This week’s class was my first exposure to Google Sites and Google Docs. I never knew Google was so much more than just email. I can already see just how useful both of these tools will be in my job. When working on a team that involves 3 employees and 2 interns all taking different parts in planning an event, we tend to do a lot of emailing. Below is my idea to help eliminate the constant inbox overload.
In my current position, I work closest with 2 other event planners and 2 interns. Each of us have our areas that we are responsible for, however, we need the ok of the whole group before making anything final or sending anything off to be printed; the more eyes that look at a document for typos, the better. Take for example, an invitation postcard. I make up a first draft and email it to both my colleagues (that’s 2 emails). They both look at it and send back an email with their suggestions (total= 4 emails). I make the corrections and email back for a final ok (total=6 emails) and of course, they each email back saying it’s good to go which totals our emails at 8 and that’s for only one small postcard. With other documents, we include the interns which double the amount of emails.
When learning more about Google Docs, I realize there is a much easier way to go about doing this. There are a lot of other responsibilities that could be shared by the use of Google Docs such as programs for the events. Each of us have our own part of the event that we need to add to a program for the day and Google Docs would allow us to make changes to the program document to keep us up to date on times, locations, and any other changes that might be made along the way. A shared folder for each event would be created to keep documents organized and easily accessible. When multiple events are coming up and we are all working on different things, emails can become rather confusing. The individual folders for each event would help us be better organized and keep us all on the same page.
Google Docs would also allow us to share responsibilities. In the morning of each event, we like to show a running PowerPoint of pictures of students and the campus. This PowerPoint is typically done by one individual; however, we would be able to make this more of a group effort since all individuals have access to the same document. We currently use a shared drive; however, it involves many folders and many layers to dig through to find the right document which can be both irritating and a waste of time. I see Google Docs being a big time saver.
Another great tool that I would like to incorporate into my work is Google Sites. I meet with many prospective students who are accustomed to using the internet. However, sometimes it can be information overload when students go onto the university website. I would like to develop a personal site that would give them just the basics. Examples would be, a page about applying to the university, a page about visiting and taking a tour, a page about our programs with links to relevant information about top majors on campus, a page about student involvement, and a page about applying for financial aid. The key word is relevant information. When meeting with parents, I like to direct them to the website but many times the student will say, “I was on the website but I couldn’t find what I was looking for.” . I could use Google Docs to put together a survey of what is most important information for a high school senior to find on our website. I would also upload YouTube videos or other social media that our office may put together such as Preview Day videos or blogs about what it’s like to be a student at UW Oshkosh. I could use the site as a visual tool to when meet with students and families and allow them to take it home to use when deciding if UW Oshkosh is the right school for them.
I am not someone that I would call “tech savvy”, however, I enjoyed learning about Google Docs and Google Sites. I think they could both be incredible tools to help the effectiveness of our office. On the recruitment side of admissions, I think that a Google Site could help connect with today’s students since they know computers and social media tools. Bringing this all together could make a great impact on today’s seniors in high school. My hope is to do something that would leave a lasting impression and set us apart from other campuses.
