Google Apps Use Cases

Google Apps, more than Mail & Calendar Google Apps Premium Edition unleashed Jan Krans Jan.Krans@atosorigin.com +31 (0)6 109.688.23 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.

Apps = Content, Collaboration & Community Intranet Extranet Profiles Website Client project Groups Mobile E-learning Chat Sites Show & Share Communicate Team spaces Task Management Docs Create & Store Organize Video Workflow 2

Google Sites - Knowledge base Google Sites Challenges/Opportunities » Information stored electronically and in email » More people need access but information is difficult to search Place visual company » Collaborative authoring can be hard to implement element here (textbox can be deleted) » Previously, knowledge bases were implemented well after information was being acquired resulting in lost information or difficult migration strategies » 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. 3

Public website stores/franchisees Google Sites Challenges/Opportunities » Web hosting is an extra cost » Customers expect comprehensive information on the Internet Place visual company » WYSIWYG editing allows for content creators to element here (textbox can be deleted) easily update the website » Localized markets » 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. 4

Partner portal/secure extranet Google Sites Challenges/Opportunities » Companies need to easily share information beyond their firewall with selected audiences » Email cannot handle volume and diversity of Place visual company information to be shared (large attachments, rich element here media) (textbox can be deleted) » Current solutions require additional license costs for external parties to access content » Cost of current solutions frequently inhibits ability for » Google Sites allows you all parties to collaborate impacting time and cost of display a variety of information initiatives in one place—including videos, slideshows, calendars, » Partner input on product/service direction presentations, attachments, and text—and share it for » Collaboration with outside agencies viewing or editing with a small group, an entire organization, » Share info with contractors/customers without or the world. requiring full license costs 5

Collaborative RFP/supplier portal Google Sites Challenges/Opportunities » Sharing information and updates with multiple suppliers » Requirements for transparent purchasing process Place visual company » Level playing field for all suppliers element here (textbox can be deleted) » 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. 6

Intranet Google Sites Challenges/Opportunities » Companies need to share information across distributed employee base » An intranet to help stores/franchisees grow their Place visual company business element here (textbox can be deleted) » Specialized software can be cost-prohibitive for franchisees » On premise software requires additional hardware, IT support » Google Sites allows you display a variety of information » Current intranet solutions require IT help to update in one place—including content (e.g. HR policies) and can be burdensome videos, slideshows, calendars, presentations, attachments, » Need for resources frequently result in stagnant or and text—and share it for non-existent intranets limiting communication to viewing or editing with a small employees group, an entire organization, or the world. 7

Team workspaces and project management Google Sites Challenges/Opportunities » Teams today may cross departments, time zones, geographies and need a centralized "workspace" to share information and manage milestones Place visual company » "Tiger teams" or "hot topics" may demand quick, element here intense focus (textbox can be deleted) » Email does not allow for management and others to be updated or literally "on the same page" as a team » Google Sites allows you » Information not easy to search when dispersed display a variety of information across team members' desktops in one place—including videos, slideshows, calendars, » Cost of current solutions frequently inhibits ability for presentations, attachments, all parties to collaborate impacting time and cost of and text—and share it for initiatives viewing or editing with a small group, an entire organization, or the world. 8

Internal training Google Sites Challenges/Opportunities » Required to train employees on policies » Employees may be located in distributed facilities » Rich media makes training more compelling (vs. Place visual company lengthy memo) element here (textbox can be deleted) » 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 » 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. 9

Profiles Google Sites Challenges/Opportunities » Subject matter experts within a company are not always discoverable by position/ title » Career development borne by employees Place visual company » Distributing content updates to users increases element here (textbox can be deleted) culture within a company » Internal LinkedIn » 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. 10

Client-facing engagement/project Google Sites Challenges/Opportunities » Client engagement / IT deployment requires collaboration across the fire wall » Requirements / milestones need to be shared and Place visual company vetted by multiple parties element here (textbox can be deleted) » 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 » Google Sites allows you content display a variety of information in one place—including » Information more easily shared/consumed in an ad videos, slideshows, calendars, hoc fashion and not limited to scheduled meetings presentations, attachments, and text—and share it for » Examples: ERP upgrade/ Software deployment, viewing or editing with a small Data center migration, New advertising campaign, group, an entire organization, Financial planning or the world. 11

G-talk - Audio/video chat G-talk Challenges/Opportunities » Lower cost for communication » Presence detection » Chat, audio and video Place visual company element here » Can be hard to implement (textbox can be deleted) » Video conferencing feature is coming » Less travel for meetings, major cost saver » 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 12

Google apps – mobile Mobile Challenges/Opportunities » For any mobile phone » Can be hard to implement » Always online » Everbody has mobile phone » Gmail, Google Calendar, Gtalk, Contacts and Google Docs in the mobile browser 13

Google Groups – Discussion Google Groups Challenges/Opportunities » Group management » No involvement from IT department needed » Integration with G-mail » Integration with Calendar » Integration with Docs for file sharing » Google Groups is a service from Google that supports discussion groups based on common interests 14

Task Management: Personal effectiveness Tasks Challenges/Opportunities » 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 » 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. 15

Google Docs – Office productivity Google Docs Challenges/Opportunities » 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 » Google Docs is a shared drive web-based word processor, » Form & survey application spreadsheet, presentation and form application. It allows » Embeddable users to create and edit documents online while collaborating in real-time with other users. 16

Google App Script - Simple Workflow Google Apps Script Challenges/Opportunities » 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 » Easy interaction with different » Examples: Time sheet management, Expense Google Products and report management, HR-requests (training, leave, capabilities using JavaScript etc) APIs » Fast development: » use standard JavaScript » Basic collaboration and sharing support 17

Google Sites: get content in! Site API and migration Challenges/Opportunities » Migrate content in from SharePoint or Notes » XML import/export » Display content fromn 3th party software » Local content backup » 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. 18

Google Sites: get content in! Secure Data Connector Challenges/Opportunities » 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 19

Apps, a Swiss army knife for Content, Collaboration & Community Opportunities » Low development costs » Shorten Time-To-Market » Collaboration driven » Any devices, any place, any time » No extra costs, it comes free with Gmail 20

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Google Apps Use Cases

by Jan Krans on Jan 25, 2010

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