[MUSIC PLAYING] ROBERT DUNNETTE: Hello,
everyone, and welcome to CP130. I'm Robbie and this is
my co-presenter, Jeremy. We're product managers at Google
responsible for Google Docs, Sheets, and Slides. While we're typically
based in New York, we're really excited
to be here today to speak to you about how
Docs, Sheets, and Slides can help you get the most out
of your G Suite investment. But before we begin, just a
little bit from the audience. How many of you use
G Suite at work? Amazing. So in this presentation,
we'll talk a little bit about some of the new and
upcoming functionality that will make you even
more productive. Now, how many of you use
a productivity suite other than G Suite? That's OK, too. We're going to be talking a
little bit about how easy it is to migrate to G Suite and
some of the transformation you'll see by adopting
Google's tools. But before we go any
further, our legal counsel asked us to show you this. We'll be walking
through a little bit of our forward-looking
roadmap, so both functionality and release dates may
be subject to change. Now that that's out of the
way, the fundamental question we are trying to answer is,
how does G Suite transform your company? Now, you're at Next,
so I'm sure you've heard the marketing pitch. G Suite will transform the
way your organization works. But what does that
actually mean? Sure, G Suite has tons
of technical capabilities to help bring your
organization to the next level, and yeah, G Suite has been
shown to drive cultural changes across a lot of
the organizations where it's been
deployed, increasing the innovation and
collaboration of those teams. But here we're going to talk
about, more practically, what does this mean
for your employees? How does G Suite
make their job easier and help your company grow? Our answer is based on
this one simple finding. Something that's probably
intuitive to most of you. Inefficient processes are the
number one cause of wasted time during the workday. The corollary of
this is the fact that the best way to make your
organization more productive is to eliminate
inefficient processes. That's where G Suite
comes in, leveraging the power of the cloud to make
your business processes more efficient. Specifically, we're going
to look at enterprise teams, walking through how Google
Docs, Sheets, and Slides can help your team save time. Now, to provide a
little bit of structure, we're going to take a
look at enterprise teams through the lens of the Tuckman
model of team development. Bruce Tuckman decomposed
the team lifecycle into four distinct stages-- forming, storming,
norming, and performing. And we're going to
look at each of them and identify how
G Suite can help eliminate inefficient
processes at each step. So let's start at the beginning. Team creation, or as
Tuckman christened, forming. This is where the
team comes together, bringing their
existing knowledge and experience to the table. And at Google, we understand
that this knowledge and experience may
not lay exclusively within the walls of G Suite. Success for the team could
mean using products outside of G Suite and coordinating with
external partners, customers, vendors who simply
don't run on G Suite. For this reason, G
Suite is designed to meet teams where
they work and to let team members leverage
the tools that they know. This interoperability
has three pillars. The first is migration. Some team members may be moving
to G Suite for the first time. For them, we provide
a full suite of tools, such as the G Suite Migrate,
to seamlessly move their data into G Suite. But even for individuals
already on Google products, there may be
processes that require internal coexistence,
where G Suite must be used alongside legacy tools. For those users, we
support interoperability, with many of the
most popular file formats, which we'll speak to. And then finally, even
when your team has entirely moved to G Suite,
you'll, in many cases, be required to work
with external partners, vendors, clients that
may not be on G Suite, requiring external coexistence. And to support this
workflow, G Suite interops with legacy
productivity suites so you never have to
worry about who uses what. The bottom line is that
G Suite works seamlessly with existing tools
so you don't have to worry about coexistence. And for that reason,
today we'd like to talk about Office Editing
in Docs, Sheets, and Slides. Office Editing allows you to
open and edit Office files directly within Google's
Docs, Sheets, and Slides, bringing simplicity
and ease of use of G Suite's cloud-based
editing to all your files. And once an Office
file type is opened, you can leverage the full power
of Docs, Sheets, and Slides. You can even
collaborate in real time with multiple editors
in the same Office file. And G Suite will ensure every
edit is saved and merged into the original file
in its original format. This means there is
always one single file in Drive, no convergence,
no finding the latest copy. Of course, seamless
interoperability is dependent on documents
appearing identically on every platform. And Google has invested
heavily in this area. So if this is how your document
appears in Microsoft Word, this is how it should
