Internal Evaluative Report Draft (w)
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Apr 3, 2024
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Internal Evaluation Report
Cooper Oliphant
Introduction to Writing for the Sciences (ENG-107)
Frank Hodges
March 3rd, 2024
EXECUTIVE SUMMARY
As our ever-growing company, Precision Part, continues to expand we are now at a point where a dedicated and uniform software solution is necessary. With the constant growth and expansion over the past few months, our company is no longer at a place where efficiency, especially as it comes to team collaboration, can be taken lightly. Our company needs to do everything it can to get a competitive edge over the competition while simultaneously streamlining day-to-day operations, minimizing inefficiency, and maximizing productivity. In this report, I will be going over the potential of switching to a Google-based project management
software, called Google WorkPlace. I will be going over everything from the reasons for the switch, the immediate benefits, and the future ability to modernize our business model with AI
Innovations.
INTRODUCTION
At Precision Parts, a leader in the precision parts manufacturing industry, we currently face a unique challenge that stems from our rapid growth and success. As our company grew, we started relying on a mix of Gmail, iCloud, and Microsoft tools for communication and task management, due to not having one unified project management system, resulting in a fragmented way of working. This hodgepodge of platforms has resulted in inefficiencies, creating barriers to the potential seamless communication and collaboration across our teams. The lack of real unity and efficiency in our digital workspace has undoubtedly impacted our team's productivity and, as a result, our capacity to optimize production processes. However, it's crucial to understand that this situation is not the fault of any individual or team within our company. Instead, it's a direct consequence of the remarkable pace at which Precision Parts has
grown. While our initial communication methods were sufficient with just three of us in a garage, as our team has expanded to over a hundred employees, the inefficiencies in those methods have become increasingly apparent. Facing this challenge is a testament to our success and should be seen as an honor. It highlights the need for us to evolve our operational tools to match our company's growth. This will ensure that our internal processes can support continued innovation and efficiency. Embracing this change is not just about addressing a gap in our systems, it is a strategic step towards reinforcing our commitment to excellence and setting a foundation for sustained success in the future.
PURPOSE OF THE EVALUATION
The purpose of this evaluation is to identify a comprehensive project management software solution to overcome the array of challenges our company is facing. A large part of our team's day is spent on manual data entry and the frustrating process of switching between various
communication tools, significantly slowing us down and making it hard for us to work together effectively. Also, the ongoing hassle of changing documents from PDFs to Google Docs, Microsoft Word, and PowerPoint only makes things worse, creating bottlenecks in our workflow and leading to inefficiencies and inconsistencies across departments. Additionally, the absence of
a standardized method for customers and employees to upload CAD files for custom part orders has resulted in a fragmented and inconsistent process, given the multitude of software tools currently in use. These challenges highlight the critical need for a solution. A solution that not only streamlines our internal processes but also offers an intuitive and user-friendly interface for all users. This evaluation seeks to find a software solution that bridges these gaps making it easier to merge data smoothly, boost team communication, solve file management issues, and
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facilitate a work environment less focused on tedious busy work but rather a truly efficient and productive workplace.
OBJECTIVES OF THE EVALUATION
Our main goal with this evaluation is to tackle the challenges we are facing at Precision Parts, especially considering our rapid expansion and growth. We are looking to cut down on the time we all spend entering data by hand and make it easier to work and communicate. We also want to avoid the hassle of having to switch documents between different formats as we implement a more unified system. While also making a clear, easy way for customers and employees to upload CAD files. We're on the hunt for a project management tool that will make working together smoother and keep our files organized, while also ensuring an intuitive and easy learning process for current and new employees. Through our meticulous exploration of our
options, we are committed to uncovering the ideal solution that will elevate our efficiency and unite us more closely as a team, ensuring we continue to lead the forefront of the precision parts industry.
EVALUATION OF FINDINGS
After extensive research and thorough surveys among our employees, it has become evident that transitioning to a Google-based ecosystem is the optimal path forward for Precision Parts. A unified use of Google Docs, Slides, and Sheets for word processing and presentations will surely revolutionize our file-sharing and collaboration processes. This integration allows all team members to work on documents together in real-time, eliminating the common problems of
version control and access restrictions that often complicate other platforms.
Our findings pointed to the user-friendly nature of Google's services, especially when it comes to multiple people collaborating on one document. This capability will be a game-changer
as it allows for a level of teamwork and efficiency previously unattainable with our patchwork of
random software solutions. Google's cloud-based infrastructure also significantly reduces the strain on our computer hardware by minimizing local data storage needs. This will not only leave
more computing power for handling the complex CAD files and data but it also aligns with our goals for sustainability and efficiency.
Google Drive also stands out as the clear winner regarding file sharing, offering a straightforward and intuitive solution. The platform's capabilities will also extend to the easy and
quick uploading of CAD files, addressing one of our major operational bottlenecks. Additionally,
Google Hangouts provides a user-friendly and reliable communication tool that promises to enhance our internal communication, fostering a more connected and responsive team environment.
Finally, as we look to the future of our company and the way business will run as a whole, we must look into AI. In terms of AI development, while some companies such as Microsoft are trying to incorporate existing AI models such as Chat GPT, Google has worked day and night to create their very own AI solutions such as Google’s Bard and Google’s Gemini. As Google continuously works on the integration of AI into its software suite exciting possibilities will arise, especially in terms of automating mundane tasks such as data entry. This forward-thinking approach not only positions Google as a leader in AI innovation but also offers Precision Parts a chance to stay ahead of the curve. The potential for AI to take over tedious,
time-consuming tasks could revolutionize our workflow, allowing our team to focus on more strategic and creative aspects of our work.
In conclusion, adopting Google's comprehensive suite of services and tools represents not
just an upgrade to our current systems, but a strategic investment in the future of the Precision Parts. With Google's proven track record in pioneering AI technology and their user-friendly collaboration tools, our company will be positioned in a manner not just to solve our current operational challenges but we will be in a place to embrace the future of technological innovation in the precision parts manufacturing industry.
RECOMMENDATIONS
Through my extensive research and employee surveys, I believe that the best software recommendation for our growing and ever-evolving business is Google Workspace. This is not only due to their seamless collaboration tools, superior cloud infrastructure, and the ease of integrating AI technologies, but it is also due to their commitment to user-friendly interfaces, robust security measures, and the unmatched flexibility they offer for scaling operations. Google is not only the frontrunner due to its technological capabilities, but it also thrives in terms of its price point with the Business Standard plan starting at only 12 dollars a month per user. And while the 12 dollars per month per user will not be the only expense, since it will require the training of some staff to become more familiar with the software, it is cheaper than its competitors such as Microsoft Office where prices range from $13-$22 per month per user. For all of these reasons switching to a uniformed software such as Google Workspace is not only advantageous but it is necessary to keep up with the competition in the fast-paced modern world.
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