Google.docs and Google Forms - April 6 Assignment

Google.docs on Google is a program that allows you to create documents, spreadsheets, presentations and forms and then share them with people you designate.   This can be very useful when you are collaborating on presentations, reports, or spreadsheets that require input from multiple people.  In order to use Google.docs, you must set up a Google account.   Once your Google account is set up, you have access to Gmail (google mail), Calendar, News, Search, and much more.  One very useful tool is called Google Drive.  Google Drive is the new home for Google.docs.   All files are stored on Google in an area called "My Drive".   This is where you create documents of all types and share them with those individuals you chose. 

Google Drive is the cloud computing service offered by Google.   The term "cloud computing" means storing and accessing data and programs over the Internet instead of your computer's hard drive.    When you run and store data from your hard drive, this is referred to as local storage and computing.   This is how the computer industry functioned for decades.   For it to be considered "cloud computing," you need to access your data or your programs over the Internet.  The benefit to cloud computing is that you store your documents, spreadsheets, etc. on a remote server and because of this, you can access your documents anytime and anyplace with an online connection.  Another significant benefit to cloud computing is that you can work collaboratively on documents and presentations with individuals located anywhere there is Internet access.   This is an illustration of the "Google cloud computing" model: 

I use Google.docs extensively.   I am working with a not-for-profit organization that provides free exercise classes for breast cancer survivors to help them prevent the onset of lymphedema, a debilitating swelling of lymph nodes in the arm. Our major fundraising event is held each year in June and is called the Dragon Boat Festival.  Our Board of Directors are located in many areas across the country.  We have found as on organization that Google.docs is the most efficient way to communicate information and status updates as they occur.  A few examples of how we use this service are to create and share lists of sponsors we are approaching for team sponsorships or donations, track volunteers who will work at the event, and report on activities that each chairperson performs each week on their area of responsibility.  The list of companies and individuals that we contact is extensive and the responsibility is shared among a few board members with one individual having overall responsibility for the results.   As updates are occurring, board members and committee chairs update a single report per function.  This really simplifies the process dramatically.  Sometimes when I'm on Google.docs updating my results, I see someone else inputing at the same time!    I think that's great.    Since we are on a very aggressive schedule and are working very hard to increase our donors, it's essential that everyone is always up to date on where we stand with revenue and who needs to be contacted.  In addition to Google.docs, I have been able to apply many of the tools I've learned in this class to work projects which is really helpful.   Here's an example: 

Facebook Posting

This past week I used Google Forms to create a form to collect information from each chairperson who has responsibilities on the day of the event.  I am gathering information  on the number and type of volunteers needed by each chair for each task and time slot.    What I love about Google Forms is that it aggregates the data into a spreadsheet which saves me the very burdensome task of manually entering each chair's requirements into a new spreadsheet.   I have inserted links to both the form that will be sent to the chairs as well as the results posted on the spreadsheet.   Because the form is lengthy and the results expansive, I've only included links to an abbreviated version of the form and spreadsheet.

Volunteer Requirements 

Volunteer Requirements (Responses)

In addition, Google Forms offers graphs and reporting that I find very useful.   Shown below is a link to a summary of the data that I collected from my abbreviated forms. 

Volunteer Requirements Summary


I really enjoy working with Google Drive.  I will continue to use it for many applications.  The more I work with it, the better acclimated I become and see the power of this tool. The next thing I would like to master is being able to work with the spreadsheet to sort and manage the data.

There are certainly applications that are better managed on your local network such as any data that is private.   When you use Google Drive, you agree to allow Google to access and use the information that you have placed on their server.  Although Google says that they will only look at the data as a vehicle to learn how their customers are using the service so they can make service improvements, it's still best to remember that once you've placed your information on the "cloud" it can be accessed by someone other than you.   As long as you place information on the "cloud" that you are comfortable knowing can be accessed by Google, all in all, I find this service to be awesome!     I love working with it.   

