CloudUp | G Suite Productivity & Collaboration Series Pt. 4

How do G-Suite’s Enterprise Collaboration & Productivity Apps help your team make it together?

In the final part of our G Suite Enterprise discussion, we talk about how teams can work better together while collaborating in Google Drive and how to assign task items to teammates so that they quickly get notified on the latest action items.

Meet the Speakers

Nick Bathke

Change Manager PROSCI Certified

Mark Erlandson

Senior Director of Collaboration Services

Transcript

– All right well right when you said make it together, I thought of a couple things in Drive, I mean I learned from you that we do every day that I think a lot of folks might not be aware of.

– Today’s episode is we are going to talk about G-Suite’s enterprise collaboration and productivity apps to make our teams work together.

– [Mark] Hey, Nick.

– Hey, Mark.

– Hi, you know I haven’t worked with you in person for like a month and a half.

– It’s actually 8 weeks, believe it or not.

– 8 weeks, okay.

– 8 long weeks, yeah.

– But I really don’t feel like we’ve skipped a beat as far as our productivity goes, because we’re just working in Drive all the time.

– Yeah, even when we’re not in the same room we can still work together. I like that, okay, cool. Did you have some specific ideas or should I just come up with the ideas as usual?

– I think you should –

– You should do all the work, and I’m just going to make fun of you as you do it.

– Okay, well, I like that, that could work. All right well, I mean right when you said, “Make it together,” I thought of a couple things in Drive that I learned from you that we do every day that I think a lot of folks might not be aware of. So, I can share my screen and I’ll dive into it, and then you can correct me if I’m wrong.

– I would never do that. You would never be wrong.

– Oh, well, that sounds more correct.

– All right, so, can you see my screen?

– I can.

– Okay, cool, so in Drive, I mean we’re in Drive all day, right, we do everything in Drive, we have nothing on our computers, if I lost my computer I’d be devastated ’cause I love it, but I could start using a different computer tomorrow. So, you know, everything lives in Drive so we know when we’re taking notes for instance, right? We’re just in a Drive file. So if I make a new doc, and I get it going here. I always name ’em, right, that was like step number one that you taught me. We’ll call it “Mark’s Notes”.

– Well did you know, Nick, if you didn’t name it it would name itself with the first line in the document.

– I know, and that can be confusing if you have thousands of documents that just take the first sentence as the name of the document, so that’s why –

– What I like to do is I like to put the first line of every document and say “Untitled”.

– It really helps me to organize.

– That would be really confusing. All right, all right, so you don’t actually do that everyone watching this you should definitely name your documents, and I’ll just share it with you, too. And then if you haven’t seen this yet, this is the new sharing screen. I don’t know, Mark, have you seen this, since you’ve been prompting me?

– Yeah, it is brand new.

– Super cool, I definitely always add a note, just even FYI. So I’ll share this out with you, and then we can kind of talk about how we work together within this document, right. So, if I start typing, start adding my notes, really selling people that I’m a good typer. These are more notes, okay, so I can highlight something, and everyone knows you can add comments, right, but what a lot of folks don’t know is that I can at you or plus you in so I always do this, right, so I say Add Mark Please correct, Nick, But you’ll get an e-mail, I’ll even assign it to you, now it’ll be kind of like a task that you’ll need to complete, you’ll get an e-mail letting you know, you’re already in the document but it’ll give you a link right to that spot and then you can accomplish that task and feel better about the rest of your day.

– So the difference is, it’s basically, you’re making a comment on something, but you’re plus-ing or you’re using the at symbol and then that’s associating with a certain person.

– Exactly, because there are only two people in this one but a lot of our documents, you know this, have twenty, thirty people in them or at least our whole team, so, eight people could be in there at once and so if I just make a comment and say “Please correct”, well, what if Ryan gets in there and corrects it, that’s not who I wanted to actually make that correction.

– Gotcha, and another nice thing about plus-ing or at-symboling, what, is there an action, is there a verb, at-ing?

– At-ing, yeah.

– At-ing, okay.

– You gotta be careful, it’s not “adding”, it’s “at-ing”.

– At-ing, okay, so if you at somebody in, it also sends an e-mail with that comment in there, so even if you’re not working in that document, they’ll get an e-mail saying “Hey, somebody commented you in”, they “at-ed” you in, and needs your input on this thing.