look in Google Docs. Content and formatting are
retained, including tables, images, headers, and more. Of course, Office is just
one component of the larger enterprise ecosystem. G Suite offers a full
set of data connectors, allowing you to sync your
data with some of the most popular third party platforms. One example is the data
connector for Salesforce, allowing you to import your
data directly from Salesforce. And new this year, we'll be
introducing scheduled refresh, ensuring G Suite and Salesforce
data is always in sync. Data connectors are
further complemented by deep integrations into
products such as Hire, allowing you to export data
directly to Sheets or Slides. And in addition
to third parties, G Suite is making it simple
to connect to Google services like BigQuery. Our BigQuery data
connector leverages Sheets' familiar, intelligent,
and collaborative interface to give you easy access
to analyzing all your data without that specialized
knowledge typically required for data analysis. And we're building
on this foundation with the introduction
of Connected Sheets, allowing users to access
BigQuery without any SQL knowledge required. With this update, users will
be able to create pivot tables, visualizations,
formulas across data sets with over 10 billion
rows of data, 10 billion rows making it easier than
ever for employees to access and analyze big
data to make better business decisions. Now, not all data
is in the cloud, and we're supporting that
use case through on-prem data connectors, allowing
you to securely connect Sheets to data hosted
on-premise within your company. As part of an ongoing
alpha, G Suite will provide easy access
to Oracle, MySQL, Postgres, and more sources coming soon. So why does this matter
for you and your team? First, it just works. G Suite allows teams
to import, edit, and convert between different
file formats as needed. Second, G Suite saves
the team's time and money by allowing users to move off
expensive legacy licenses. And finally, teams can adopt
G Suite at their own pace, supporting seamless
interop between platforms so you don't have to
worry about who uses what. JEREMY SUSSMAN:
OK, so let's talk about the second Tuckman phase
of team formation, storming. Storming is when
you've come together, you've brought your legacy
information with you, but this is often considered
the roughest phase. This is where you're trying
to figure out how really to work with each other. Personalities may clash. The pressures of
getting stuff done can cause you great stress. Teams trying to figure
out how to collaborate with each other-- and we're going to use
Google Docs to show how we can help you move more
smoothly through this phase. You want to get past this phase
to get to the later phases. Think about a new team
collaborating on a document. One big problem is the
worry that you may make changes the others don't like. In Google Docs, you can
enable Suggesting mode. With suggested changes, the
edits you make to a document remain pending, and
your colleagues can then see the changes, and
they can review them, accepting or denying each
of those changes in turn, or doing them all in bulk. This reduces some
of the friction you may feel the first
time working together. It's worth noting, however,
that there's still only one doc. You're not sending a doc,
an email to each other, marking this version 1, and
waiting for your colleague to come back with version 2
while you sit unproductive. No longer will you get version
4.7_finalfinal in your email. With Google Docs, there's one
version, and you send links. You can also communicate
about the document within the document
using Google comments. And now you're not
making direct changes. You're kind of talking
in a meta model. One of the most powerful aspects
of Google Docs, and Sheets, and Slides is comments. You can leave comments and
reply to those comments in situ. Comments can be assigned
to people explicitly, forming action items. And both comments
and action items result in an email being sent
into the inbox of the person to whom you're
addressing, making sure they get answered
in a timely fashion. Using natural
language processing, Google will recognize
something that might more normally become an action item,
and make a suggestion to you. So for example, if
in a document you put Lee to set up
a weekly meeting, Google will suggest you have
an AI set up weekly meeting and assign it to Lee. And with one click, that
becomes an actual action item both in your document
and in email. When first collaborating
in this fashion, you may worry about stepping
on each other's toes. What you see here is how Google
collaboration actually works. Multiple people are
making multiple changes to the same document. And regardless of
whether they're working in different time
zones, in different countries, in different areas, they can
see what each other's doing. This allows you to really be
aware of each other's work fashion, and it often allows
the team to figure out their team culture and how they
want to collaborate together. This real-time awareness really
allows for a very powerful collaboration form. We know that people nowadays
often work on the go while commuting or traveling. And all the features
