Using Google Apps Case Study
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The International Crisis Group is a non-governmental organization that conducts field analysis and research on global conflicts. It migrated from Microsoft Exchange to using Google Apps for its email and collaboration needs. This provided benefits like outsourcing infrastructure maintenance and worldwide accessibility, but also raised concerns about data security and loss of control. The transition was smooth due to training, but change was still difficult for some staff. Ongoing training and support was recommended to fully realize the benefits of Google Apps.
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Using Google Apps Case Study
- 1. Using Google Apps 31 March 2011 Interna/onal Crisis Group – Using Google Apps 1
- 2. Our Business • (field) analysis & research • policy prescrip/on • (high-‐level) advocacy 31 March 2011 Interna/onal Crisis Group – Using Google Apps 2
- 3. Our History • Founded in 1995 • 2001: First IT Professional Hired 31 March 2011 Interna/onal Crisis Group – Using Google Apps 3
- 4. Our Structure • Very Decentralized • +/-‐ 140 Staff Members in 50 Loca/ons • Presence (1-‐4 staff) to Office (8-‐30 staff) 31 March 2011 Interna/onal Crisis Group – Using Google Apps 4
- 5. Our Opera7ons & Presence 31 March 2011 Interna/onal Crisis Group – Using Google Apps 5
- 6. Our Business Cont’d • INFORMATION • Technology? • Infrastructure – LAN in Offices – Internet Connec/on in small offices – Cellphones & Satphones • So]ware – Standard Office So]ware – Mul/media Applica/ons – Email – Collabora/on & Conferencing Tools 31 March 2011 Interna/onal Crisis Group – Using Google Apps 6
- 7. Our Past Email Solu7on • Microso] Exchange • Server • Storage 31 March 2011 Interna/onal Crisis Group – Using Google Apps 7
- 8. Our Past Email Solu7on • Microso] Exchange • Server • Storage + Backup • Uninterrupted Power Supply • (Backup Server) • Opera/ng System + Updates, Patches • Security • Support (24/7) -‐ worldwide • … 31 March 2011 Interna/onal Crisis Group – Using Google Apps 8
- 9. Enter Google Apps • Already using Google Sites • Migrated to Gmail • Gapps Extras: – Google Docs (office) – Google Talk (collabora/on) – Google Reader & Alerts (produc/vity) – and much more … 31 March 2011 Interna/onal Crisis Group – Using Google Apps 9
- 10. Staff Perspec7ve • Staff & End-‐users – For, Against or Indifferent – Change is Difficult 31 March 2011 Interna/onal Crisis Group – Using Google Apps 10
- 11. Staff Perspec7ve • Staff & End-‐users – For, Against or Indifferent – Change is Difficult • IT & Support Staff – For or Against – Change is Difficult – Old vs. New 31 March 2011 Interna/onal Crisis Group – Using Google Apps 11
- 12. Opportuni7es • The Good News – Outsourcing security, reliability, availability, … – Google has huge resources (we don’t) – Outsourcing accessibility worldwide (mobility) – Low TCO • Google Apps is much more then Email 31 March 2011 Interna/onal Crisis Group – Using Google Apps 12
- 13. Concerns • Data Integrity and Security • ‘Loss of Control’ • Legal Aspects of Cloud Compu/ng 31 March 2011 Interna/onal Crisis Group – Using Google Apps 13
- 14. Lessons Learned • Migra/on and Transi/on was SMOOTH • It’s all about Training – People are used to what they are used to – Change is Difficult – Google’s Email Approach 31 March 2011 Interna/onal Crisis Group – Using Google Apps 14
- 15. Recommenda7ons • invest in TRAINING • perform a comparison of func/onality • perform business process assessment • Don’t rush it (we had to) • Understand your User 31 March 2011 Interna/onal Crisis Group – Using Google Apps 15
- 16. Perspec7ves • Room for Improvement – Calendar -‐ Sites – Contact Management • A]er Gmail – Consider Google Docs for Office – Collabora/on through Google – Google Reader and Alerts (beta) – Google App Engine – … and much more integra/on 31 March 2011 Interna/onal Crisis Group – Using Google Apps 16
- 17. Ques7ons ? • Thanks for listening! 31 March 2011 Interna/onal Crisis Group – Using Google Apps 17