fashion and not limited to scheduled meetings

» Examples: ERP upgrade/ Software deployment, Data center migration, New advertising campaign, Financial planning

Challenges/Opportunities

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G-talk

G-talk - Audio/video chat

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» Since sometimes reading "lol" doesn't deliver the same punch as actually hearing your friend laugh at your jokes, you can now use voice and video capabilities in your Gmail

» Lower cost for communication

» Presence detection

» Chat, audio and video

» Can be hard to implement

» Video conferencing feature is coming

» Less travel for meetings, major cost saver

Challenges/Opportunities

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Mobile

Google apps – mobile

» Gmail, Google Calendar, Gtalk, Contacts and Google Docs in the mobile browser

» For any mobile phone

» Can be hard to implement

» Always online

» Everbody has mobile phone

Challenges/Opportunities

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Google Groups

Google Groups – Discussion

» Google Groups is a service from Google that supports discussion groups based on common interests

» Group management

» No involvement from IT department needed

» Integration with G-mail

» Integration with Calendar

» Integration with Docs for file sharing

Challenges/Opportunities

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Tasks

Task Management: Personal effectiveness

» Easily convert emails into tasks and use keyboard shortcuts to save time

» Create tasks with due dates and they automatically appear on your calendar

» Mobile tasks lets you manage your to-do list while you're on the go. Can be hard to implement

Challenges/Opportunities

» Just click and type to add new tasks, set due dates or add notes, and (most satisfyingly) check them off as you're done. Your task list stays up to date no matter how you access it.

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Google Docs

Google Docs – Office productivity

» Low cost shared drive

» Low cost Office suite (Word, Powerpoint Excel)

» Only one version of a document (with versioning and history)

» No more mail with attachments

» Lower cost for shared network drives

» Real time collaboration

» Alert or signal function

» Form & survey application

» Embeddable

Challenges/Opportunities

» Google Docs is a shared drive web-based word processor, spreadsheet, presentation and form application. It allows users to create and edit documents online while collaborating in real-time with other users.

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Google Apps Script

Google App Script - Simple Workflow

» Lower cost for administration

» Lower cost for handeling

» Process transparency

» Automate repetitive tasks

» Track and trace

» Can be hard to implement

» Simple scripting on doc’s

» Examples: Time sheet management, Expense report management, HR-requests (training, leave, etc)

Challenges/Opportunities

» Easy interaction with different Google Products and capabilities using JavaScript APIs

» Fast development:» use standard JavaScript» Basic collaboration and

sharing support

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Site API and migration

Google Sites: get content in!

» Migrate content in from SharePoint or Notes

» XML import/export

» Display content fromn 3th party software

» Local content backup

Challenges/Opportunities

» Just click and type to add new tasks, set due dates or add notes, and (most satisfyingly) check them off as you're done. Your task list stays up to date no matter how you access it.

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Secure Data Connector

Google Sites: get content in!

» Securely share data from firewalled, on-pre-mises systems to Google Apps (ie: Oracle CRM)

» Display data securely in gadgets, Google spreadsheets and App Engine applications

Challenges/Opportunities

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Apps, a Swiss army knife for Content, Collaboration & Community

» Low development costs

» Shorten Time-To-Market

» Collaboration driven

» Any devices, any place, any time

» No extra costs, it comes free with Gmail

Opportunities