– Exactly, yeah, so I love it, and then when you’re in here, the other thing that I like to talk about in Drive, I think is kind of working together, we can just chat with each other live, so I can see that you’re in here, I can start chatting you, like, “Hey, did you see my comment?” And then you could respond live chatting within the document, so we don’t even need to leave the tool. We love Google Chat but we don’t need to leave our actual doc to work together really well. I mean, there’s a million things you could talk about but those things just make it seamless, right, like you said, eight weeks we haven’t been in the same office together, we haven’t missed a beat.

– So that’s cool, you’re always teaching me stuff.

– Yeah!

– Can I show you something?

– I would absolutely love that.

– So it’s great that you plus-ed me in or at-ed me in, but I get plus-ed in to a lot of comments and a lot of documents all over the place and I just lose track of all of these documents that I have that I have to respond to, did you know, if you go in to Drive, and then when you’re in Drive, click the little dropdown box in the search field, there’s this follow-up area, you click follow-up area and do any and just click search, I didn’t give it any criteria, this is searching across all of the documents that I have been plus-ed in to and you can see this one has one

– Look at that.

– Each of them have one thing, if I had two actions in a document, so Nick, maybe you just want to add plus or at me in, do another comment and see if it changes here.

– Put me on the spot here, but yeah, I can do that. Boom, another one coming your way.

– Okay, so now I’m plus-ed in to two things.

– There it is!

– There we go, so refresh. So you can see here, this here’s one action that I need to take, one action, this one actually has two actions, if I click on that little bubble, it’ll say two actions, click that, it opens up the document, it brings you right to that comment that I need to respond to.

– Love it, that is cool, I didn’t know about that. I always thought those, you had the e-mail and that was it. I got the e-mail, I’ll click on it, I’ll finish it now hopefully ’cause it won’t be anywhere else later.

– There are smarter, faster, and together ways to fix things.

– All three.

– Yeah, the trifecta.

– Well thanks everybody for sticking with us through the banter, I wonder how people are using G-Suite themselves?

– Let us know how you’re using G-Suite.

CloudUp | G Suite Productivity & Collaboration Series Pt. 3

How do G-Suite’s Enterprise Collaboration & Productivity Apps help your team make it smarter?

How can G Suite collaboration and productivity apps help teams work smarter? This episode of CloudUp, covers the power of formulas in Google sheets and how G Suite can automatically use the right formulas to take care of tasks for you.

Meet the Speakers

Nick Bathke

Change Manager PROSCI Certified

Mark Erlandson

Senior Director of Collaboration Services

Transcript

– I feel smarter knowing the formulas, but I also feel dumber for using them.

– Yeah I feel not dumb for not knowing them, but I always felt like I was lacking until I discovered Sheets Explore.

– Today we are gonna be talking about G suite Enterprise Collaboration and Productivity Apps, and how they can make us work smarter.

– So, Nick

– Yeah, Mark,

– I would like to work smarter.

– Okay cool I got a lot of suggestions for you.

– Specifically, I would like to work smarter in G suite.

– Oh okay well that makes it a little more complicated, but I do have one thing. ‘Cause I mean, you are the sheets expert, right? You have this nickname in our department people call you sheets. I think you kinda like it. I don’t like sheets if I’m being frank with you, but there’s one thing it cheats–

– Oh I used to like you

– There’s one thing

– No I don’t know

– That’s fair that’s fair. There’s one thing in sheets that I think, I do like, because it actually does the work for me. So you always talk about formulas you’re like, “Oh, it’s an easy formula just do” what’s your favorite H lookup I think? V look up I can never remember. Yeah so right, exactly. So–

– It’s B-used I don’t know anything. So this proves my point I don’t know anything about sheets, but you’re always talking to me about formulas. I think instead of just doing formulas, what if I just let Google G suite and the sheets do the work for me? And if you’re wondering, what the heck am I talking about? Let me just see if I can show you. So in my drive right, I have this data set, in my former life, maybe I had you know, I was administering tests to students. So I’m just gonna open up this sheet that I have here. Maybe I should have had it open already and you can see it here, I’m just tracking some students’ grades. Got Jim, and Shelley, and Peggy on and on. So normally I think in the past you would say, “Oh just you want their average grade, just go down here and type in whatever formula it is.” I’m not interested in learning another language of formulas. So what I do you know, I just like highlight the entire dataset and I go down to the lower right hand corner here, Explore.

– And this will do some of that work for me. So the first thing I always do whenever I have a big data set, like this it’s huge right? I just do a quick edit of it and then I want the average grade. ‘Cause that’s my main point of being in here. I can just get it by highlighting it and then there it goes. So I don’t need to know any formulas. It’ll do that for me and then even better right, To make it look super pro,

– Oh wait a minute. Wait a minute. Wait a minute.

