Computer software and servers have long been the (necessary) bane of the nonprofit arts. If you could afford the equipment and software, you couldn’t afford to keep it current. Since not everyone used the network server for their updates, finding the current version of any file was an exercise in ”who had it last.” And since tech support was rarely in the budget or in the cards, a responsive back-up protocol was often a dream, or lingering nightmare.
Over the past year or so, Google has been slowly evolving another way. As an antidote to your addictions to Word, Excel, and PowerPoint — and even to an operating system like Windows or Mac — they’ve been assembling Google Apps, a bundle of on-line applications that turn your web browser into an operating system, complete with most of what you need to get your job done.
In the middle of the e-mail program, calendar system, team web page, chat system, and search engine now lives Google Docs, a virtual bundle of a word processor, spreadsheet, and presentation software that’s always updated, always backed up, and always accessible (assuming you can find an Internet-connected computer…and not even your own).
While this is sounding like a commercial, it’s more of an enthusiastic observation. A scrappy and eager arts organization could now run a reasonably sophisticated business without Microsoft Office or its brethren, without a server, and even without a consistent computer for each staff member. Google would be your hard drive, your operating system, and your software team. You’d just need a reasonably stupid computer with a fast connection and a web browser, and that’s getting cheaper by the month.
So, if you’re just starting an office and wandering off to buy (or borrow) the software, ponder Google Apps for a moment. It may not be there yet, but it’s coming on fast.
The Westport, New York, chamber of commerce is the the nascent stage of assembling an all-Google office. It is easier because it is a small group with no employees, and no “real” office. It was virtual already, awaiting the right tools.
Another thing to ponder, especially for arts and creative organizations, is how many non-profits (like mine) have made the jump to an all-Apple office?
Steve Jobs and company has given us beautiful and intuitive machines (our small 4-person office comprises 2 iMacs, 2 Powerbooks, 2 iPhones, and AppleTV for our plasma presentation/display screen). And to go along with that, Apple have assembled a quiver of software solutions to meet most communications, database, reporting, and creative needs. The forthcoming Time Capsule looks to be another major problem solver for small enterprise and non-profit administration (and will quickly replace our linksys wireless router and several third-party USB backup drives.
We’re using iPhoto as our visual archive, documenting the work we do almost daily; iTunes provides our background music and interface for content on AppleTV and a plasma screen; iMovie simplifies editing and generating video content for YouTube and other outlets; Pages, Numbers, and Keynote have become so much better than the MS Office Suite. And that’s just the tip of the iceberg.
Yes, there are a few limitations, and even Apple products crash, freeze, or need to be restarted because of some unexpected glitch. But my organization has found a way to get rid of Windows forever. And it has something to do with unbridling creativity in the workplace and expanding possibilities.
I am a business student and we face the same budget problems for softwares. LOL
GDocs is great, but I suggest you use this:
http://workspace.officelive.com/
The difference is that you can categorize your documents based on project and they have certain templates for you to start your work.
i.e. brainstorming.
You can also screenshare.
Its so much better when you are working on about a hundred files and they are all meshed together on Gdocs. 😀
Love your blog. btw