If you’ve decided to manage your IT project with the Google suite of applications (G suite), you’ve chosen a powerful set of tools that facilitates effective collaboration. These are some tips on how to use G suite for your project to stay on track and stay organised throughout your project.
How to Use G Suite for Project Management Effectively
Why Use G Suite for Project Management?
The G suite of tools is an affordable and secure consolidated cloud-based software solution that enables secure, remote and effective team collaboration. Your project team can take advantage of these powerful applications to communicate, meet deadlines, update shared documents, create a project website, and hold video conferences from home or while travelling.
Once you’ve selected G Suite for project management, it’s important to understand how to use every application and the suite as a unified cloud-based system to maximise its effectiveness.
All of the G Suite applications are collaboration-enabled. Any documents, spreadsheets, or calendars can be shared with and edited by project leader-designated collaborators.
An excellent starting point for a G suite collaborative project is Google Groups. This will allow you to define collaborators and send out shared documents. Simply create a group, choose an appropriate name for the project, and select all team members. You can even customise permissions by distinguishing between editors and view-only collaborators.
Groups will create an alias email, which is an email address that automatically distributes emails to all members of the group. Rather than writing a list of collaborator email addresses for every email, Groups consolidates that list into one group email address.
One of the most powerful tools offered by G suite for project management is Google Sheets. This spreadsheet editor is compatible with ubiquitous Excel spreadsheet files (.xlsx and legacy .xls) but offers added flexibility, collaboration tools, version control, and powerful connections to other G suite applications.
Most of the analytical and data visualisation functions of Google Sheets are similar to those used in Microsoft Excel spreadsheets. Any team members with who are proficient in Excel will find Google Sheets very approachable.
The added benefit of Google Sheets is the powerful collaboration potential. Simply share with collaborators (or with your project’s Group) and enable editing to allow all team members to work on a spreadsheet.
Don’t worry about losing data – if a collaborator deletes or replaces something important, you can easily recover previous versions of your project.
Google Calendar is the perfect way to coordinate deadlines, project meetings, and timelines with your group. Simply share your calendar with your collaborators and update it on the go. As with Google Sheets, any collaborators can edit the calendar but Calendar saves previous versions for added information integrity.
An excellent and useful feature of Google Calendar is the ability to attach files to meetings. This helps you prepare your team for meetings by keeping meeting-specific documents organised and accessible.
One of the major advantages of using the G Suite for project management is the way all files connect between various applications via Google Drive. The G suite of applications automatically uses Drive to share files between collaborators, but it also serves as a powerful secure file sharing tool.
If your team needs to use any applications to perform functions that the G suite does not provide, members can share files and manage versions with Google Drive.
Google Hangouts is a conferencing tool that works for a variety of levels of communication. It can be as simple as a continuous group chat for quick checkups or as thorough as a multimedia-enabled webinar platform. Google Hangouts allows your team to hold impromptu video meetings that are mobile platform enabled, so members can even participate remotely from their phones.
Take advantage of Google Hangouts to simplify meeting logistics. The ability to hold face-to-face conversations remotely reduces travel costs and saves time.
Creating a powerful presentation is easy with Google Slides. Your team can work together on presentations remotely on making an effective presentation that enables multiple media to present your ideas.
Google Slides is compatible with Microsoft Powerpoint (.ppt) files and is intuitive for team members with Powerpoint experience.
Slides and Hangouts work together as a powerful multimedia webinar production tool. This is a shining example of the way the G suite enables powerful cross-platform abilities.
Google Sites is a great option for sharing your project’s progress with people outside of the project team. It’s an intuitive website building tool that connects directly with your Drive files, Slides, and multimedia hosted on your G suite applications.
Sites is the tool that your team can use to pull the project together into a static presentation. Enabled by the rest of the Google software suite, it gives your team a powerful cloud-based backbone for a project site.
We are a cloud-based IT service provider based in Dee Why that can optimise your use of G suite for project management. Contact us to find out about how we can help you get the most out of this highly effective software suite!
Considering G Suite?
Speak to the experienced team at Stanfield IT on 1300 910 333