we're talking about are available in both the
iOS and Android mobile apps. Our G Suite
customers are already taking advantage of these
collaborations features. Salesforce has long used G
Suite to keep its leadership position in the CRM industry
and expand into other markets. A core part of this is
effective collaboration. They credit G Suite
with breaking down barriers between their
internal and external partners, helping them to
feel like one team and deliver greater impact. The ease of collaboration
enables Salesforce teams to work faster, and more
efficiently, and effectively. OK, so we've talked a little
bit about the storming phase. Let's take this
opportunity to look at some of the other features of Docs. One thing we hear all
the time is the creators want their documents
to feel professional. Typos, cut and paste errors,
we've all been there. When it happens, your
documents don't look as good as they should. With spelling and
grammar corrections, you can rest assured
your writing will always feel polished. Google's powerful machine
learning algorithms allow for various forms of
grammar and spelling error detection and correction. You may also want to
share your documents outside of your native country. Google AI also provides
powerful document translation. Google Docs has
integrated translation into over 50
languages, and now you can choose from over
800 fonts supporting those languages, including
non-Latin scripts, such as Cyrillic
and [INAUDIBLE].. And I apologize if I
pronounced that wrong. I probably did. Once you find fonts
you like, you can then add them to your My Fonts list. And now in your future
docs, those fonts appear at the top of
the list, and they're more easy for you to retrieve
and use in future docs. G Suite provides many tools,
and they're more powerful when they work together. Many people find
they use Google Keep as a repository
for their thoughts, as well as things they read. So you read an
interesting document, you might want to cut and
paste it into a Keep note. Thanks to the side panel, you
can now bring up those notes, and use them without leaving
the context of the document. Keep can serve as a
repository, the place where you copy information,
and then you easily recall it when writing. This keeps you in the flow
for both ends of the recall and reuse cycle when writing. Coming soon, you'll also be
able to open chat directly in the side panel
for conversations relevant to a specific document. Finally, there's a whole set
of tools at your fingertips when working with Google Docs. Google Docs provides
extensibility through the add-on store, an
ecosystem of valuable tools that allow you to integrate
advanced diagramming, signature, and other things. So summing this up, the
storming phase of team formation is made easier through
effective collaboration. With Google Docs, it's
easier to work together any place at any time, and have
the resulting documents look very polished and professional. Let's go to the next phase. ROBERT DUNNETTE: Cool. Thanks, Jeremy. So we've talked about forming. Your team has been created. We've stormed. You have a sense of what
your team wants to do and the direction
you want to go. The third stage your team
goes through is norming. This is when the team starts to
establish a consistent process with a commitment
to norms and values. For most teams, data becomes
crucial at this stage. And [INAUDIBLE] we see with
many types of data analysis, Sheets is here to help. At the core of any data
analysis is calculations. Sheets offers over 400
spreadsheet functions to help you analyze
your data, including all the classics you've come to
expect, such VLOOKUP and MATCH. However, Sheets also complements
the standard set with functions unique to G Suite,
including Google Translate, leveraging Google's strength
in language translation and machine intelligence,
and a Sparkline function, making it super easy to
insert quick visualizations. Now, by a show of
hands, how many of you consider yourself a
spreadsheet ninja? A couple. You are in high demand. And actually, one of
the things we found is despite spreadsheets
being the most relied upon source of information
in business, less than 30% of enterprise users feel
comfortable manipulating formulas within spreadsheets. This introduces huge
strain within a team, because not everyone
is able to contribute. To address this
friction, Google has taken a few significant
steps to democratize the area of data analysis. The first, for members
of the team that are familiar with spreadsheets,
but struggle with the syntax, Sheets offers
formula suggestions. Leveraging session context,
formula suggestions suggests the best formulas
for your current analysis before you type them. And for power users,
formula suggestions have been shown to make formula
entry up to five times faster. Alternatively, if
you're a user that wants to avoid
formulas completely, there is Sheets Explore,
essentially a virtual data analyst standing by your side. Sheets Explore provides
contextual help personalized to your data, providing
pivot table, charts, and formatting suggestions. And if you ever want something
specific, all you have to do is ask in plain English,
