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Using Google Forms to be More Efficient

 

If you’re super busy and you’re using hand-written forms or checklists, but you have a smartphone, pad, or laptop, I’m going to show you how to create an easy online replacement for those paper forms. As an example, let’s say that you own a golf cart maintenance company that uses paper carbon forms to record all the information for service and maintenance done on each cart you service. I actually just created this type of online form for one of my customers and it took less than 60 minutes to create, test, and send them the links.

I’m going to show you how to create the online form using Google Forms. It’s free if you have a Google account, and you have a Google account if you use Gmail. Even if you don’t use Gmail for your business, it’s totally worth it to get a free Google account just to gain access to all the great free features. But don’t get me wrong, I’m not a Google sales person, there are lots of other ways to put your paper forms online…just very few that are totally free and this easy.

 

Once you’ve logged into Google, you want to select the square matrix in the upper right corner. This gives you a drop-down list of all the Google apps. Then select “Drive”. This will bring you to your “My Drive” where you’ll store all your files. If you haven’t used Google Drive before this will be blank. If you have used Google Drive, then you can skip ahead.

To create a new “form”, select the “NEW” button in the upper left corner. This will give you a drop-down list of the styles of documents available for creation. To get to “Forms” select “More” and select “Google Forms” at the top of the next drop-down list. This will open a new Google Form for you to work on.

First, let’s select a background color scheme by selecting the color palette in the upper right-hand corner. Let’s change the color scheme to blue. You can also select a photo or picture from Google’s library or download one from your computer. Let’s select the sailboat picture. Your form is looking better already.

The form has two pages: “Questions” and “Responses”. The “Questions” are where you put in all the information that you want on your form. We’ll discuss “Responses” later.

You want to name your form. Select “Untitled form” and type in the name you want. This will rename the file also. You can also type in a form description below the title if you would like. If you leave it blank, it will not show up in the final form.

Next, let’s create the body of the form. Enter the title of first information you want filled in by selecting “Untitled Question”. You can always go back and change any of the pieces of the form later. To the right, select the drop-down list to change the type of answer you want filled out. Let’s use “Short Answer” for this question. Let’s go back and change “Customer Information” to “Customer Name”.

On the bottom right corner of each “question”, you’ll see “Required” with an on/off switch. If you want the person filling out the form to be required to fill in that particular question, turn the switch on (to the right). Next to “Required” is three vertical dots indicating a drop-down list. Selecting the drop-down list gives you the choices of “Hint text” and “Data validation”. Hint text is the text below the Title of the Question that instructs the person how to answer. “Data validation” is used if you require a specific type of answer such as an email, a phone number, or a text answer of a certain length. You can see that the choices for each drop-down list are descriptive by just moving your cursor over each. If you decide you don’t want either, just go back to the three vertical dots drop-down list and un-check what you don’t want.

To the far right of the form, you see a vertical list of symbols. The “plus” button is to add additional questions. The “Tt” button is to add additional an Title and Description. The “photo” button allows you to add pictures and photos from your library or computer. The “play” button allows you to add videos from your library or computer. And the “equals sign” button allows you to add a new section which shows up in the form as a new page.

Now let’s add a new Title and Description called “Section 1 – Quarterly Maintenance Requirements” and a description. Then, let’s add another question and call it “Quarterly Maintenance Checklist”. Let’s make this a checklist and type in all the tasks that are potentially required for the checklist. Pardon my typing. Now let’s add a comment or notes question at the bottom.

Reviewing your form creation, you just realized that you need more customer information at the top. So let’s go back to the top and add questions for Service Date, Reason for Service, Address, and Golf Cart Identification. You can see how you can move back and forth in the form to add questions and sections where you need them.

Again after reviewing your form, you realize that it would be clearer to have the customer information in one section and the checklist in another section. So let’s make the checklist in a different section. You see that all you have to do to delete a question or section is to select that area and then select the “trashcan”.

Now let’s make a couple more sections. These easiest way is to select the three vertical dots drop-down list and select “duplicate section”. Then just change whatever you want to in the new section. By now, I think you’re getting the hang of it. It’s really easy.

Now let’s look at the “Responses” page of the form. Click on “Responses”. On the right side there is a three vertical dot drop-down list. This offers choices of where to save your responses. If you select “Select response destination” you can choose to have a Google Sheet created automatically to keep all the responses for you with the same name you gave the form. This is recommended and the easiest. Or you can save your responses to an existing spreadsheet if you already set one up.

On the right below the drop-down list is a switch called “Accepting responses”. If this is one, the form can be filled out and the responses recorded. If you switch this off, when someone tries to fill out the form they get a notification stating that the form is no longer accepting responses. This is a good feature to have to be able to notify people who may not be using the latest form, or if you are using the form for time sensitive responses.

If you would like to see a preview of what your form looks like as you’re working on it, click the “eye” in the upper right corner of the form. This opens a preview of the form in a new tab in your browser. You can even test it by entering information and working your way through the form. You can see that if the person filling out the form does not enter information in the “required” questions, they will receive an error message and will not be allowed to continue through to the next section.

When you’re done with all the sections, just click “SUBMIT” at the bottom and all your responses will be saved in the spreadsheet your created. In addition, a link will be provided to fill out the form again. This is useful in situations like this example, however, if you want to you can turn this off.

If you switch back to the tab with the form, you will see on the “Responses” tab, a general summary of the answers that you have received. For a more detailed look at the answers, go back to your “My Drive” and select the Google Sheet with the same name as your form. This spreadsheet provides a time-stamp showing when the person filled out the form, and all the responses to all the questions.

To provide a person with the link to be able to fill out the form, just right click on the form file name, and select “Get link” from the drop-down list. A popup will show the link and you can just copy and paste it into an email, text, or other document, or social media, or website.

That’s all there is to it.

If it all seems like too much, let us help. Subscribe to our blog or contact us at wowsuccessteam@gmail.com or visit us at WOWSuccessTeam.com.

Mahalo and much success,
Lynn Herkes
WOWSuccessTeam