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Adopting Cloud Solutions: Making a Smooth Transition to Google Apps

Posted by Unknown Minggu, 31 Juli 2011 0 komentar

My school district just passed it's one year anniversary using Google Apps. We have saved a considerable sum of money while enjoying the robustness of Google's Gmail, Google Docs, and other Google apps such as Google Sites and Google Reader. During the transition there were the usual bumps and frustrations that occur with any transition to something new, but by emphasizing the positive new features, and by showing our district users how to accomplish many of the same things they could with the old platform, Gmail and Google apps have become a part of our everyday life.

If your district is thinking of converting to Google apps, or some other cloud-based applications to replace current services, it is extremely vital to select the services that best fits your needs and train your users in how to make the most of the new apps. A good introduction to the idea behind this concept of using the cloud as a application platform is the "Cloud Computing Explained" video.

I feel confident that choosing the right cloud provider and training our staff have made our transition to Google Apps successful. In order to really understand the capabilities of Google apps and especially Google Docs, I might suggest showing the "Google Docs in Plain English" video as a starting point.

What makes this video effective is that it explains in simple terms how Google Docs can transform the way we carry out our tasks as administrators and educators.

Transitioning to the cloud is clearly accelerating for school districts around the country. With technology budgets tight, educational institutions have no choice but find the savings where possible. Google Apps specifically, and cloud-based apps generally are a definite way to stretch the technology budget.

Two Must-Have Apps for Those Using Google Apps

Gmail Backup: This freeware (with requested donations) application allows you to backup your Gmail account locally. It is an excellent way to ensure that you have access to your past email activity. For more information, check out the developers site: http://www.gmail-backup.com/ .

Syndocs: This freeware app allows you to backup your Google Docs locally. It automatically pulls your Google Docs files to your desktop upon computer start up. It is an excellent way to make sure you always have an accessible copy of your documents with or without Internet access. For more information, check out the developer's site: http://www.syncdocs.com/

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4 Reasons Google Docs Is a Good Idea for Educators

Posted by Unknown Rabu, 15 Juni 2011 0 komentar

In a time of tight budgets and few resources, administrators need to find as many ways to save money as possible. In an earlier post, I suggest Google Docs as an alternative to purchasing Microsoft Office as an office suite. Google Docs does provide users many useful features that extend far beyond what can be obtained from a locally installed office suite like Open Office or Microsoft Office. Here's four things that set Google Docs apart from an installed office suite.

1. Create documents, spreadsheets, presentations, forms, and drawings online. With this feature, users can create documents any time and any place they have web access, right through their web browser. Unlike an installed software package on a local computer, there's no need to worry about document compatibility or saving your documents on a portable device. With Google Docs, create your work online, and then save it online. You can also take advantage of these additional features:

Save your documents online and never have to use a portable storage device such as a DVD or flash drive.
Take advantage of Google's online Template library to create documents.
Upload any existing files you have to Google Docs so that you have access to them any where.
Use a much simpler user interface than most office suite programs.

2. Share and collaborate with others on your documents. With Google Docs, you can choose with whom you wish to collaborate. You can share your work instantly with others through email. You can also work with others synchronously and asynchronously.

3. Safely store and organize your work. Google Docs' web access gives users access any where there's an Internet connection. You can access documents stored in Google Docs on any computer. You can also store documents created in MS Office in your Google Docs account. Additionally, you can export documents from your Google Docs account to your desktop or laptop. Finally, you can use folders to organize your online Google Docs documents.

4. Control who has access to your documents. While the documents in your Google Docs account are stored online, you still have the ability to control who can see them and how they see them. You can publish your work as web pages, you can send invites to others you wish to view your documents, you can post your documents to your blog. Finally, you can share your documents internally with only those in your school.

That list describes an array of additional features beyond those found in a regular office suite. If I were to emphasize features to administrators, here's three I have found most useful and worth exploring:

Creating Forms: This feature has proven to be quite useful to me as an administrator. I have used it to create a discipline tracking form, parking lot form, new student entry form, and a walkthrough observation form, just to name a few. Google Docs' form feature has been extremely useful for collecting data. It puts the collected data into a spreadsheet for later reference.
Sharing Documents: Being able to share documents through Google Docs this year has actually cut down considerably on some of our staff face-to-face meeting time. For example, when we needed to develop a schedule this year, we shared a Google Doc spreadsheet, and all our staff edited, suggested, and made changes until we had an acceptable document. We did the same with our school improvement plan.
Two additional programs make using Google Docs even more functional. These programs are: "Syncdocs" and "GoDocs" for the iPad.

Syndocs: Syndocs is a free program that allows users to sync and store copies of all their Google Docs documents on their computer. It syncs on start up each time your computer boots. This program also allows you to have offline access to your documents. You can download Syncdocs here.
GoDocs for iPad: I tried several iPad apps so that I could access to my Google Docs account on my iPad, and so far GoDocs has been the best solution. It allows me to read and download any document in my Google account so that I have an added layer of access to those documents. It will also allow editing, but that function is done through a browser. It does not work as well as I hoped.

Google Docs is a Web 2.0 solution every administrator needs to learn how to use. It's simple to use, and best of all, doesn't cost anything.

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