Why Google Apps Needs Fixing

Originally titled “Google Apps for Your Domain,” the set of Web applications focused on collaboration within the workforce introduced by Google in 2006 offered Gmail account, shared calendars, Google Talk instant messaging, Google Docs, Google Spreadsheets, and a Web page creator which have since been revamped as Google Apps Standard Edition. Google Apps, geared towards small and middle-size firms, provides small businesses the ability to share documents and collaborate effectively for no fee (2). Notably, multiple users of the Web applications can read, correct, and update the same documents and spreadsheets simultaneously (4). As Dan Wood writes from experience with the system, “Google Apps are just what we need. Interviews are performed, the notes and transcripts are shared, stories are written, edited and copy-edited” (4). Included in the package is also seven gigabytes of e-mail storage for every user account, a fair amount for small businesses to work with.

Though seemingly resourceful, Google Apps does pose serious drawbacks to the efficiency of any company. The free Standard Edition of Google Apps is limited to just 50 user accounts, leaving any extra employees disconnected from the facility with which all others can communicate and share information (2). Additionally, users complain Google Apps proves incapable of saving work when designated to do so, requiring a time and effort consuming reload to cure the problem. Furthermore, documents require manual association with folders, easily frustrating business owners whose efforts should be focused on the task at hand, not their network of Web applications. Even more irritating for users may be that when using spreadsheets, “when a cell in spreadsheet B is referenced in A, the values don’t automatically get updated” (4). Seemingly, only the users with a spotlight on team collaboration will be willing to bypass the error messages to see the benefits which Google Apps offer. For all other business owners, the defects will prove too bothersome, time consuming, and frustrating to overlook.

Appearing to answer the call for the defects of the Google Apps Standard Edition, Google launched the Premier Edition for a $50 charge for each user account per year. This version of Google Apps incorporates the needs of all business forms, not just small to mid-sized businesses, and grants as much as 25 gigabytes of e-mail storage instead of the mere seven offered by the Standard Edition. Google Apps Premier Edition even rids the page of the ads which sponsor the free version and lend such benefits as e-mail archiving and more configurable spam filtering (3). An important business feature of the Premier Edition is the improved latency and disaster recovery times, as well as the ability to access information from another data center location if their primary data center fails for any reason. The company also recently introduced a Gmail feature for BlackBerry users as a feature enabling access of email through Microsoft Outlook (1). The updates to Google Apps Premier Edition seem to emphasize the attempt by Google to tailor their software package towards businesses in an attempt to simplify everyday operations.

Many IT departments feel the cost of Google Apps Premier, as compared to Google Apps Standard, is not worth the upgraded benefits. Ultimately, managers must decide whether “some phone call support, guaranteed e-mail uptime, more e-mail storage and an API or two,” validate the $50 fee required each year from Google per user (2). However, the way in which Google Apps (both the Standard Edition and the Premier Edition) foster an environment for collaboration and the sharing of information seem to be reason enough to ignore the small hindrances of the programs. An environment which acknowledges the immense benefits of collaboration and cooperation will undoubtedly thrive.

References
(1) Lynch, C.g. "Google Apps Premier Edition Gets Key Improvements." NETWORKWORLD, 7 July 2009. Web. 17 Mar. 2010. .
(2) Ericson, Richard. "First Look: Google Apps Premier Addition." Business Center. PCWorld, 23 Feb. 2007. Web. 17 Mar. 2010. .
(3) Carr, David F. "Google Apps: The Free Version's Best Features." Forbes.com. 17 Mar. 2010. Web. 17 Mar. 2010. .
(4) Woods, Dan. "Why Google Apps Need Fixing." Forbes.com. 26 Jan. 2010. Web. 17 Mar. 2010. .