Office workflow in a mixed environment

I’m not quite sure how I’ve ended up here, but here we are, using Excel and Word to work on files stored in Google Drive and iCloud on an iPad Pro and a Surface Book 2. And, remarkably, it all works rather well.

File storage is mainly in Google Drive, we have GSuite for email and storage so that makes sense economically at least. I have several free, and one paid for (by a client as it happens), Microsoft accounts and I installed Excel and Word on the iPad and on the Windows laptop and logged in to my paid account. I did initially use a free account and as far as I could see it all worked just as well, but I need access to my client’s SharePoint anyway so it is easier to use that account.

I’ve installed the Google Drive app as well on iOS, and installed the G Drive sync app on Windows. I’ve also installed the iCloud sync app on Windows. That syncs pictures, contacts, and files. Finally I’ve installed the Microsoft OneDrive app on iOS to get access to my client’s SharePoint files using either that app or the Files app.

I’ve added my Google account as an account on iOS and told it to sync mail, calendars, contacts. I’ve added my domain hosted email account (which is hosted on GSuite) to the Mail app on iOS.

Now I can find a file in GDrive, iCloud or SharePoint/OneDrive, using the Files App on iOS or the Finder in Windows, or in my emails using the Mail app on iOS or the Gmail web interface in a browser in Windows, click on the file to open it in Excel or Word, edit it, save it in place, and share it as necessary. It is this editing in place, without copying the file to another location which is the breakthrough. That may seem like nothing to a non iOS user, but the way iOS has handled files in the past has been to make copies of them in the relevant app’s folder in iCloud, work on that and then have to manually save it back into the original place. The other recent breakthrough is the Files app itself, which allows me to add GDrive and OneDrive/SharePoint as a location (once I’ve installed the Drive and OneDrive apps) and then search and access folders and files stored there as easily as those on iCloud.

I have previously tried using Numbers and Pages instead of Excel and Word but, as is pretty common, most of my files originate from someone else emailing a file to me, and they are never, like absolutely never, numbers or pages files. I’ve literally never seen one in the wild. They are always Office format files. So I need to work on them in that format, or convert them twice every time I edit a file which I’m sharing with someone else. This is a shame as I actually like the iWorks apps a lot.

I have also, with rather more success, used Google’s efforts, Docs and Sheets. I have actually managed to work on these with someone else occasionally, the experience is really good, the sharing functionality is great, the apps are clean and easy to use. But, for 99% of the files I get to work on, and for 99% of the people I have to send files to, they have to be in Office formats – so again I’m in for multiple converting of formats if I want to use Google’s apps.

Hence the mixed setup I’m now using. In a sense I get the best of all worlds. It probably starts with email hosting. I’ve tried a few (FastMail most recently, Office365 before that) but for my use case Google simply does email better than anyone else. They host my domain name, which is essential and rules out iCloud as Apple don’t do that. The search is fast and reliable and easy. The uptime is 99.999% or thereabouts, so pretty reliable. The spam filtering is superb. I was astonished at the amount of spam, phishing etc, that I saw when I switched to FastMail for 3 months. And with a GSuite Business plan for £6.60 a month I get unlimited storage for emails and everything else.

That of course leads on to using Google Drive as the primary storage platform, unlimited storage included in the email hosting plan is pretty difficult to beat. Search across files (including their contents) is of course superb, Google knows a a bit about search after all.

And the third element, using Microsoft’s Office apps, is kind of forced on me by my client’s workflows. But actually this works really well in any case, as described above, the in place editing on iOS and Windows is excellent.

Of course with different hardware and OSes in play it may not be the best solution, I didn’t get on too well with a Chromebook for example as Office is not as well integrated with Chromeos and neither are the apps (Android or Chrome) as polished. On a Chromebook you really do want to use Google’s apps if you can.

But for me, for now, I’m impressed with Microsoft’s cross platform strategy and I’m using it to get the best out of the various tools available to me.

Capitalist Realism and Financialisation

The subject of books by Mark Fisher and Nicholas Shaxson, and a major part of the BBC podcast series “This is Capitalism”, the issue of how our world is organised and what we perceive to be the aim and purpose of life remains as relevant and fascinating to us today as it was in the earliest days of human civilisation.

