So your business has deployed Google Apps, people are chatting and messaging away with Gmail and scheduling meetings with Google Calendar.  But what about Google Docs?  Are you disappointed that people are still reverting back to Microsoft Office and the endless chains of attachments.  The following tips can be used effectively by team leaders or department heads  to help promote and encourage the use of Google Docs and collaboration in your team.  These tips are most effective for team leaders or department heads.

Tip 1 – Be the Change You Want To See
If you run an IT department, training department, or Team, make sure that you are using Google Docs yourself before you start to encourage others to use the application.  Send your next meeting agenda with Google Documents and edit your budget or inventory with Google Spreadsheets.  Use Google Forms to add a contact form to your department or team’s intranet page.

Tip 2 – Start with One Application Internally
Moving to Google Docs cold turkey can be very intimidating.  Instead of mandating that the whole company uses Google Docs, just pick one application to be used, like Documents or Spreadsheets.  Start creating all internal documents with Google Documents. Since everyone in your organization has an account, they will have no excuse not to be able to edit or view the information.

Tip 3 – Repeat the Message
Sending one email to remind people to use Google Apps or just announcing it once at a meeting is not enough.  Devote 5 minutes of each team meetings to Google Docs.  You can show tutorial videos, answer questions, showcase your team’s usage of Google Docs or brainstorm new workflows that incorporate Google Docs.

Tip 4 – Google Docs, Read All About – Put It In Your Newsletter
Add a section about Google Docs to your company newsletter, intranet, or blog.  Post tips, videos, and frequently asked questions about Google Docs in your organization.

Tip 5 – Encourage HR to post forms and documents in the Google Docs format
At least two times a year each employee will receive some types of communication, request or form from Human Resources.  Work with your HR department to create their documents and forms as “view only” Google Docs that can be downloaded from the HR site.  This is an easy way to encourage the use of Google Docs and reach each employee.

Tip 6 – Make It Fun
Simultaneous and group editing can be really fun.   Create a document or spreadsheet with riddles and puzzles and invite your teammates to edit the doc with their answers.  You can check the revision history to see who answered what questions.

Tip 7 – Recognize and Promote the Innovative Use of Google Docs
Did one of your employees turn an old boring Excel doc into a collaborative sharable Google Spreadsheet?  Recognize people who take risks and come up with new ideas for Google Apps.  Interview this person for the team blog or send an email to the team showcasing the project.

Tip 8 –  Make Training Relevant
Tie your examples and training materials into real world projects.  Use actual company documents, spreadsheets, forms and presentations in your Google Docs training and help guides.

Tip 9 – Train, Rinse and Repeat
Google Docs is constantly being innovated, the UI changes every year and new features are added monthly.  Support your users and your help center with trainings about the new features.

Tip 10 – Privacy Job Aids
Some users may be intimidated by the privacy settings within Google Docs. No one wants to inadvertently share a doc with someone who is not supposed to see it.  Create a job aid explaining the different visibility settings for each doc.  The job aid should also explain which types of company docs should be private, which can be shared with the domain, and which can be shared outside the domain.

What do you think of these tips?  Have you tried any of them in your organization?  Do you have some tips to add?  Please comment, I would love to hear your thoughts.