Normally, keeping track of this constantly changing matrix of information would have required us to create an Excel spreadsheet, which we would’ve sent to each other via email as updates were made. With a conference of this magnitude, this would have flooded our team members’ email inboxes with dozens of different versions of the same document. We needed to find a better, less convoluted, way to collaborate.
Since the City of Orlando had been using Google Apps for Government, I decided to create a Google Spreadsheet to track sponsorship information for the Mayors Conference. With Google Docs, the spreadsheet lives in the cloud, so our whole team could update the doc at the same time, eliminating version control. Google Apps allowed our team members to access the sponsorship spreadsheet and other important documents from any location on any device. For us, this was a game changing way to approach a shared project.
Even though this was one of the largest events we’ve ever hosted and managed, it was the most organized. Consequently, we hit our sponsorship goal in time and received high praise for the meeting. We’re looking forward to using Google Apps on our next major collaborative project.