A team working in Google Apps is comprised of a bunch of individuals. The advantage of Google Apps is that everyone is collaborating and executing within one system. However, over time, each user may not be using the system in the most efficient or ideal way for the highest levels of success.
Knowledge work comes at us fast and furious. As business cycles naturally slow, you can take the time to review best practices for your Google Apps system to increase each user’s adoption. Here are a few items which are worthy of review:
- Keeping a zero inbox. Help users adopt shortcut keys and develop the habit of a zeroinbox mentality. They can move their email to action quickly and keep their mind free to be ready for whatever is coming at them. Furthermore, this avoids clutter.
- Collaborate in Google Docs. If users are keeping documents locally rather than in the cloud, show them the steps and benefits for uploading and creating Google Docs. They can easily share and modify documents in real-time with other team members to ensure there is a relevant and fresh library for ongoing use.
- Sharing knowledge in Google Sites. If people are keeping information for themselves, they are depriving the overall team of their value. Knowledge sharing in a Google Site which is searchable and a repository for best practices, FAQ’s and specific problem solving saves cycles for problem solving and serving your customers. Drive the behavior if it has been lost or start it anew if it needs to be started.
- Working in real-time. Demonstrate use cases for Google Chat and mobile device usage. Provide guidelines for etiquette and how to work collaboratively wherever and whenever a person is working. This helps for problem-solving issues as they happen and driving team dynamics.
You may have launched your system with the right training and expectations. However, over time, users may fall into their own habits. Reviewing best practices for your organization after users have become familiar can align your team to desired behaviors and increase your productivity. Fill the gaps and use natural business cycles to drive further adoption.
How can these tips help your team?