Tech Review: Google Docs

Today on Tech Review, let's talk about one of our office productivity software we discussed previously: GOOGLE DOCS.

With Google Docs, you can create basic documents using a word processor, spreadsheet, and presentation online.




Let's get some information from their site:

"Create basic documents from scratch or start from a template.
You can easily do all the basics, including making bulleted lists, sorting by columns, adding tables, images, comments, formulas, changing fonts and more. And it's free. "

Most of the basic feature of a document maker software are available. And Yes! because its from Google..... it's free!

"Upload your existing files.
Google Docs accepts most popular file formats, including DOC, XLS, ODT, ODS, RTF, CSV, PPT, etc. So go ahead and upload your existing files."

Although it works with almost all file format, you might still want to check the layout of your document once you uploaded it. Sometimes it differs from what we expect it.

With Google Docs, you can "share and collaborate in real time".

Before, my boss always asked me to send him the latest of the updated of his latest document with comments from this and that department. Oh BOY! Just imagine how we manage to name that file!

But with Google Docs, you can upload a document (or start from scratch online) and share it with your boss, his secretary, finance department, or anyone you think that need to be involved.

Not only that, you can also edit and discuss in real time. That's what I call a real collaboration.

To know more of Google Docs, just go to http://docs.google.com .

Well, I know it's not enough for a review. I will leave it to you to find out more about it.

See you next time!

Office Tip # 3: Phone Calls

The way we handle phone calls reflects the personality of our company. So give some little care about it.

Here are some few tips...


Opening Courtesy

• Smile first before answering any phone call to set an approachable mood.

Transferring Calls

• Before transferring a call, make sure that you had explained to the caller that you are going to transfer her/his call and will be put on hold.

Taking a message

• Get every detail of the message. Note that sometimes what you thought insignificance would be very important to the caller.

Placing a call

• Identify your self, tell your working for , and immediately tell your purpose.

Your Skills Versus Technology

I remember during college, me and some of my colleagues went to an assembly of workers protesting on what they called "some unfair labor practices" by their employers. Allegedly, they were part of a mass lay-off being implemented due to "cost-cutting" strategy of the company.

Industrialization made us to be called workers. Labor force strengthen factories and other manufacturing companies. A lot being done manually... with man's own strength. That's why companies invested also on the welfare of its workers.

As years passed by approaching the computer era and automation, labor force are being challenged by technology. A work of a hundred men 10 - 20 years ago can now be done by a single machine without any error. This means also that companies can avoid employees going on strikes and mass demonstrations. Employers saves money... less expense, less headache... more gains.

You and I are not exempted with this challenge. Our work and other skills can now be assigned to a computer system with assurance of error-proof results as long as the program and algorithms are correct.

Today, anything that can be digitalized and automated are being challenged!

This does not mean that we need to hate technology, and having this kind of attitude will not only makes things difficult but also marks you as instant loser.

So what shall we do?

Instead of being doom-sayers, let's face the fact that technology upgrades are inevitable and we need to cope up with it. But how?

Let me give you some ideas:

• Have time in learning new things
• Constantly search for latest technology
• Collaborate with others
• Instead of being afraid of the changes, learn to live with it
• etc. etc. etc.

Bottom line... never ending learning and self improvement.

Always remember that technology comes from man. It needs our knowledge and skills for its own improvement. Do you think that your favorite office productivity softwares were programmed by a software developer without any input from someone like us? Or maybe the programmer himself is also an office admin that's why his softwares really suites our needs?

Do not be contended as end user, but rather be a source of inspiration of technology.

Learn more on how to become "untouchable", read more on Office Survival Tips!

Good night!

Creating Forms Using MS Word or other Word Processing Programs

Please note that the term FORM that I used here refers to a plain document we usually fill out and not the one with fancy buttons and drop-downs plus back-end programs we found on online transactions. That kind of FORM functions will be discussed sometime on a separate article. Thanks!

You were assigned by your office to create a new document transmittal form to be used for a new project. The only program available on your computer is a word processor -- let's say MS Office... yah all right! Nice guess huh?

Since most of the word processing programs are What You See is What You Get (WYSWYG), it is so easy to layout a document. Creating a form is just putting your elements into right positions. Most especially if the form will be printed and filled out by hand writing. But, if the form will be filled up from computer before printing, there are things that we need to consider in our design and layout.

I just want to share to you some points I noticed on most word document forms:

• The use of dot dot dot (....) or underscore underscore underscore (______ ) to provide a space for answers. e.g. Name .............
  

• Over use of space bar or tab to separate items. e.g. Name (I use space bar here) Date

• Misused of text boxes to insert an item.

If you use the above methods, you will deal a devastating alignment problem. Notice that when you insert your information on the form, the entire content that follows will move also. With this, you need to delete spaces until you get the right alignment that you want. And this is not a good idea especially if the one who will fill out the form is lazy enough to make the adjustments or no I idea at all on how to do it.

The best way to create a form in a word processor is to use a TABLE.

With TABLE, you can layout your form according to what you want it to be without any worries on the alignment after your target audience started filling it up. In this way you will preserve the identity of your masterpiece ;-).

Start to learn how to manipulate cells in a table: merge, adjust width, add or delete. Familiarize yourself with these tricks and soon you will find it easier and interesting.

I will try to give you some "HOW TO" with tables next time. But now, start practicing!

Wahu!

Creating a Reference Number for Letters

I found it a bad practice in document archiving and management system using DATE as your reference. Although for others there is no problem encountered with this procedure, but on the long run this will create chaos in archiving documents.

Whether your organization writes two or more letters a day, use a unique reference number to identify a specific letter followed by a date when it was created or signed. This will make a correspondence archive-able and easy to manage.

Now, next question would be what format to follow?

There is no generic or ready made formatting (that I know) to be followed. The reference number format (or code) is on the discretion of the user which he finds informative, useful, and ease in quick referencing. You can use letters, numbers, or combination of both.

There are different techniques in doing this:

Numbers only
e.g. 001-055-01500
where as:
first three digits (001) are for department code,
second set (055) are for the employee code (or originator),
last digits (01500) are for unique (incremental) number

Alpha Numeric
e.g. ACT-EOF-01500
where as:
first three (ACT) are for department code,
second set (EOF) are for the employee's initials
last digits (01500) are for unique (incremental) number (notice that we still use numbers here)

In the above examples, we only have three elements: department code, employee's code (or the initiator), and unique number. Depending on your organizations need, you can add more elements to make your reference number more informative like project code, storage/file code, branch code, etc.

You can use hyphen (-) or slash (/) to separate the elements... or nothing at all (e.g. ACTEOF01500).

Just a couple of reminders:

• make it simple and short as much as possible
• must be consistent with other code format being implemented in your organization

We will discuss more about referencing and document handling next time. If you have some questions, clarifications, or anything related don't hesitate to drop some thoughts on the COMMENTS page.

By now... time to sleep. Goodnight!

New Category: Document Control and Management

Today, we are going to add a new category to this site. I consider this as another field of study in our endeavor and an interesting discussion for most of us.

Ladies and gentlemen, let's welcome...


E. Document Control and Management (DCM)

In this category, you and I will share best practices and tested solutions in handling corporate documents and other correspondence. It doesn't matter how old or new your system is, or simple or complicated, as long as it works and helps your organization, it is worth a share.

So, I am starting to compile my notes here to share and hope you will get some useful pointers applicable to your own system. Just always remember that the best system starts in the mind of the initiator and ends in the works of the members.

See yah!