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.