Why move from Office to Google Docs?

Coins

The Boston Globe has reported that the city of Boston is moving from Microsoft software to Google Apps online, including transitioning from Exchange to Gmail for email and calendaring, from Microsoft Office to Google Docs, and from Windows file shares to Google Drive to storing documents. In short, all that will be left on the desktop will be the Microsoft Windows OS.

From the article:

It will cost Boston around $800,000 to move over to Gmail, Google Docs for word processing, and Google’s cloud service for storing documents. But by dropping some Microsoft products, the city government will save at least $280,000 a year.

“The number one reason that organizations are going to Google is price,” said Matt Cain, an analyst at the tech research firm Gartner Inc.

What’s more, Cain said, Google’s contract terms are much simpler than dealing with Microsoft.

It’s believed the transition will take a year. That doesn’t sound very long. Dropping Microsoft Office for Google Docs is a bold move and document conversion could prove challenging. I wonder what testing was completed to build the busines case for the switch.

“Anyone with a current Gmail account will not have much trouble transitioning,” said David Nero, director of technology for Boston.

Hmmm. A significant percentage of employees may already have personal Gmail accounts which certainly helps in terms of familiarity with Gmail’s user interface. But dropping Outlook and Office at work may come as a bit of a shock. And moving from having any on-premise Office suite to browser-based is unlikely to be that straightforward.

According to the article, Microsoft software was costing an estimated $100 per employee per year compared to approximately $50 per user per year for a Google Apps subscription. But that’s comparing on-premise software licensing with an online subscription. A similar level of savings would also have been achieved by switching to Office 365. Government pricing plans offered by Google and Microsoft are closely aligned for comparible features.

If the migration is predicted to cost $800,000 and will save $280,000 per year, it will take nearly 3 years for the project to break even. It would be interesting to have an update in 18 months time once the transition has been completed and operational for 6 months. If the decision really was primarily about price, it’s a bad one.

We moved from Exchange and Outlook to Gmail three years ago. We still have Office on the desktop. Some aspects of Google Docs knock the socks off of Office Web Apps. And vice versa… The decision of which is best to use should be based on the ways you work, not just the price.

One claim we certainly would agree with is that Google’s contract terms for cloud services are a lot more straightforward to deal with. Both as a customer and as a partner. Microsoft needs to get on top of that.

Disclaimer: Joining Dots Ltd has a paid subscription to both Google Apps for Business and Microsoft Office 365 for Enterprise. We continue to test and compare the features in each.

Reference

Microsoft introduces Outlook.com

Today Microsoft has announced a major overhaul to their online email service, Hotmail.

Pointless sidenote: Somebody told me about Hotmail back in 1997 and I originally had the address snr@hotmail.com but lost it when I forgot about the account. When I next logged in, after Microsoft had acquired it (around 1999 I think), the nearest I could get to snr included a 4-digit number tagged on the end….

Anyways, back to the subject of this post. Microsoft have announced a new updated version of the service that will use the domain Outlook.com named after their popular email client. However, the interface is not Outlook as we know it but instead adopts the new Metro user interface being introduced with Windows 8 and also being applied to just about all of Microsoft’s online services.

Here’s a screenshot (click on it to view larger):

Screenshot from Outlook.com inbox

Should enjoy an empty inbox while it lasts…

Note the sidebar down the right side of the screen. Lots of emphasis on social networks and sharing contacts and content.

Here’s a preview video from Microsoft

[ba-youtubeflex videoid=”uDI6Itn7soQ”]

Interesting to see Skype integration highlighted. Lots more details and screenshots included in the Verge article, link below.

Source: The Verge, 31 July 2012

Intranets and IBM vs Microsoft

At the beginning of last week came news about updates to two competing intranet platforms – Microsoft’s preview of the next version of SharePoint and Office; and IBM’s latest incarnation of Lotus and related technologies, renamed the Intranet Experience Suite.

Despite sharing very similar feature sets, the two announcements were positioned very differently.  Microsoft’s announcement seemed aimed at the individual user. IBM seems to be targeting the people holding the budgets for the software, the CIOs and CMOs.

One interesting soundbite by Turbotodd when talking about IBM:

By 2017, the CMO will have greater control of the IT budget than the CIO, according to Gartner. Marketing budgets will grow 7-8 percent over the next 12 months, which is 2-3 times that of IT budgets

Well Gartner are hardly the most accurate source for predictions and I doubt CMOs will have greater control of the entire IT budget given it serves more than just marketing purposes. But many organisations have yet to leverage the current big Internet trends of social media, mobile devices and big data, internally or externally. Marketing is one of the departments with the most to gain or lose (along with Customer Services and R&D). It makes sense that a chunk of any increase in their budget should be spent on using enabling technologies. And that means CMOs and CIOs are going to need to work more closely together over the next few years.

IBM does seem to be taking the more strategic approach to the next generation of Intranets that are beginning to emerge. Microsoft, for all the gains made in the enterprise space, still focuses on IT departments and end-users when articulating what their products are for. I shouldn’t complain because that’s what Joining Dots was set up to help with (out of frustration whilst at Microsoft). But it is interesting to compare the different approaches the two largest vendors take.

From experience, few organisations have well thought out plans for how to use Intranets to drive better decision and actions. The successful projects always start with a strategic slant or business case, even when it’s a new feature that seeds the idea…

References

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