Chapter 1. IS in Business- Google is more than just a “Search Engine”…^{2}

Clifton Wahlberg

Having worked for several different businesses over the past five years, I have seen the wide array of different IT frameworks that companies use to track merchandise, communicate with employees, or improve employee collaboration. Choosing an IT system that is right for your business can be a very difficult decision, especially if you manage a small business with little capital to waste on the wrong one. However, our favorite Internet company has come to the rescue with their streamlined, secure, and surprisingly useful collection of online programs called Google Apps.

In a recent article published in the magazine PC World, the many ways that these free apps (though they can be upgraded for a small premium) can be utilized to “supercharge your business” (Stern, 2010). Google Docs is an online office suite that can be accessed from any computer and is very familiar to users of Microsoft Office. However, Google Docs outdoes Microsoft by automatically making backup copies of every document version and stores them on the Google server; no more accidentally deleting an entire document and wasting time redoing it. Additionally, Google docs allows multiple users to alter documents and tracks what changes they make. This way a team can efficiently work together online without constantly sending revised versions using email, which can waste time.

Google Calendar is another easy-to-use tool provided by Google apps. It’s simple to create events, invite employees, set up recurring reminders, or even display when your available to meet personally with employees (Stern, 2010). This app keeps the collaboration utility as well, which allows for a more open and easy to access workplace calendar.

Google Sites can create a private network of documents online, much how a private intranet could be reproduced in an office, but eschews the costly technology costs associated with a private company intranet. This could be used to store confidential or referential documents, such as HR mandates or important messages from management.

Finally Gmail, Google’s email client, can be used as a business email client. Google allows you to change the “@gmail” to any domain you wish, allowing you to use the efficient and time tested Gmail client while still maintaining a professional image and company website. As previously mentioned, these apps are for the most part free, and can be upgraded for a small premium.

I chose this article because it gives us an opportunity to test out the efficiency metric outlined in Chapter 1 Section 1. These online apps allow for instantaneous access from any computer and most smart phones (Stern 2010), which improves the availability of the system. Additionally, by not relying on in house technology (which may be budget equipment or require full time IT technicians) you can substantially increase the speed at which your IT system operates. Group assignments can be completed easily using the extensive collaboration tools provided, which increases throughput.

While the implementation of this system would ultimately determine the effect it had on business, these apps could increase customer satisfaction (with increased work flow and business availability) and customer confidence.

Is this collection of apps perfect? Probably not; they still have room to improve and grow. Are they for every company? No; larger companies who can afford in house systems and require more specific utility out of their IT systems will certainly overlook this tool. However, a small business with a limited group of employees could greatly benefit from these applications.

Full Article (here)

References

Baltzan, P., & Phillips, A. (2008). Business Driven Information Systems (2 ed.). New York: McGraw-Hill/Irwin.

Stern, Z. (2010, August 24). Supercharge Your Business With Google Apps – PCWorld Business Center. PC World. Retrieved August 25, 2010, from http://www.pcworld.com/businesscenter/article/203701/supercharge_your_business_with_Google_apps.html?tk=hp_bus

By clifton1776 Category: IS in Business