Project Description: The recommendation report is a brief (under 1200 words) report addressed to a hypothetical supervisor who has asked you for a recommendation on various collaborative writing tools. It will require some research and will give you practice in formatting information obtained from secondary sources as well as in addressing the needs of an audience and justifying conclusions.

1. 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

2. 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.
Introduction
Web-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 Docs
Google 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

3. 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 Docs
The 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

4. 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.
Conclusion
A 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.
Recommendation
As 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

5. 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_tech
nology.htm