Whuffaoke or Bust has been quite the undertaking to organize. The crew members reside in 4 different locations, with one of them in the UK. We have local ambassadors in the 14 city stops. We have 8 sponsors who are quite involved at some level. And everyone and everything is geographically spread out. Pretty much everything requires online collaboration tools.
We have been using Google Docs extensively to organize Whuffaoke or Bust. Almost all of the pieces of this complicated production require input from multiple parties. We also need to maintain a high level of transparency to make sure that every member of the crew, the sponsors and the ambassadors know what is going on because things change daily, it seems. The smallest of details is important. For example, we ran into a communication issue because RV specifications hadn't been updated with the fact that we are now adding an exterior stage. This changes where we can park the RV for the parties drastically. As soon as I updated our shared Google Doc, everyone knew the score.
My favorite part of Google Docs is the live collaboration, though. We have weekly conference calls with the crew where we use a live task list that we are all adding to and crossing off. It's really satisfying to see this document change as we are discussing the points. It really drives home that we are making progress. The added chat features and notes in the docs make them much easier to collaborate in as well. Any questions we have on tasks (who are they assigned to? progress updates?) can be made along the way without messing up the main document.
We also use Google Groups for our email correspondence. We have a group for the Whuffaoke crew and a group for the Whuffaoke local ambassadors. By using these groups, we don't forget who is where when.
Google Docs has made planning Whuffaoke or Bust easier.
Whuffaoke or Bust's first stop is in San Francisco on July 15th. Do you have a story about your experience using Google Docs? Let us know by sharing your story.
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