– So I’ve seen some of your spreadsheets lately.

– Yeah.

– And I’ve seen the formula.

– Oh yeah.

– And I just thought you were really smart.

– No should you look over here It does the formula for me look at that.

– It puts it in there. I don’t even need to know.

– That looks cheated,

– Well sheeted, not cheated because I think is what you’re thinking of, and looking at this it’ll do the chart for me too.

– And then I always show like when I’m training someone new, ’cause they get a little nervous. They’re like, “Oh my data set changes a lot. Okay. That’s fine. I’ll insert a new student below and this student kind of a troublemaker, doesn’t get a great grade, right? Even as I’m entering new data and it’ll still keep that formula working for me, I don’t need to adjust anything. Super cool, Sheets Explore.

– That’s pretty amazing. I do kind of feel like it’s cheating though. You don’t get that where you’ve been like wrestling with a function for like a half hour trying to get it to do its thing. And it actually finally works. And then you get to do your happy dance. Like you don’t get that with this.

– You get right to the happy dance.

– I see.

– Yeah you just skip the wrestling part, which isn’t something I’m interested in anyways. And I mean I got a backup sheeting, hashtag sheeting. I think that should blow up on Twitter. So that’s how I work. I guess, smarter I’m in G suite. Every day

– That does seem smarter. I feel smarter knowing the formulas, but I also feel dumber for using them.

– Yeah. I feel not dumb for not knowing them, but I always felt like I was lacking until I discovered Sheets Explore.

– Mind blown.

– Well thanks everybody for sticking with us through the banter. I wonder how people are using G suite themselves.

– Let us know how you’re using G suite.

CloudUp | G Suite Productivity & Collaboration Series Pt. 2

How do G-Suite’s Enterprise Collaboration & Productivity Apps help your team work faster?

Part two of our G Suite Enterprise collaboration discussion drills in on how apps are helping teams work faster. In this episode we discuss smart replies, smart compose, and creating email templates (formerly known as canned responses) to keep organizations stay productive anytime, anywhere.

Meet the Speakers

Nick Bathke

Change Manager PROSCI Certified

Mark Erlandson

Senior Director of Collaboration Services

Transcript

– I think what we’re trying to do here is to work faster. Right?

– Right.

– So, if we’re trying to work faster, Google is pretty smart, and so it can fill in the blanks of what we’re trying to say. All right, Nick, today we are gonna see how G Suites collaboration and apps help us do work faster. And by faster we are talking about things like smart replies, smart compose, even creating some email templates, formerly known as canned responses.

– So, when you talked about working faster, you mentioned a couple things, I can’t remember what they were.

– Well, not working slower, we wanna work faster, I think we should not work slower. Things like, smart replies, I think.

– Gotcha, okay. I use those all the time, I kind of actually love those and if you don’t know what those are, let me see if I can just share my screen here. And so when you say smart replies, you’re talking about I get an email, I get quite a few emails throughout the day, I get an email, I don’t wanna write a long email reply, I just wanna get my reply out to that person. So, Nick’s assistant sent me this email, I hop into it. Google is gonna do the work for me. So I see these smart replies down here, I use it all the time. Nick’s asking me “Can we meet to discuss new hire planning?” I don’t think so, and I’ll just send that right off to him, just like that. So it gives me three suggested replies. I can just, two clicks and get a reply out, I love it.

– I know we’ve talked about this before, we’ve never actually done it but, I’ve heard of people having entire conversations with smart replies and not typing anything.

– I feel like you were trying to tell me this a different day and it sounded like a nightmare to me. You get up to 40 replies, and what is it replying to at that point?

– You’re not really giving it a whole lot, you’re just letting the machine talk to the machine.

– Right.

– It would be fun to do.

– Well, I have nothing going on this weekend because I can’t leave my house. You send me the first one and I’ll send you the first smart reply.

– I have to initiate it? Okay, I can do that.

– Okay, cool. You also mentioned smart compose, right? So I got my screen up here, can you walk me through what that looks like?

– Well first you have to compose something. So I would click on compose.

– Perfect. I’ll send an email to you.

– You just start typing, yeah. I think what we’re trying to do here is to work faster. So if we’re trying to work faster, Google is pretty smart so it can fill in the blanks of what we’re trying to say basically. So, it will get the context of what you’re starting to type and it will start to automatically fill in what it thinks you’re gonna type.

– Oh, all right that sounds good to me. I usually send you emails about smoked meats. Or I guess meetings, we send a lot of emails about meetings. Meeting on client. Okay, so if I start typing it should just contextually know what I wanna say next.