  

March 16 Assignment - LinkedIn

LinkedIn is a social networking website for professional people.  It is designed to allow professionals to develop a list of contacts with people that they have some professional connection.  You can upload your resume or design a profile that provides details on your professional experience and accomplishments and professional affiliations.     Your connections can be used to find jobs, people and business opportunities.  Recruiters and employers can list jobs and search for potential candidates based on the credentials you have listed.    You can follow specific companies and receive notifications of job opportunities.

You build your LinkedIn network by first establishing  direct connections.   These are people who you know, have worked with, or have some direct professional affiliation.  The second tier of contacts is referred to as second-degree connections.  These are people that you became affiliated with through your direct connections.  Third degree connections are connections you have been introduced to through your second-degree connections.  

The 1^st, 2^nd, and 3^rd degree connection system where contact with any professional requires either an existing relationship, or the intervention of a contact of theirs, is designed to build trust among LinkedIn users.

LinkedIn, through an application,  allows members to display blog postings with their LinkedIn profile.  There is also a mobile version of the site that I use often.   The mobile version of the site is more limited in its features. 

There are groups on LinkedIn that you can join where discussions on specific topics take place.  Groups are   moderated by the group owners and managers. Groups offer the ability to reach a wide audience of people with similar interests.  Groups also keep their members informed through emails of the most talked about discussions within your professional circles.  Groups can be private, accessible to members only or open.  You have to request to join a private group and you will be notified when your request has been approved.   The graphic below shows the group that I belong to.  It also shows a pending approval for a group I would like to join. 

LinkedIn allows members to research companies with which they may be interested in working.   You can also apply online using the “Apply with LinkedIn” button.

One thing I really like about LinkedIn is receiving job postings.  These job postings are sent to my  email account and are based on the skills and job experience that I listed on my profile.   Here is an example of a list of jobs I received in my email inbox this week: 

LinkedIn allows users to endorse each others' skills. This feature also allows users to efficiently provide commentary on other users profiles so that network building is encouraged.  The graphic below shows an endorsement of one of my contacts: 

I use LinkedIn but not often.   I do tend to participate in the groups that I have joined but don’t really work hard enough at the networking component of LinkedIn.    I like the system but find it a bit intimidating.    I think that for professional people it is essential that you participate and stay active on LinkedIn.  

March 16 Assignment - Mobile Devices in Business

Many businesses are replacing desktop PCs with laptops, tablets, and smartphones.  These mobile devices are contributing to improved efficiency and productivity. Although the use of mobile devices in business is not new, the sheer number of devices being used and the fact that the mobile devices are often owned by employees has changed the technology landscape for businesses.  There is an emerging trend called Bring Your Own Device (BYOD) meaning that employees use their own smartphones or tablets to conduct company business and access company email and databases.   

The chart below shows the type of business activities in which employees are using their personal mobile devices.

Smartphones and tablets are also changing where employees work.   Still most commonly used at the desk or at home, employees also use these devices at work away from the desk, in remote locations, or in transit. Mobile workers will continue to increase the percentage of time these devices are used as technology advances at both the device and corporate enterprise level enable greater functionality. 

The rapid spread of mobile devices being used by employees has provided businesses with advances in productivity and customer service, but these advances come with many challenges, particularly for IT Departments because these devices typically operate outside of corporate IT architecture.  Whatever their potential value, mobile devices  pose a significant security risk. They are easy to accidentally misplace.  If lost or stolen, smart phones and tablets could be used to gain unauthorized access to corporate databases to steal data.

The flexibility and freedom to get business done anywhere, anytime, makes it much harder to maintain the security and control of corporate data when employees are accessing and storing business information on their smartphones, tablets, and laptops.   The constant innovation of mobile devices makes it hard for businesses to stay in front of this technology.

This challenge has given rise to solutions called Mobile Device Management and Mobile Application Management software platforms.    Mobile Device Management software enables an organization to track, secure, remotely update, and essentially manage mobile devices across all operating systems such as Mac/IOS, Android, and Blackberry.  The recent launch of Windows 8 and Windows Phone 8 offer a new generation of devices that are all Windows powered for work.  Mobile Application Management is more directed toward managing the applications on mobile devices.   

