Case Study | Google Apps for Business
At a GlanceWhat they wanted to do:•Stable,highcapacityandlowcostserversolutionSharelargefileattachmentseasily
•ServermaintenancewithoutdedicatedITresource
Solutions used•Gmail•Docs•Forms
What they achieved:•Serverstabilitywithoutin-houseservermaintenanceresources
•AdministrationefficiencyachievedwithGoogleForms
•Workefficiencyenhancedby25%inspiteofshortdurationofusage
Google Apps saves time and effort for employees of the Korean National Commission for UNESCO
OrganisationSinceitsinceptionin1945,UNESCOhasworkedtocontributetobuildingpeace,eradicatingpovertyandpromotingsustainabledevelopment.Koreahastransformeditselffromarecipientcountrysupportedbytheinternationalcommunitytoadonorcountrytoday.TheKoreanNationalCommissionforUNESCO(KNCU),foundedin1954,hasimplementedvariousactivitieswithinKoreaandabroadtocontributetorealisingUNESCO’smission.AsKNCUapproachesits60thanniversaryin2014,KNCUispreparingtomakeanewleap.KNCUispursuingeducationassistanceprogrammesfordevelopingcountries,suchasthe“AfricaHopeBridgeProgramme”whichsendsyoungvolunteersfromKoreatoAfricatoeradicateilliteracyandthe“SejongProject”topromotebasiceducationinAsiaPacific.Inaddition,KNCUisalsoworkingonotherprogrammeswhichpromotepeaceandstabilizationforKoreanpeninsulaandEastAsia.LocatedinSeoulKorea,KNCUisasemi-governmentorganisation,witharound100staff.
ChallengePriortotheirGoogleAppsimplementation,KNCUleveragedagroupwareemailsystem.Theyexperiencedrecurrentoutageswiththegroupwareemail,resultinginlossofproductivity.Eachemailserveralsohadalowstoragecapacity,meaningthatstaffhadtofrequentlyarchivetheiremails.ItwasalsocostlyanddifficulttoprovisionandmanagethephysicalserverwiththelimitedITresourcesthatthenon-profitgrouphadavailable
"In spite of the fact that the full migration to Google Apps was only completed nine months ago, we found that workplace efficiency has improved by 25%. This is a remarkable achievement, considering that our implementation was recent." —Mr. Yoon, Director of Public Relations Office, KNCU
SolutionImpressedbyhisownexperiencewithGoogleApps,MrYoonByungSoon,DirectorofPublicRelationsOffice,KNCU,proposedamigrationtoGoogleApps.Inparticular,MrYoonwasdeeplyimpressedbyGoogleApps’stability,convenienceandmobility.WiththeguidanceofUniConverse,theauthorisedresellerofGoogleAppsinKorea,KNCUsuccessfullymigrateditsgroupwareemailsystemtoGoogleAppsinOctober2012.
ResultInthecourseofitswork,KNCUcollaborateswithvariousstakeholdersandorganisations.Gettingtheproperattributionandauthorisationofstatementsandcorporatedocumentsisanon-goingprocess.ApartfromtheimprovedemailconnectivitywithGmail,KNCUwasalsoabletosubstantiallyreducethetimetakentogetapprovalsforofficialdocuments.Previously,
AboutGoogleAppsGoogleAppsisacloud-basedproductivitysuitethathelpsyouandyourteamconnectandgetworkdonefromanywhereonanydevice.GoogleAppsincludesGmail,GoogleCalendar(sharedcalendaring),GoogleDrive(onlinecontentstorageandsharing),andGoogleDocs,Sheets&Slides(documentcreationandcollaboration).
Formoreinformation,visitwww.google.co.kr/a
ittookalotoftimeandenergyfromstafftomanagetheprocess,butwiththeeaseofGoogleDocs,corporationfromtherelevantstakeholdersisnowachievedeffectivelyandquickly.
“Atfirst,therewassomeresistancetotheusageofGoogleDocsasourstaffpreferredtoendorseeverythingusingtheKoreanfont,insteadofEnglish.However,collaborationusingGoogleDocswassouser-friendlyandfuss-freethateveryoneinthecompanystartedtouseGoogleDocs,”saidMr.Yoon.
GoogleFormsisevenconsideredalife-saveratKNCU,withitsabilitytominimisetimespentonexhaustingadministrationprocessesandcollaborationofinformation.
MrYoonelaborates:“GoogleAppscontinuestoamazeuswiththemiraclesithelpsusperform.Forinstance,ourstaffwasrequiredtosourceforspecificinformationfromover200schoolsacrossKoreaforaprojectwewereworkingon.Aftercollectingtheinformation,wehadtocollateandanalyseit.Thiscoordinationprocessusedtotakeusdaystocomplete.However,withGoogleForms,theinformationwascompiledseamlesslyonspreadsheetswithinaday.”
GoogleFormshasalsohelpedKNCUrevisetheirrecruitmentprocess.Annually,around2,000to3,000peopleapplyforajobatKNCU.ThismeansthattheHRteamwillneedtolookthroughthousandsofresumesandcoverletters.TheHRteampreviouslytookseveraldaystoproduceaconsolidatedspreadsheetofalltheapplicants.WithGoogleForms,aconsolidatedsummaryofallapplicantsisautomaticallygenerated,andthereisnoworrythatanyinformationislost.
“InspiteofthefactthatthefullmigrationtoGoogleAppswasonlycompletedninemonthsago,wefoundthatworkplaceefficiencyhasimprovedby25%.Thisisaremarkableachievement,consideringthatourimplementationwasrecent.WelookforwardtoexploringtheotherapplicationsofGoogleApps,andseeinghowtheycanbenefitKNCU’sprogrammes,”concludedMrYoon.
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