As we all are aware, Superstorm Sandy left widespread destruction and directly affected individuals and businesses across multiple states.  The flooding of southern Manhattan on Monday left many companies scrambling for recovery. According to the Huffington Post, “the water welling into southern Manhattan drenched one of the world’s densest communication nodes, taking out popular websites and forcing telecom carries to reroute international traffic.” Due to commercial power outages, data centers and phone facilities were forced to run on their diesel generators. 

But there was yet another problem; the generators were unable to pump the fuel due to the power outages and flooding. As a result, service to some large websites and the leading phone carrier in the region were brought down.  In the meantime, employees at some companies are working around the clock trying to get things back in order, while others are manually hauling gallons of gas to the top of who knows how many floors to get the backup generators to run. 

In the midst of the bad news, there exists some good!  GroveSite’s platforms and data centers are all located in the dry heat of Arizona’s desert -- far away from the majority of natural disasters.  Rest assured that your online collaboration workspaces, online databases, and online document management will be safe --  hurricanes and floods of Sandy’s nature are nowhere near our radar. 

Multitasking:  lethal to productivity and successful delivery of projects

Image Credit: www.celalteber.com

  So what do they recommend you do? 

1. Prepare for your projects.  
   Preparing and planning before starting will help create a clear path for the project plan for  team members to follow.   
2. Work on less at a time. 
   It might seem like less is getting done since there are less open issues, but really, less is more. 
3. Effectively use technology.
   It can take weeks to get the necessary people in the right room at the right time.  Embrace technology as a way to stay on track. 

Online project management tools, and much more

Using an online project management tool is a big step in the right direction.   All members of the team can login to see what tasks are coming up, and who is responsible for what.  Task priorities highlight urgencies and improve focus.  Online project management tools, like  other 'single focus' tools, can be vastly improved if other capabilities are provided in the same online platform.  For example, most project teams need to organize a substantial number of documents, so  online document management is key.  Online discussion forums track everyone's input and help you remember the rationale for decisions later on.   Project-specific data -- things that are  typically tracked in a spreadsheet and emailed -- are better kept in an online database.   One technology provider, GroveSite,  includes project management, document management, discussion forums, and online databases in its online collaborative workspaces .  So give these cool technology tools a try.  Doing so will help keep your teams – whether small or large – organized, informed, happy and on-task. 

Harrin, Elizabeth. THE DANGERS OF ORGANIZATIONAL MULTITASKING. Rep. PROJECTSATWORK, 17 Sept. 2012. Web. 09 Oct. 2012.

The internet enables online collaboration.  It is becoming more common for organizations and teams of all sizes and shapes to use the internet as a common meeting space and online work space since meeting in a conference room is more than likely impossible for most.  

Online collaboration not only serves as a place for large teams to effectively communicate and share documents, but it also makes team projects easier to manage.  The online work space enables the use of:

• Document Sharing
• Discussion Forums 
• Project Plans
• Team Calendars
• Online Database 
• Wiki Webpages and more! 

But we know what you’re thinking.  “How can I really share the information that we talk about during face time, in space time?  Our data is our intellectual property.”  We get it!  That’s why we created a secure online collaboration workspace.  One where you need to enroll people for them to enter, and even then you can manage what they can see, and who can do what.  That way, even in cross-company collaboration efforts, your private data is kept private while some can be left open for collaboration efforts.  

Think your team might need a collaborative database too?  Check the top three signs you need a database here.  If you are ready to learn how our all-in-one collaborative online workspaces and databases can increase your team's productivity, request a free trial or call us for a free demo at 866-952-9880 x 202.  

In an Arizona Republic article, Clint Smith, chief executive of email marketing company Emma, provides some insight on the challenges and necessities of working remotely.  “I think what I would tell anyone who is going to try to this for their company is not to underestimate the complexity of the model,”  he said.  (Bruzzese)  Though it isn’t easy to recreate face to face interactions virtually, there are ways in which Smith handles the challenges of leading and working with people thousands of miles away.  So what are his three pieces of advice?

1. Hire the right people
2. Have regular get-togethers
3. Rely on technology

Indeed if someone isn’t self-motivated or isn’t comfortable being alone, they probably aren’t the ideal candidate for a remote worker.  However, if they are a self-starter and enjoy working alone, all they need from you to make it possible is technology!  

You will need tools to assist ALL workers, remote or not, with group collaboration.  GroveSite does just that with it's all in one collaborative solution.  GroveSite can be used for a customer-relationship management tool, a document sharing service, a project management application, an online database portal, and as a secure team intranet.  Learn more about GroveSite's Online Collaboration Solution here. 

