Using Google Docs saves time AND money!

We have all been involved in committees or groups who need to create or edit a document. It begins with one person starting the document, and then suggestions and edits are made and passed back and forth in emails or maybe even hard copies.

Whether we were working on a new policy, procedure, or plan, the number of drafts that can be emailed back and forth can makes things confusing to say the least. And how frustrating, if you were the one assigned to the task of pulling all the suggestions, drafts, and edits into a final document! I have been there - and this is one of the many reasons I have grown to love Google Docs.

Google Docs allows you to create or upload a document, spreadsheet, or presentation into your account and then share it with colleagues. The editing and comments all take place within the one document in Google Docs and several people can edit the document at the same time. It has a simple editor and a familiar word processing, spreadsheet, and presentation format. The revision history is kept on the document allowing collaborators to see changes and even revert back to previous drafts. Documents can be downloaded in different formats, published to the web, or emailed as an attachment. Your Google Docs account is accessible wherever you have Internet. People can participate on their own time and never have to worry about missing a meeting.

I have found that using Google Docs to collaborate has helped to reduce the number of meetings needed by a group, thus cutting down on travel and time away from your library or office.

Here are some examples of how libraries in our area have used Google Docs to work collaboratively:

• Libraries within their county associations in Iowa have used the spreadsheet component of Google Docs to create handouts for their county supervisors. The spreadsheets are created to show each of library's budget figures and circulation. Each library is responsible for entering their own numbers into the spreadsheet, and one librarian then places the spreadsheet into an attractive report to be given to the county supervisors.

• Libraries have used Google Docs to create an agenda for upcoming board meetings, committee meetings, and planning meetings. Below is an example of an agenda that was shared with the officers before a business meeting of the Iowa Small Library Association. Officers added their names after their reports and any other information needed for the meeting.

• Libraries have used the documents to create a mission statement and common message to share with legislatures. These can then be collaboratively written and shared so all the libraries in the area have the same message.

• Libraries have uploaded out-dated policies and procedures into Google Docs allowing for staff and board members to work collaboratively, adding suggestions and changes between their face-to-face meetings. This keeps the work of the group moving forward.

Google Docs is an excellent and inexpensive (it’s free!) collaborative tool all groups and teams should use.

--Sarah Willeford
Assistant Administrator
Central Iowa Library Service Area

Technorati Tags: budget collaboration Google Docs GreenTech policy Array