and Sheets Explore will use its natural
language processing to provide the answer. But you don't have to
take my word for it. Colgate-Palmolive stated
that, "With Explore in Sheets, everyone can bring data
into their decision-making. Users can just
type in a question and get an answer immediately
about their data." So we've talked about formulas. Next up, macros,
a huge time-saver for accelerating and automating
repetitive worksheets. Sheets now allows you to
record custom macros required for analysis done
by your team, both preventing manual mistakes,
saving team members time, and allowing individuals
to focus on higher value add activities. Finally, we'd be remiss if
we didn't mention everyone's favorite analysis tool, Charts. Charts already do a
great job visualizing common types, like bar charts,
line charts, scatter charts. Over the past year,
we've continued to add more visualizations,
including waterfall charts, allowing you to see cumulative
effects on values, and chart customizations, providing
better controls over things like colors,
arrangements, and styles. To provide a sneak
peek of what's to come, we will continue to
build on this base, introducing new chart
types, like the scorecard, to highlight key stats, and
additional customizations through an inline
editing experience, allowing you to make sure
that your visualization looks exactly how you want it to. And this effort all comes
together in reports, an easy way to combine tables,
charts, filters, and formatting to generate custom themed
dashboards that can be consumed by you and your team. But spreadsheets shouldn't
just be numbers and graphs. With the introduction
of checkboxes, Sheets added a powerful way to
represent progress and status for elements in your sheet. And even more importantly,
the value of these checkboxes can be passed to other
spreadsheet functions, like conditional
formatting and filters. Complementing checkboxes,
we're excited to announce one of our most
requested features within Sheets, images in cells. Now you can add images
directly to cells to help create more relevant
inventory lists, CRM tracking, and task assignments. With images in cells,
your data can now be directly supported by
easy-to-understand photos, graphics, or other pictures. Now, with all this
new functionality, it's important to keep
everyone on the same page. G Suite has long
offered version history, allowing users to see
how their documents have evolved over time. However, sometimes you need
a bit more granularity. To address this requirement,
we are pre-announcing edit history of a cell. This is version history,
but for a specific piece of data, allowing you
to see who last modified each piece of content
within your spreadsheet, and if there's a problem, reach
out to them, talk to them, and resolve the issue. So again, what does
this mean for your team? Three big takeaways. First, with Sheets,
everyone can contribute. Things like formula suggestions,
Explore, and connected Sheets mean anyone can
perform data analysis. Second, G Suite allows you
to focus on what's important, highlighting the key
insights and takeaways with advanced charting
and visualization options. Finally, G Suite has expanded
the concept of spreadsheets, with new functionality like
reports, images in cells, and checkboxes, putting the
right data in the right place. JEREMY SUSSMAN: OK, now
we get to the final stage of team development,
the performing stage. The team's in the
flow performing to their maximum capability. Let's talk about how to put
together a pitch deck as a way to illustrate the full power
of your team using G Suite. Very few people start
their decks from scratch. Between the infamous
blank page problem and wanting to emulate
that great deck you saw one of your colleagues
present, the majority of people want guidance on how to
create a great presentation. A good practice is to put
together on-brand templates. Google Slides offers
a template gallery. This makes finding the
right template easy, because you can customize
the gallery for your company with unique templates that
are created by your employees. And you can organize them
by team or by purpose, and then distribute them
as up-to-date templates. This way, you're sure to
have your employees produce great decks that have the
latest branding and design. Templates are not only useful
for the one-off presentation. What if you need to
produce 10 slide decks, all with very similar formatting,
but slightly different content? In certain job
functions, like cells, there's a common workflow. You have the same
basic pitch deck, and you tweak it slightly
for each of your customers. The customization
today is not fast and it's often prone
to human error. You make a copy of
the deck, change the name of the customer, change
some of the corresponding data. And you do that one
slide deck at a time. Google Slides has an API to
help streamline and error proof this process. So Google Slides offers both a
REST API and an Apps Script API to give users
programmatic access to create and
update presentations from any data source. Your team can build
ready-to-go processes to turn business data
into presentations and streamline this process,
