Collaboration in the Workplace 

-- and Beyond -- using Google Apps

William HellingEmily Griffin

  Crawfordsville District Public Library

Reference Department

Why We Need to Collaborate in CDPL Reference Department

Staff members who do not see each other every day must: • share indexing tasks using the same sources

-- ex. vital statistics and events from local newspaper • schedule shared duties among themselves

-- ex. write blog entries, tweet, etc.  • access the same documents for shared duties

-- ex. tech services cataloging submission form • perform interdepartmental duties as a group 

-- ex. collection development  

Phase 1: sneakernetFrom sharing paper to sharing diskettes! "Sneakernet is a method for transferring electronic information, especially computer files, by physically couriering removable media ...." -- Wikipedia

 Collaboration via sneakernet had issues:

• files damaged, mis-carried, or not carried• delays in getting files • no opportunity for real-time collaboration• multiple variant files could exist

Collaboration via e-mail had issues:

• files mis-sent or not sent• delays in getting files • no opportunity for real-time collaboration• multiple variant files could exist

Phase 2: e-mail

Improved cooperation: everyone had access to common files!       BUT...

• only one staff at a time could edit a file• still no real-time collaboration• staff had access only when onsite• server not always available

Phase 3: shared files on server

Gains in sharing file via a local server were lost because of frequent lack of access.

Phase 4: Google Docs

 

CDPL uses Spreadsheets, Documents, Presentations

Advantages to Using Google Docs

• Familiarity with Office products ensures easy transition.• No need for installed software or IT intervention.• Staff can work from any computer.• Work is auto-saved very frequently.• Staff can work in the document at the same time and

instantly view changes made -- and can communicate through the chat feature.

• Staff can see the date and time of last update and the last user to access the file.

• Previous versions of files are available (you can go back!).

Google Docs: spreadsheetsOur department shares via Google Docs:• Newspaper indexing • Scheduled posts to the library blog and Twitter account • Collection-development suggestions

Google Docs: spreadsheets How we benefit by using Google spreadsheets:• Spell check "on the fly" improves quality of work• Staff find it more intuitive than Excel for inserting/deleting

columns, and sorting by a column• Inserting comments or questions in specific cells aids others• We avoid duplication of work (e.g., requesting same book for

collection development)• Staff responsible for blogs/tweets coordinate better• Indexing is "handed in" faster and on databases sooner• We can download a spreadsheet in the proper format to

upload the data into databases

Google docs: spreadsheet issues

Known Issues by Google• Shortcuts for insert date/insert time do not work in Google

Chrome web browser• Opening more than one form editing window overwrites

changes saved Disadvantages experienced at CDPL • Multiple users can create formatting issues for each other...

Google docs: spreadsheet  issues

Various formats (currency, date, etc.) can be changed by other editors

Google Docs: documentsOur department shares via Google Docs:• Local History Submission form• Spanish language application for library card• Staff research 

Google Docs: documents

How we benefit by using Google documents:• All staff use the most recent forms available• Staff do not need to search in various physical locations to

obtain forms• Departmental forms can be updated and shared instantly• Staff conducting research can elicit help from colleagues

more easily -- and editors will always be looking at the most recent version

• Staff at service desks can remain productive (instead of having to use Remote Desktop to access their own computer's files)

Google Docs: documents issues

Known Issues by Google:• Cannot upload images over 2MB or with dimensions larger

than 2000 pixels• Keyboard shortcuts for formatting text (bold, italicize) do not

work in Safari web browser• Super-scripted footnotes are sub-scripted when the

document is exported to pdf or printedDisadvantages experienced at CDPL:• Cannot copy/paste images like Word or manipulate inserted

images• Cannot use the right-click function of the mouse to do copy

and pasting, formatting, and quick reference• Cannot upload Word docs into Google documents format

without losing layout when we use Word text boxes...

Google Docs: documents  issues

Word files with text boxes lose layout when uploaded and converted to Google Docs format

Google Docs

Word

Google Docs: presentationsOur department shares via Google Docs:• tutorials on local history research• tutorials on reference duties• tutorials on library technology

Google Docs: presentations

How we benefit by using Google Presentations:• Any staff can create a tutorial in their area of expertise

(e.g., looking up birth records) and seek input from others

• Staff can keep up on needed skills with self-paced instruction

• Staff can avoid monthly paper updates/tutorials that are likely to be misplaced or never revisited

• Group presentations (like this one!) can come together faster

Google Docs: presentations issues

Known Issues by Google• Cannot upload images over 2MB or with dimensions larger

than 2000 pixels Disadvantages experienced at CDPL• Chat function is disabled in editing window• Cannot copy/paste images like PowerPoint or manipulate

inserted images• Visual differences after upload/conversion of existing

PowerPoint presentations• Visual differences between edit and presentation mode... 

   

Google Docs: presentations issues 

PowerPoint 2007 or 2010 (.pptx) to Google docs format loses text and images in text boxes -- but this works in earlier versions.

PowerPoint 2007

Google Presentation

Google Docs: presentations  issues

   edit mode:

  presentation mode:          

WYSINWYG (what you see is not  what you get): There are differences between how a slide looks when being edited and how it looks in presentation mode. For example, lining up columns with tabs or spaces is guesswork:

Google Docs sometimes encounters server errors. Typically, reloading the page or returning to documents later will fix the situation. Work has never disappeared...BUT will Google Docs ever disappear...or start charging?

Are There Global Disadvantagesto Google Docs?

Do the Benefits of Google Docs Outweigh any Disadvantages?

Yes! In spite of having to adapt to different features and foibles of Google Docs, our department has enjoyed increased productivity and pleasant collaboration. 

 And it does not stop in the workplace...

   

     

Collaboration Beyond the Workplace

Google Docs allows us to check the progress of a certain project or chat with coworkers wherever we are. 

Collaboration Beyond the WorkplaceMobile Access

Collaboration does not stop at the desktop: Google Docs viewers are available for mobile devices (ex. iPhone, iPad, and Android)

Mobile devices that support spreadsheet editing:• iPhone• Android• Nokia S60• Palm Pre• Opera Mobile and Mini

 Currently, only iPhone users can view presentations.

Google Docs: Mobile AccessCollaboration Beyond the Workplace

iPod Touch                

Collaborative Presentation(in every sense of the word)