_{Bruzzese, Anita. "Working Remotely Poses Challenges." Azcentral.com. Arizona Republic, 8 May 2012. Web. 09 May 2012.
<http://www.azcentral.com/business/articles/2012/04/26/20120426working-remotely-poses-challenges.html>.}

You are emailing a spreadsheet around to your colleagues or suppliers.  The problem is that it is instantly out of date.  And your colleagues are emailing YOU with changes you should make.

If any of these sound familiar to you, it is time for you to consider switching to an online database.  Switching to an online database will provide a single source of up-to-date information to your dispersed team.   It will help you manage your projects, store your information, and provide a central hub for communication. The headaches of managing various data among today’s far-flung groups can be detrimental to the success of a team, organization, or collection thereof. 

How will an online database help you?

1. Keep your information stored in one secure place.  Using an online database to store your important data and files will relieve you of the hassle of having to worry which computer your information is on, what email that specific attachment is in, and then what if your computer crashes?  Exactly—that is scary to think about.  An online database will give you a common storage warehouse for all of your data and files.
2. Increase productivity, meet your deadlines, and put an end to user complaints.  If you are going through the hassle of managing all of your data and documents, imagine the hassle your team members are going through, too!  Not only do you all have to worry about your task status, and where your documents and emails are, but you have to worry about everyone else’s, too.  With the project management feature of an online database, it is easy to track progress, meet deadlines, and streamline communications—ultimately increasing user satisfaction. 
3. Use your time efficiently.  The time it took you to make the phone call, take the trip down the hall, or write the email in search of an update as to whether or not something was done, is limited and valuable.  Reduce your need to spend time reaching multiple contacts…just to spend more time waiting for your answers.  With an online database it is easy to tell whether something has been completed, by whom, and to whom it was sent. 

GroveSite offers Online Collaboration, Database, and Project Management tools, all integrated in a single "All-In-One" web platform.  GroveSite is affordable, easy to use, and quick to deploy -- making it a great solution to your business and team needs.  Customer support, including help getting started, is free and excellent.  If you’re ready to get your feet wet, you can request a free trial here. 

You now have the option of using the currency field type within your online database and having it automatically format the data in USD format.  You can choose the currency field type from within the Full Database Editor or the Database QuickStart method.  

If you want to edit an existing numeric field within your online database and convert it to a currency field, you will use the full database editor to edit your database.  Edit the field options by clicking on the field hyperlink.  You will then see a radio button list of where to select Currency.  

click on image to enlarge

If you are creating a database from scratch using the Database QuickStart method, add the field name and select Currency as your field type.  

click on image to enlarge

Once your field is updated and saved, you will see the formatting display in your database.  

click on image to enlarge

Now that you can add Grouping to Your Online Database Views and can add Subtotals, Grand Totals, and Other Aggregate Functions in Your Online Database Views, you can create views and totals around your currency fields.  In the example below we have the data grouped by Client and have included subtotals.  

click on image to enlarge

As always, please feel free to contact us with any questions!  We are always more than happy to speak with you.  If you don't have a GroveSite and want to get started, get started for free here.  

• A Full Suite of Online Collaboration Tools.   Need to manage and share documents?  Manage projects?  Track issues? Create and share online databases?   Build a wiki-easy knowledge center?   Offer discussion forums?  View member directories?  See it all in one Dashboard?  
  
  Too many companies we've talked to are using a different online tool for each of these.   GroveSite's 'All-in-One" SaaS has all of these and more, integrated in one easy platform.
  
  
• Easy to Implement.  If implementation is not made easy, it will not be implemented.  This is one of the main reasons people choose to go with a Software-as-a-Service (SaaS) vendor to host their collaborative efforts.  Make sure you evaluate how long the SaaS vendor has offered their service, who their customers are, and how long their customer relationships last.  
  
  GroveSite has customer relationships dating back to our first year of business in 2002.  GroveSite is easy to implement so you can be working with your team online in just minutes.  
   
• Secure.  What would be the point of using collaboration software if you cannot control how and with who the information is shared?  Be sure to consider how secure a vendor is.  Is the information in your control until you deem it otherwise?  How much control do you have over access rights?
  
  GroveSite's secure, online collaboration workspaces allow fully controlled login access in a secure, hosted environment with the option of using SSL.  You can determine who has access to what pages, and what permissions each user has. 
   