removing the common errors that humans make. With these APIs, you can use
your internal tools, templates, and your customer data
to fill in placeholders across the various versions
of your pitch decks with just one click. Slides are not the only
product in which you may want to build automated workflows. There are documents-- invoices,
proposals, et cetera-- that may also have this kind
of simple form-like structure. And it requires customization
and information retrieval as you put them together. We recently released
the Docs API to support this
sort of workflow. Another common practice is
sharing the same information across multiple presentations. Convincing and
powerful presentations often have data and slides from
sources that are other decks. We have feedback this is
a common workflow for most of our users. You have a few slides
for an old deck that you want to bring
forward into your newer decks. But repeatedly copying
slides from one presentation to another as they get
updated is a major time sink, and again, it's prone to error. With Google Slides, when you
copy a slide from one deck to another, as you'll see
here, you have an option-- let's see if it
comes up in a second. You have an option to choose
whether the new slide is linked or not. And if it's linked,
then the changes made to the original deck
would propagate through to the new deck. Now when you change the
original presentation, all your decks update. And we're soon going
to release where you can update all the slides
inside a deck with just one click, rather than doing
them one at a time. The same concept
of linking can be applied to charts or tables
imported from Sheets. If the underlying sheet
changes, the slide is updated with the
click of a button. Again, we've removed
the tedium and overhead of having to remember to
update your charts when the data behind
them has changed. And as I said,
coming soon, we'll enable you to update all the
embedded content with just one click. All the other
powerful collaborative features that we
discussed about when talking about Docs and Sheets
are also available in Slides. You can increase
your productivity by co-authoring presentations,
avoiding the email diversion problem, and also
using comments and AIs to keep the team
collaborating well together. And again, all of these
are available in the iOS and Android mobile apps,
because we understand that you work on the go. Now, many people find the layout
of slides to be cumbersome, and would rather spend
their time thinking about the content on each slide. With Google AI, the
Explorer feature lets you just drop your
content on the slide. And with a couple of clicks, you
get suggestions for formatting. Rematch the slide
themes and the layouts to best fit your content. No cropping, resizing,
or reformatting required. This export tool
is so compelling, because it really does
save time by taking away some of the mundane
formatting tasks. In fact, in our
internal studies, we've seen that people who
use Explore to select layouts can save over 60% of the time
they spend on formatting, a significant time saving. And just as we saw
with Docs, Slides also has a large ecosystem
of add-on tools to help you do your
job that much better. In the add-on
store, you can find tools that help you build
more powerful presentations. They enable you to source
beautiful full-bleed pictures, use advanced formatting
tools, or include diagrams that you created in
programs outside of G Suite. The Nielsen company has long
used G Suite and Docs editors to keep its position as
one of the world's most well-known and respected market
research firms with operations in over 100 countries. For example, previously,
teams working on presentations sent numerous versions
back and forth, and it was a person's job
to consolidate and merge all of these changes, which
was a lengthy and error-prone process. When Nielsen began
building decks in Slides, team members were
excited they could edit a deck simultaneously and
see the changes in real time. And you see they mentioned they
email back and forth every day. As part of the workflows
we've mentioned in the previous slides, you
may need approval or sign-off. So we're happy to announce
that Google Drive is announcing helpful tools to
automate that task, making it easy to create
and track the approval flow. And when it comes to documents
in the enterprise world, security really matters. With G Suite, you can assure
the right people, and only the right people, can
access your files. This level of control
is facilitated by having your presentations,
and documents, and spreadsheets in the cloud. Instead of emailing
things around, where they can be forwarded
and easily copied, you send a link which
remains in your control. And sometimes, you may need
to temporarily give access to someone else when working
with an external server or a vendor. With expiration dates,
you can confidently share your information
with these external people, knowing that after the
time of your choice, they'll lose their access. You may also want to see how
your content is being consumed. Last year, we launched
the Activity dashboard, which allows you to see who's
viewed your documents and when. Haven't gotten any feedback
