Examples of Business Processes
Transformation Gallery was launched in 2015 as a tool to share examples of business processes that have been transformed thanks to the Google Cloud platform — especially the G Suite apps, formerly know as Google Apps for Work. ... You can reach it at the site Google Transformation Gallery
Submit daily production reports on assembly line
Floor workers report daily activity by filling out a Google Forms form on an internal Sites website. They can access the website using a Chromebook as a kiosk or any mobile device. The website shows the floor worker's job location and tasks.
- Forms are centrally located and easily kept up to date, ensuring that employees always have access to the most current versions.
- Eliminate the need for printed production reports, which saves time and lowers cost and environmental impact.
- Increase employee satisfaction by making the process faster and easier.
When construction workers and field agents complete a safety check, they use Google Forms to share the results with their supervisor by submitting a form directly from their handheld device. Supervisors receive the form response containing the results immediately, enabling them to make go/no go decisions quickly—without holding up construction.
- Supervisors can quickly identify dangerous working environments and take corrective actions.
- Field agents no longer need to return to the warehouse to submit paperwork completed in the field, which saves time and money.
When a Google Forms response is submitted, Sheetscaptures the data automatically, making it available on the company's internal website, previously set up with Sites. Supervisors review and analyze inspection results on the site to identify safety trends.
- Safety data is captured and organized with minimal effort and can be displayed with charts and graphs if needed.
- Quickly identify safety trends so corrective actions can be taken.
Service reps use Google Calendar to schedule site visits for each mobile technician. The invites include the site address, which links to Maps, so that technicians can determine the best route. The reps also attach work orders from Docs so technicians can prepare for the site visit.
Throughout the day, technicians use their Chromebook, tablet, or mobile device to view the schedule and get work order details and directions to job sites.
- Technicians are more efficient with their time, traveling the most efficient routes.
- With mobile access to calendars and work orders, they show up prepared, reducing unnecessary trips back and forth.
Train assembly line workers
The training team set up an internal training website with Google Sites. They set the training needs and permission levels for each worker based on location and tasks.
When assembly line workers need training on a particular task, they log into the website via a Chromebook or other mobile device from any location. The website displays information specific to each worker’s location and tasks. Workers easily access and view the latest instructions and training videos related to their tasks.
- Train employees across many locations and shifts from a single self-service training portal.
- Reduce administration costs by making training materials available online.
- Make updates to instructions quickly and easily from a central location, updating all other sites automatically.
Welcome new hires with an onboarding website
The HR team maintains a Google Sites website with all the material that new hires need. They create pages for each stage of the onboarding processes, adding content from Calendar, Drive, Docs, Sheets, and Forms. During the orientation, HR presents the site to new employees and shares a link.
New hires access and review the onboarding site from their desks or from home.
- The site is easy to maintain with integrated apps that automatically update—no IT resources needed.
- Employees have a single place to find everything they need during their first few months on the job.
Provide a department roster
Department managers create a roster of all their team members using Google Sheets. On the roster they include names, job titles, and managers. They link employee profiles from Cloud Search to each name so that team members can put a face to a name and also get contact information. They use the org chart feature in Sheets to make a visual representation of the team structure. Finally they add the sheet to a shared Team Drive or to the department page in Sites.
- New employees can find out who all of their team members are, and get a visual introduction to them before they meet..
- It’s easy to create a visual chart and embed the chart or table into a site for all to see.
Publish and update the employee handbook
The HR team maintains the draft of the HR policies and guidelines in Google Docs. They organize the sections of the handbook with features like the table of contents and headings. HR staff add content and comments to the document as they draft.
- The HR staff always have the latest version of the handbook to make edits and approve changes.
- Maintain an extensive revision history with dates, changes, and editor information.
Post the Google Doc to Google Sites for up-to-date reference.
Collect electronic timesheets from employees
The operations team creates a Google Form to collect employee time entry data. The responses are stored in a Sheets spreadsheet which is set up with formulas to calculate daily and weekly hours worked. The manager adds additional columns to the spreadsheet to review and approve times and can protect columns from additional edits as weeks are completed.
- Maintain electronic timesheet records and complete revision history, and never lose any data.
- Automatically calculate hours worked for each employee each day and sort by employee ID or name to calculate weekly totals.
Provide manufacturing requirements to suppliers
Supply chain managers use Google Sites as a vendor portal to post information about new products, including forecasting and delivery requirements. They store and share RFQ responses, the production schedule, and delivery commitments on Drive so team members can access them and collaborate from anywhere on any device. Supplier meetings to review critical changes are scheduled and attended through Hangouts.
- Streamline communication to the suppliers.
- Promote faster response to the RFQ and minimize version control issues.
- Enable real-time collaboration on material demand and product ship commits.
- Support fast resolution on quality issues.
Source products to build
Sourcing managers keep track of all sourcing activities with a shared task list in Sheets. They create checklists to review new products and processes, then assign tasks to team members. Team members across the globe directly update the task list in real time, without having to sift through everyone’s email updates.
- Provide a central tracking mechanism for milestones, so tasks are not forgotten or overlooked.
- Improve team visibility into task status.
Update global freight rates in real time
The pricing team tracks costs like fuel, tariffs, capacity, and transportation type in Google Sheets. When the variables change, the team update the spreadsheet and recalculate shipping rates. They create and share a Sites website with the shipping costs by region. The sales teams use the site to see the latest rates and estimate costs for their customers.
- With real-time collaboration, the pricing team saves time and eliminates version control and outdated pricing spreadsheets.
- With access to the latest pricing, the sales team reduces pricing errors, saving the company money.
Dictate medical notes using voice to text
At the end of a patient visit, the physician opens a Google Docs document from a patient’s folder in Drive. Using their tablet or smartphone, they dictate notes from the patient visit into the document by speaking into the microphone. The voice-to-text feature automatically adds the note to the document.
- Avoid losing patient care notes written on paper or later forgetting the fuller details.
- Improve patient care and follow-up for the entire care team with centralized dictation in Docs that the team can access.
- Use any device with a microphone to capture the notes.