KloudGem Blog
But what if I told you that you can similarly segment a Google Doc with tabs?
While previously, Google Docs files felt like long endless documents even if you had a clickable Table of Contents, now they gained a 3rd dimension through Tabs.
💎 Watch the video to see how you can add a 3rd dimension to your Docs with Tabs.
❓ Have you tried this?
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KloudGem picks up where the job of your IT Help Desk ends:
💎 we consult with your users or teams to smooth out or reimagine their workflows within the Google Workspace ecosystem,
AND
💎 as necessary also work with them and your IT Team to provide custom-tailored training and company-specific guidance,
so that your IT Team and your company can reap the intended cost- and productivity benefits of working in Google Workspace.
When it comes to measuring your IT Help Desk's effectiveness, we believe that we need to look at it 2 ways:
🛠️ Fixing issues
⚙️ Thinking through workflows
Traditionally, metrics only look at the first.
For the former, the more traditional metrics work well: how fast was the person able to solve a technical issue, how many times a user had to contact the Help Desk.
For the latter, a simple fix-it-quickly approach is not going to work: there, you need your consultant to be able to put themselves in the user's shoes, really understand what they are trying to accomplish, and be their problem-solving ally. This requires a very different type of skill set. It requires an operations expert. And it cannot be measured with the traditional Help Desk KPIs.
Working in Google files speeds up collaborations, but IT departments need to be keenly aware of any Microsoft office/file usage needs across your organization. Why? Because unbeknownst to you, there could be segments in the organization who need them for reasons outside of their or your control, perhaps because of file format requirements from outside agencies, working with outside partners, legacy files, etc.
When this needs arises, it is advisable to deeply understand the why and the constraints. If it's just a preference, then sure, you can encourage Google tool use, but beyond that, if there is a specific non-negotiable need (as mentioned above), they might be experiencing file corruption issues when they use Google Drive's native compatibility feature that translates Microsoft files into the Google format. If this will inevitably cause dissatisfaction with the IT tools and IT's support, as well as #ITcost for your company in storage. Because, likely, people will start uploading and downloading Microsoft files, perhaps even emailing them instead of sharing, creating multiples of the same, resulting in increased storage costs and slowdown in productivity due to version control. And when the dissatisfied voices get louder about Google tools, it's hard to mitigate the damage.
So why not provide solutions instead? Consultations can ensure that those who need it, have Microsoft Office, and can use it in conjunction with Google Drive: raise awareness about how to store files in Google Drive, and share best practices for when to use Google Drive via Chrome vs. Google Drive for Desktop for natively editing Microsoft files.
Be or provide consultative guidance to your users so they can comply with IT's requirements and still get their work done.
One of the reasons you moved your company to GoogleWorkspace is to save on storage: by teams accessing the same file, instead of keeping various versions, everyone wins: smoother and faster collaboration for your users and cost savings for the company. However, expecting your users to define and establish document management best practices for themselves and their teams will undermine your digital transformation efforts.
Without guidance, users will interact with Google files the way they used to with offline files, and this will only lead to duplication of content and version control issues -- as well as significantly increased storage costs on the IT side (both in Gmail and in Google Drive). Added to this, there are bound to be file ownership and access issues when people leave the company or move between teams.
Without a shared strategy, there will be confusion about where to look for files. And user confusion always ends up in increased IT tickets.
How can you avoid it? Seek cross-functional alignment on document management strategy, with input from IT, Legal, Operations, and User teams. Then communicate the strategy to your user teams, and train your users on the guidance, strategy, and best practices. Get help from an expert who can tailor the content.
Provide opportunities for your users and their teams to have access to workflow consultations with a Google Workspace expert. Your people will thank you for it, and you can avoid unwelcome cost increase.