from your boss yet? You can find out through
the Activity dashboard if they've had a chance to open
your doc in the first place. Thank you for laughing. [LAUGHS] But don't worry. If you prefer, you can opt out
of this with privacy settings. All of these are
under your control. Another aspect of the
Activity dashboard is a section called
viewer trend. This provides you insights
about the trends in viewership. You can understand the impact
and influence of your work, and possibly how your work
might be spreading internally. This is basically analytics
for your documents. And like the other
things, viewer trend will respect your
privacy settings. Now, we're excited
to show you two more metrics in the Activity
dashboard-- comment trends and sharing history. Comment trends,
like viewer trends, visualizes the conversations
happening in the document, showing you the number of
comments, the suggestions, and replies created per day. Kind of helps you understand
how viral this document is and what kind of conversations
are happening inside it. And as a document
owner, it's often important to keep track
of how your documents are being shared, both from
a privacy and an impact perspective. The new sharing history
section provides you granular visibility
into how your document is being shared with others
across the organization. You can see exactly who shared
your document, with whom, when, and the details of
their access level. With these features,
the Activity dashboard is a centralized place where
document owners and editors can see how their
collaborators are engaging with their content. Now, every good deck ends
up in a presentation. Whether you're presenting
from your mobile device or your laptop, in a meeting
or a conference like this, the Presenter view
in Google Slides gives you, the
presenter, a special view into your presentation. Presenter view helps you be a
better presenter with features like speaker notes,
quick slide navigation, and, although we don't have
it here, a laser printer. Speaker notes allow you
to craft your message and have access to all
the notes you need to give a really polished presentation. And finally in
Presenter view, you have access to a feature
unique to Google Slides, Q&A. With Q&A, you can better
engage your audience by allowing them to submit
questions, vote on them during the
presentation, and then once you start the
Q&A session, Slides will display a unique URL to
give the people the ability to give the questions
and vote on them. And you can answer them in the
order the audience cares about. So in this last phase, we've
shown that Google editors allow you to work closely together
with your colleagues, be in control of the access
to documents you produce, and scale up your
systems to produce some of these form-like
multiple decks and docs. Throughout this
talk, we've shown you the power of true
collaboration from the time that a team forms until it
hits the performing stride. This sort of collaboration
is stronger than email, but you really don't have
to take our word for it. It's no surprise that when you
do a Google search for email is, you see some frustration
with how email works. You see words like
dead or obsolete. I guess not dead, as well. This is the old way
of collaborating. And we believe that
Docs, Sheets, and Slides provide a new form
of collaboration that's a little more powerful. A McKinsey report showed that
the type of collaboration we're talking about here
fostered with G Suite frees up work time as much as 8%. We're seeing this in real life. Our internal studies
show that people are moving their
work out of the inbox and into these more
productive surfaces. A recent Google study showed
that 80% of the domains that adopted G Suite have reduced
the amount of email they send, and they've reduced that
by, on average, 41%. Let me explain that again. 80% of the people who use
our product reduce their time spent in email by 41%. I said in the previous
time I gave this talk that I looked like I owed my
Gmail colleagues an apology, and actually came up to
me afterward and demanded the apology. So if you're out there
again, I apologize for making you look bad. The same McKinsey
report we mentioned said that not only do
collaboration platforms free up your time. You also get a major increase
in productivity in what they call interaction workers. And an interaction
worker is defined as a high-skilled
knowledge worker, including managers and professionals. It's a major part
of your workforce. Google Docs is exactly such
a collaboration platform. And more than 3/4
of the time spent in Docs, Sheets, and Slides
is, in fact, collaborative. In this talk, we've shown
you how teams effectively collaborate in Google Docs. And the result of this is we can
help you save your average team members 144 minutes
per user, per week. That's almost 2 and
1/2 hours per week of saved time per user. You may have heard an earlier
statistic this morning that the saving is up to
a month a year per user. That's what we have to say. So hopefully you've
learned a bit about how to make your team more
collaborative using G Suite, and we'd like to thank you for
your time and your attention. [APPLAUSE] [MUSIC PLAYING]
