I was recently faced with the challenge of providing a small/medium sized church with a new website. Since this was to be their first “domain name” purchase, I saw an opportunity to take this challenge a step further. Knowing the staff pretty well, I began to think of how I could take the way they complete their daily tasks to the next level.
I came to the conclusion that in addition to a new website, I would also provide them a centrally organized way of communication, collaboration & utility. It was obvious that these things were needed, but I was also aware of the tight budget that I was to operate within. Pricey options such as “Windows Server”, “Exchange” etc. were out of the question.
As I started researching cost appropriate solutions, I began to evaluate the state of technology in general. I thought about the ways that I manage my personal documents, emails, etc. It was at this point that I realized that I needed to direct my focus towards cloud computing service offerings.
I find it appropriate to share a little bit about the client and their specific needs, as cloud computing may not be the right choice for every church or organization.
The church is small, with roughly 10 staff members. All staff currently communicate by email and workgroup file sharing from desktop to desktop. Email is provided by their ISP. They use Microsoft Office for all of their weekly preparation and scheduling. That is basically the extent of it.
Their are numerous services out there that would provide everything that this church needs and a lot of stuff that they don’t. I’m going to focus on the one that I choose to go with, Google Apps.
I chose Google Apps for a few reasons.
- Most people/users are familiar with the services that Google offers.
- It has a huge community base.
- It provides all of the essentials (Docs, Storage, Email, Calendaring, Chat)
- Best of all, its free to certified non-profit organizations with a 501(c)(3) status. (They offer an upgrade from “Standard Edition” to “Education Edition” once your organization has been verified.)
Google Apps is a fantastic, cost effective way to provide small (or large) businesses the high powered, effective solutions they need without breaking the bank. Here is how easy it is to set up.
- We purchased their first domain name.
- Signed up at http://www.google.com/apps.
- We were instantly provided access to “Standard Edition“.
- Properly set up CNAMES to forward to Google Servers.
- 2 1/2 weeks later, we were approved for “Education Edition“.
- Migrated all existing email (using tools provided by Google) to Gmail type infrastructure.
- Currently training users on new features 1 step at a time.
Moving to Google Apps was easier than I ever imagined. The documentation is fantastic. You simply can’t go wrong. However, if you do, Google support is right there for you.
Now, this church has made one giant step in the right direction. It is running on a fantastic infrastructure that will provide organization and collaboration like they have never had.
Keep in mind, every organization is different, and every migration will not go as smoothly as this. Users have to be trained, and it will most likely consume a significant amount of time for the “Administrator” until they are comfortable using all of the services.
Given some time, this church will be running like a “well oiled machine”.
I didn’t want to bore you with tons of detail regarding the Apps infrastructure. I simply wanted to make you aware of it, and that it can be a great alternative for just about any sized organization.
Does your church use Google Apps? What are your experiences with the product?