– I mean you need to give it a little something.

– That’s pretty cool.

– Okay, so, hi, Mark, are we still meeting tomorrow? Look at that.

– So it would be silly of you to type out what it is trying to suggest to you so what are you doing there to automatically fill in?

– I guess I just inherently knew what to do but, it’s tab, I’m just clicking tab and it’s immediately filling that sentence out. That’s pretty cool.

– Are there any other things that you would do to work faster, Nick?

– Well, I was just gonna delete this ’cause this is something you’ve talked to me about in the past and that’s creating templates for emails. I think, everyone in whatever role they have can probably create some template for an email. Historically, this was called canned responses. When I’m training people now, they’re saying, “What do you mean templates? “I’m familiar with canned responses”. Because they might have used it in their personal Gmails. But templates is what it’s called now and it just allows you to have that templated email ready to go. If I send a lot of net promoter surveys out to our clients. So, I just have one set up, net promoter, and I type this out, I always capitalize the I and then ’cause I do this.

– So we haven’t seen the magic yet is what you’re telling me. You just typed in a regular email and it wasn’t fast?

– No it’s not fast, I’m gonna go here because I wasn’t getting as much smart compose but I can have this ready to go. So I go into my menu andin G Suite menus, most of the time gonna be the three vertical dots. Go into templates, click on save draft as template. So now, it will pull in that subject, net promoter score or survey. That’s pretty cool. I won’t send this out and I’ll just go back to compose and now I’m gonna end that out later on. I go to templates, it should have net promoter survey right there. The one other thing you should always do that I didn’t do, is delete your signature. But now because you have this, I can just go no signature. And there we go. We’re all set. And now I can have these things personalized.

– Now that is working, that was much faster than the first one.

– Yeah, exactly so you can still personalize it and enter that recipient and then send it out. So you’re not rewriting that email every time. So that’s how I work faster because of your suggestion.

– Well, thanks everybody for sticking with us through the banter. I wonder how people are using G Suite themselves?

– Let us know how you’re using G Suite.

CloudUp | G Suite Productivity & Collaboration Series Pt. 1

How to Turbocharge Your Workforce with G-Suite’s Enterprise Collaboration & Productivity Apps

This episode of CloudUp dives into G Suite Enterprise collaboration and productivity apps, specifically how teams can work faster, smarter, and together while using Gmail, Drive, Sheets and more.. Tune in below and see how technology can do more work for us to keep collaboration at its highest levels.

Meet the Speakers

Nick Bathke

Change Manager PROSCI Certified

Mark Erlandson

Senior Director of Collaboration Services

Transcript

– I think a lot of the things that we do just inherently because we’ve been using it for so long some people might not be aware of. So if things like comments, and then signing things to people in those comments will be very helpful to show. What are we gonna talk about? We’re gonna talk about G Suite Enterprise collaboration and productivity apps, and, I guess, specifically how we can work faster, smarter, and together.

– So, Mark, what do you mean faster, smarter, and together? Do you have an example of that?

– Yeah, I guess, so faster. Just, how can we let our technology do more of our work for us, so we don’t have to work as much, right? I don’t wanna work.

– That’s my number one goal. Especially when the sun’s out.

– Yeah, it’s true. So things like Smart Replies, Smart Compose.

– Oh yeah, okay, all right.

– So, how can we move faster?

– I get that. Okay, and then smarter. When I think smarter, I think of you. Sheets.

– Oh.

– Sheets Erlandson.

– Thank you. Oh, sheets. Spreadsheets, yes. Google Sheets. I love sheets. I’ve said sheets so many times. How many more times can I say sheets? Yeah, so with the sheets. I am a big fan of all the formula’s you can do, and automate things, and you’ve actually showed me some tips to… You could say work smarter, you could say–

– Well, listen.

– Don’t be as smart, let the machines be smarter.

– I would argue the formula’s are hard. And, again, I don’t wanna be working hard, I just wanna get it done. So, I do wanna work fast, and I don’t wanna work hard. So I like Sheets Explore.

– Does working smarter mean working harder? No.

– No, not usually. Maybe in your case it does.

– Not working harder. So, work smarter like Sheets Explorer.

– What do you mean when you say, “Make it together”? I think everything in G Suite kind of is making it together in some ways, right?

– Yeah. It’s very collaborative, so I mean, we focus on a drive a lot. We use drive every single day, so. I think a lot of the things that we do just inherently, because we’ve been using it for so long, some people might not be aware of. So if things like comments, and signing things to people in those comments would be very helpful to show.

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