Recommendation Report for Online Collaborative Work Tools

Coms 363: Professional Technical Communication

Dr. Doug Brent, Lecture 01

Written by: Patrick Howey, 10058727

January 28th, 2013

Executive Summary Working as part of a team has been a major part of business culture. With the

new technology of web-based collaboration tools, individuals can work on the same project while in different locations. Web based collaboration can make the process of creating documents a lot easier, faster and collaborative. The two tools that I focused on in my research were Google Docs and Zoho Documents. Both of these online tools have there own advantages and disadvantages depending on your project. The major factors to consider while selecting the appropriate collaboration tool for an organization are cost, simplicity, security, in document collaboration and email updates. Google Docs offers you the ability to easily do the basics, including making bulleted lists, sorting by columns, adding tables, images, comments, formulas, changing fonts, unique revision history and more. Joining Google Docs is free, password protected and simple. I recommend that ServiceCo implement Google Docs as there new online collaborative tool.

IntroductionWeb-based collaboration is an effective and east system that gives users the

capability to work in partnership over the Internet. The office culture has quickly changed from a physical interactive atmosphere to an online interactive atmosphere. Online collaborative writing is a great way for teams to efficiently complete group projects, because multiple users can log in and edit or check for updates without needing to send out a copy for approval every time a small change is made. (“What to Look for in a Collaborative Writing Tool” 2011) Teams can now interact faster and more efficiently through the Internet.

The two main online collaboration tools that I based my research on were Google Docs and Zoho Documents. Cost, simplicity, security, in document communication and email alerts are factors that I determined to be of importance when choosing an online tool.

Google DocsGoogle Docs is a completely cloud based editor that allows individuals or

groups to create text documents and spreadsheets, as well as easily share them. (“Collaborative Writing Tools and Technology: A Mini Guide” 2007) According to Google Docs (2013), the services provided by the editor include, word-processed documents, presentations, templates, spreadsheets, presentations, forms, and drawings. There is no cost to join or use the Google Docs editor, making it a very popular and easy to access collaborative tool. Users are given 1GB of free storage

while more storage is available starting at 20GB for $20 a year. (“Online Word Processor Comparison: Google Docs vs. Zoho Documents, Sky Drive, Box Net” 2010)

Google Docs provides simplicity and flexibility to its users through its easy to use interface. Some features that make using Google Docs simple are, is auto save, document download ability, its ability to accept all file formats and its unique revision history. (“Online Word Processor Comparison: Google Docs vs. Zoho Documents, Sky Drive, Box Net” 2010) “Google has made Google Docs searchable from within Gmail, giving it a whole other layer of ease for anyone who keeps Gmail open throughout the day”. (“Online Word Processor Comparison: Google Docs vs. Zoho Documents, Sky Drive, Box Net” 2010)

One of the most innovative abilities of online web collaboration is the capability to work as a team in real time. Having the ability for in document text chat or comments is a necessity for fluid project completion. Google Docs has text chat that users can utilize to communicate while editing. (“Collaborative Writing Tools and Technology: A Mini Guide” 2007)

When working in an organization, security is a key issue to consider when choosing any online tool and Google Docs tries to reduce as many risks as possible. “Google does an excellent job of securing business data in the cloud. It’s virtually impossible for outsiders to gain access to a Companies Data without their permission. (5 Things you Need to Know about the Security of Google Apps” 2011)

Zoho DocsThe Internet and a web browser is all you need to start sharing with Zoho

Docs. “Zoho writer is a collaborative editor that allows you to create your documents and share them publicly or privately” (“Collaborative Writing Tools and Technology: A Mini Guide” 2007) Zoho pricing depends on the individual or organizations needs. Many extra features, like password protected sharing, role based access, custom branding, and adding attachments into folder are available at an additional monthly price. Zoho is a free tool that anyone can sign up for, however the personal free account does not have password protected sharing. (Zoho Corporation 2013)

Zoho also has a very simple interface and is easy to use. One of its more unique capabilities is its ability to work with Google Docs. Zoho’s integration with Google services allows the ability to import Google Doc files. Zoho offers 1GB of storage with its free plan. (“Online Word Processor Comparison: Google Docs vs. Zoho Documents, Sky Drive, Box Net” 2010)

One of the best things about online collaborative tools is the speed and access to documents or projects. Zoho gives users the capability to receive email updates

when there are changes to documents that are being edited. (“Collaborative Writing Tools and Technology: A Mini Guide” 2007)

Zoho’s security processes are similar to other online-based tools, in that it requires password entry, but the free version is less secure when it comes to file sharing compared to the standard and premium versions. (Zoho Corporation 2013) File sharing is permitted privately, through group and online workspaces or externally. All of the users file sharing can be tracked through the sharing option that allows users to see the files sent and received. These elements make Zoho Docs more convenient and user-friendly.

ConclusionA great way to exchange ideas and work efficiently is through the use of

online group collaboration tools. Web collaboration tools allow user to communicate and complete projects at real time from anywhere. Cost, simplicity, security, in text chats and email updates are some features to consider when deciding which web-tool works best for a group.

Google Docs is a very simplistic, free and efficient web-based collaborative tool that will allow ServiceCo to work on projects together faster and more economically. Cost is a concern for ServiceCo and the 1GB of free storage should be enough for the small oil company. If the free storage is not enough or ServiceCo decides to expand, $20 a year for 20GB of storage is both cheap and sufficient storage. The security protection offered by Google is excellent and will provide a secure way to keep documents safe and will also give full control on who can access and view files.

RecommendationAs I evaluated and experimented with both Google Docs and Zoho Docs, I

have determined that Google Docs is the best option for ServiceCo. I was provided with certain criteria that needed to be met and I feel that Google Docs will meet and exceed these requirements.

References

Franks, J. (2010, August 29th). Online word processor comparison: Google Docs Vs. Zoho Documents, Sky Drive, Box Net. Retrieved January 26th, 2013, from

http://www.40tech.com/2010/08/29/online-word-prossesor-comparison/

Good, R. (2007, March 1st). Collaborative writing tools and technology: A mini guide. Retrieved January 26th,http://www.kolabora.com/news/03/01/collabrorative_writing_tools_and_technology.htm