• Easy to Use.  If the collaboration software is not easy to use, chances are, it will not get used.  In order for you to fully benefit from a hosted collaboration suite, your partners, vendors, customers, suppliers, and customers alike must participate.  Make sure the software is easy to use and will not leave people feeling frustrated. 
  
  GroveSite's online collaboration workspace is user friendly and wiki-easy; no coding necessary.  We offer a series of training videos and are always open to help users when they need it.  
   
• Excellent Customer Support.  Even if it is easy to use, questions will arise.  Make sure that your collaboration software provider has a robust and caring support team so that people feel comfortable contacting them with questions. 
  
  Our customer care support team is here to provide exceptional support every step of the way.  Whether via  phone, via email, or via feedback forms, we are sure to get back to you in a timely fashion.    

Get your team’s information up and running in minutes on GroveSite.  With our secure and easy to use software paralleled with exceptional customer support, it won’t take long for you to fall in love with GroveSite.  Take a few minutes to learn more about GroveSite and sign up for your free trial.  

“In an age of tight budgets and global competition, businesses need IT to do more than complete on time, on budget and with the required functionality. They need IT to become a true business partner, ensuring ...... the best use of limited budgets to meet the most critical business needs.”   ("IT at the Speed of Business," INNOTAS.)

IT, though important, is not the only department that needs to work smarter, with accountability and transparency.  Everyone in your organization does.  So why waste time emailing spreadsheets and other documents around that are almost instantly out of the date from the moment you hit send when you can be using online tools to help meet deadlines efficiently? 

• Why not turn your spreadsheet into a collaborative database that can be hosted online and that all, or some, of your members can access and update? 
• Why not store your company documents in a secure online file library, providing easy access to the latest documents? 
• Why not use a super-easy online project management tool to track tasks and provide instant status and updates to all members?
• And why not eliminate those long email threads by adding targeted postings within your online tasks or web databases? 

Better yet, why not combine all of these into one easy to use, easy to access, and easy to manage secure cloud workspace? 

GroveSite’s all-in-one collaboration, project management, and online database suite makes it easy to get online and running in just minutes.  If you already have an account and want to learn more about features you are not using, please contact us!  We are always happy to answer questions. Here are some how-to videos on creating your online database.

If you don’t have GroveSite account yet, sign up for a free trial and get started today! 

To get started defining aggregate functions within your online database views, you will want to access the appropriate custom view inside the GroveSite Database Editor.  From there, you should see toward the bottom of the screen a section for Aggregate Functions.  

In the field name drop down you will notice that only the numeric fields within your database will be listed.  In the function dropdown you have the choice between sum, min, max, and average.  

You then have the choice as to whether you want the aggregate function to be shown within the subtotal, the grand total, or both.   In the image below, we have defined a Sum of Purchase Price to be shown in the Grand Total.  Notice that there is only one Grand Total for the Purchase Price, even though there are two groups shown.  

In the image below, we have defined a Max of Current Price to be shown in the Subtotal.  Note that there is a Max for Current Price in the Subtotal for each group and there is no Grand Total at the bottom.  

In the image below, we have defined a Sum of Purchase Price to be shown in both the Subtotal and the Grand Total, and the Max of Current Price to be shown in the Subtotal.  Notice that there is a Subtotal for each of the two groups' Sum Purchase Price in addition to a Grand Total for both of the groups' Purchase Price.  

Remember that from within any view you have the option to "Open in Excel".  This allows for extremely clean looking database reports -- and they include your defined groups and aggregates!  Ready to get started?  Sign in and start editing your custom views to include groups and aggregates!  Don't have a GroveSite Online Database yet?  Request a free trial!  As always, please contact us with any additional questions.

Let’s say you have created a technology assets online database using GroveSite.  You want to be able to see the entries in your database grouped by category.  

This can easily be done in your online database using GroveSite's Grouping, or Group By, capability.  All you need to do is add a Group By definition in a custom view within the GroveSite Database Editor.    (Note that you can group by up to three fields within your data set.)  

When that custom view displays on your screen, you will see all of your assets grouped by their category.  In the example below, we created a custom view named Category, and Grouped By one field, Category.   

Once you have grouping, learn how to add Subtotals, Grand Totals,and other aggregate functions to your online database views!

Ready to get started?  Read step-by-step instructions on how to add Grouping to your online database views on our Help Desk.  Don't have a GroveSite Online Database yet?  Request a free trial!    As always, please contact us with any additional questions.