Organizations need mobile device protection across a full spectrum of functions: 

• Support of operating systems 
• Set up of all devices with ease and simplicity
• Distribution of software patches, fixes, and updates  
• Scan for malware
• Enforce security policies 
• Locate devices, wipe their data, and deactivate them
• Provide encryption of corporate data stored on the device  

Not all companies use mobile device management software at this time.   According to Gartner, Inc., a marketing research firm, in 2012 only 1/3 of 300 companies surveyed had any security policies in effect or had implemented software systems to address the security issues associated with mobile device management.   According to Gartner, however, 65% of companies will adopt these technologies over the next five years.  An important consideration is that Mobile Device Management and Mobile Applications Management systems must be able to support divergent regulations or policies wherever a company operates from state-to-state or internationally. 

The use of mobile devices in the business realm is very exciting and provides opportunities for companies to increase the effectiveness of their employees and increase efficiencies within their organizations.  Also, this trend provides significant business opportunities to smartphone manufacturers and developers of Mobile Device Management and Mobile Applications Management software solutions.    As long as companies mitigate the security risks associated with the use of mobile devices, I think this technology is a very effective tool for business.   I absolutely wish I had it when I was working,  traveling, and making client presentations! 

GoAnimate

March 9 Assignment - Blog 4 - Advanced Search Techniques

I was not aware until I read this chapter that there is a vehicle for performing advanced searches on search engines.   Although most of my searches are fairly simple, I have had occasions when I've asked a question or needed more thorough information on a topic and have felt frustrated that I knew it was out there on the Web somewhere but I just didn't know how to get it.   This section of Chapter 3 was very helpful to me.   I learned that more detailed or complex searches require a better understanding of formulating the search query.  Search engines provide tips and shortcuts for advanced search.   One tip is the use of  Boolean operator.  As I understand their use, Boolean operators are inserted into a search query to tell the search engine what keywords to look for and what keywords to exclude.    Not all search engines handle Boolean operators in the same way so you must review a search engine's 'Help' page to understand how that particular search engine uses Boolean operators.    I found a tutorial through a Google search on Boolean operators that was very helpful to me.   The link is as follows:
http://www.internettutorials.net/boolean.asp.   Since I use Google most often, I found the Google search tips and shortcuts.   That link is:  http://support.google.com/websearch/bin/answer.py?hl=en&answer=136861

The "And" operator means a keyword must be found in the search results.  The "Or" operator is used to search an "either/or" situation.   Using the "or" operator in between words specifies that either of those keywords should be used.  To exclude a keyword from a search, some search engines require you to use the "Not" operator before the excluded keyword. A search engine usually offers an advanced search form to be used to create a complex query.

I had trouble performing an advanced search on Bing.  I entered the exact query shown in the text to begin the search process.  Bing displayed the number of results but did not offer an advanced tab.   I tried clicking on other tabs but could not find an advanced search button anywhere.   Maybe someone who had success with this could tell me where to look.

I had better luck on Google.  I used the same search query and the query resulted in results that were displayed.   On the right hand side of the page, there was an options button and once clicked on, it offered an advanced search option.

Then I went ahead with the advanced search and this is what I found:

I've run out of room!   There is so much more I'd like to learn about advanced search and I'm going to experiment and blog.   I hope you'll follow my blog and give me feedback!

March 9 assignment - Blog 3 - Search Tools

Internet search tools exist in the form of directories, search engines, and metasearch engines.   Prior to our reading assignment, I wasn't aware that there were directories or metasearch engines so it was very interesting to learn about these topics.   

Directories are human-compiled, hierarchical list of Web pages organized by category.  As defined in the Ultralingua Dictionary app, hierarchical means that content is classified according to various criteria in successive levels or layers.    Directories can be a useful way to organize web-based information for easy access by browsing from a general category and refining your search to a more specific category.   The process of searching directories is called "drilling down."  When drilling down in a directory, you leave "breadcrumb trails" that allow you to move back and forth between pages you were at before.   I used DMOZ Open Directory Project and used a search query of "Facebook Marketing for Business."    The results are shown below: 

 DMOZ Open Directory Project Query

The benefit of using a directory is that human editors categorize the information in a logical manner making the search process easier.   The disadvantage to this approach is the time in which is takes the editors of these directories to analyze what pages to include and then do the work to add them to the directory. 

