The Office Productivity space has been dominated by Microsoft’s Office product since the 1990’s.
However with the advent of Cloud Computing some real alternatives with advantages for micro businesses have appeared. Here we look at 2 of them (Google Apps & Zoho) and compare them against Microsoft’s own cloud version Office 365.
What you get
Google’s suite of productivity and collaboration products for business is called GoogleApps and comprises of Gmail, Calendar, Drive (online storage), Docs (document creation) and Sites (shared workspaces such as Intranets). Gmail has inbuilt instant messaging (IM), voice and video chat.
In Office365 Microsoft gives you hosted (Exchange) email, shared calendars, web based document editing and Sharepoint Online offering online storage and site creation functions. Microsoft also offers IM, voice and video chat.
Zoho has a myriad of different modules covering not only emails and docs but accounts, CRM, project management, databases and much more For the purpose of this comparison we will focus on their Zoho Mail and Zoho Doc’s products.
Email either 10GB (free) or 25GB and Document Storage (Drive) of 5GB per user. You can purchase additional Google Drive storage if required. Sites comes with 10GB + 500MB per user of storage and you can have unlimited Sites. For both Drive and Sites documents in Google Docs formats do not count towards these storage limits.
Each user gets 25GB for email storage. Document storage and workspace are part of Sharepoint Online and for the P1 plan is capped at 10GB plus 500MB per user and only 1 workspace.
Email – Free version is 5GB, paid versions are either 10GB or 15GB. Docs either 10 workspaces and 2GB per user (Standard) or 50 workspaces and 5GB per user (Premium) these Plans both allow an extra 5GB of storage for $3. The Personal plan is only 1 workspace and 1GB of storage with no sharing/collaboration features.
N.B: All costs are quoted on a per user per month basis
Google Apps costs just £3.30 with a 99.9% uptime guarantee and 24/7 email/phone support, there is no limit to the number of users allowed. There’s also a free version (advertising supported) which doesn’t include email/phone support and is limited to 10 users.
Office365 has a number of different pricing levels, but no free plan. For comparison purposes I’ve used their Small Business Plan (P1) which costs $6 which offers 99.9% uptime guarantee but with support. The P1 plan is limited to 50 users with no easy option to upgrade to a different plan with more users
Zoho Mail’s Standard 10GB and Standard 15GB plans cost $2.5 or $3.5, these both include email/phone support, these also have no maximum user limit. They also have a free plan limited to 3 users with only email support. Zoho Docs also has a free plan as well as their Standard plan ($3) and Premium plan ($5).
Pros & Cons
Pros - Easy to use and very flexible with their free plan offering great value to micro businesses. Integrates with lots of 3rd party applications Constant updates and improvements.
Cons - Users used to MS Office products will have an initial learning curve. Power users of Word and Excel won’t find all the functionality they need and there are occasional formatting issues when converting MS Office documents into Google Docs formats.
Pros – Easy to use for those already using MS Office and Exchange.
Cons – No free plan and their Small Business plan is expensive especially as you will still need MS Office installed on your machine. Is more complicated to setup and configure than Google Apps and Zoho.
Pros – You can pick and choose which modules to use and is great for businesses using Zoho’s other applications
Cons – Will take awhile to learn how to use and takes some time to set up each module. Can prove expensive once each modules costs are added together. Small storage limits.
Today’s Micro Action
Whilst the above comparison is a great starting point you should investigate these solutions in more detail to make sure that they meet your requirements now and in the future. So today’s Micro Action is to investigate these different solutions in more detail weighing up how each will benefit your business.