There are several search engines available to perform Internet searches.  These include Google, Ask.com, Bing, Alta Vista, Gigablast, and Yahoo!  There are specialty search engines such as Bizrate (for business), Technorati (for blog lists), and Fact Monster (for children).  Search engines function entirely without human intervention in gathering and indexing the web sites.  Search engines use software called spiders, Bot (short for robot) or web crawlers that browse the web searching for web sites to add to their indexes. Spiders and Bots automatically add URL's and information about web pages to their searchable indexes.   The information that a Web crawler will typically collect to create their indexes are page title, URL, meta tag keywords, occurrence of key words - meaning the frequency of use and where they appear on the page, full-text searching which examines all of the words on the Web page, internal links within the Web page to other pages on the web site, and the number and relevancy of other Web pages that link to that page.  

Web crawlers store information on a database on one or more servers creating an searchable index.  Web crawlers continually search the Web to add updates and new web sites to their indexes.  Web crawlers are used only to gather and update web site indexes.  When you perform a search using the search text box in a search engine, you are not interacting with the web crawler, simply the results of the web crawler that are stored in the index.  

Most search engines will allow advertisers to pay a fee to more prominently display their web sites.   This is called paid placement.  When performing a search on the Web, you enter the keyword or words into the search engine's search text box.  The search engine then takes the query and looks for those keywords in their index.   Once the search engine has found relevant matches to the keywords, it assembles a list of web pages and displays them in a specific order.   Each search engine uses its own formula or algorithm to determine which pages to display and in what order.   The most relevant pages are presented at the top of the list.   Shown below are two searches I performed for Maltese.  One was on Google and the other on Yahoo!    You can see from the results that different pages were presented by each search engine to the exact search keyword.

A metasearch engine is a special type of search tool that generates search results from several search engines by submitting the search to several search engines then combining and displaying the results.  

March 9 Assignment - Blog 2 - Evaluating the Search Results

Since anyone can post information to the Web, it is important to be able to assess the credibility of the results you receive from a search.  To determine the credibility of the of the results you receive from a search, there are four specific areas of the site which should be evaluated.   These are:  Authority, Objectivity, Scope and Quality, Design and Functionality.   To assess "authority" you must determine the quality of the information being presented.  You should find out who sponsors the web site, who wrote the page content, if possible, and whether they have the requisite expertise to represent themselves as an authority on the topic.  The highest quality information comes from a primary source document, item or other data that provides first hand information about the subject matter.   For example, a primary source can be a scholar writing about a subject matter he/she is an expert in.   One word of caution, however, when you are searching educational pages, you must be aware that some of the documents can be written by students and not necessarily scholars.   This is where it is very important to know who wrote the document.  

Objectivity of the web site is important as well.   You must determine whether there is any bias in the web site content or whether it is written to sell you a product or service.  One way to determine the objectivity is to look on the web site for links with reputable domain names that link to Web sites with related information.  

Scope and quality of the web site is important as well.   The content of the site should be accurate and up-to-date.   You can search other web sites that present similar information to gain a better understanding of the topic as a way to determine the accuracy of the information being presented by the site.  You can do this by comparing the information between the sites to see whether there is consistency and whether any of the sites are produced by a recognized authority.  I think that being proficient in multiple search engines would help with this process.  

Design and functionality is also a big tip as to the credibility of the web site.   If the site contains many spelling errors or has links that are no longer functional, it's likely that the site is not a high-quality site.  You should look for a site that looks professional and where all links are working properly.

Also, you should consider how you were led to the site.  Below is an example of an inbound email leading me to a site that offers home based work opportunities.   I'm always suspicious of these!!

Here is the site this email link led me to: 

In summary, if you want to use information that you gather from Internet sources, it is essential that you evaluate the quality of the content of the web sites that you access for information.   In the example posted above, you cannot determine who is the author of the site or what the product or service the site is offering.   Once I entered my email, this is where the link took me: 

This is a site for a home-based business where you can teach people how to get their cell phone service for free!    Unlikely!    This is an example of how important it is to know the authority of the site.