Mark Fisher’s thesis of Capitalist Realism is that we now accept and believe that Capitalism is as inevitable a part of life as the air that we breathe, and that we simply cannot imagine society run in any other way. A constant cycle of consumption and wage slavery is what we now think life is for. Having lost any concept of a higher good we have evolved to the state where we are sceptical and cynical about anything which claims to give life meaning over and above money. So, in a sense, money is the new religion. Our cynicism does not, however, extend to questioning whether this new value system is actually valid, whether we should in fact be striving constantly to earn and consume more, whether capitalism is an inevitable part of human life, whether it is doing us any good or not. We just accept these propositions uncritically, summed up in the Thatcherite phrase “there is no alternative”.

Meanwhile, the thesis goes, capitalism, far from being good for us, is causing the planet to die, humans to suffer mental health problems on an unprecedented scale, and life generally to become less and less pleasurable, even as we seek more and more pleasure.

The role of finance in all this is the focus of the Financialisation theory. This holds that as money has become the central god figure of our post religious philosophy we venerate the management and manipulation of money as we used to venerate oracles and holy texts. No longer are the manufacturers of goods and services the centre of the capitalist stage, now that role is reserved for the investment bankers and economists who read the tea leaves of financial flows and movements and manage and interpret the runes of foreign exchange, arbitrage, tax efficient investments and so on.

All fair enough, a reasonable analysis of 21st century US and UK state of affairs, albeit one which can be challenged and is by no means proven by these books, but there are serious weaknesses in the narrative. First, and most obviously, no solution or alternative is proposed. Communism is discussed and given short shrift as even worse than “late stage capitalism”. No other structures are considered. This leaves the reader leaning toward the view that perhaps there really is no alternative, which rather undermines the whole project and leaves simply a series of complaints and problems, loosely coupled to “capitalism”.

Second, there are some nice anecdotes, especially in Mark Fisher’s book, but many of them seem to have less to do with the veneration of money or even the capitalist structure of our society, and more to do with the diminishing attention spans and addiction to easy and lazy entertainment which has been encouraged and made possible by technology. Of course you could argue that smartphones, social media, etc have only come about because of capitalism, but that hardly seems to be the point.

So what should one do about the big issues facing the world, global warming, nuclear weapons, wealth inequalities, falling standards of concentration and (therefore) education and knowledge? Well, I don’t know, and neither do these authors. But at least people are thinking about the issues and flagging them up for others to ponder.

Worth reading and listening to, but not going to reveal any big truths I’m afraid.

Carillion Fallout and questions


The recent high profile failure of Carillion, owing c. £900m to banks and c. £520m to its own pension fund, give rise to a lot of thoughts about the issues involved. Many of the questions have been asked before, swept under the carpet, and will not be answered this time around either. Questions about the role of their auditors (KPMG), the contrast between the apparent attitude of the HMRC Inspectors to small businesses with VAT payments of a few thousand pounds each quarter and that of major businesses who appear to be able to fail to pay massive sums of tax due without consequence, the role and attitude of the banks and, again, the contrast with their attitude towards small businesses seeking funding……

Anyway, the particular point I want to pull out of the mess this time round is the role of large private companies in the realm of public expenditure and major public projects. I am old enough to remember the introduction of the Private Finance Initiative by John Major’s government in 1992. At the time it was controversial and opposed strongly by Labour, who then made massive use of it after they came into power in 1997. It suited the New Labour ideology, kept large infrastructure spending out of view and “off balance sheet”, and thereby made the country’s finances look stronger than they were while allowing levels of public expenditure which the party’s supporters looked for.

As is often the case, while enormously complicated in practice, in theory it is a very simple idea, and one with which every householder is familiar. The purchaser (normally a local or central government body) enters into a long term contract to make monthly payments for, 25 or 32 years, in exchange for having an asset available for use now. Most of us would call this a mortgage or loan, but if it had been so classified then the liability would have been brought onto the country’s accounts and our financial position would have looked worse. That was what the government wanted to avoid, so the PFI deal were carefully documented to appear to be a purchase of services over time, thereby each monthly payment could be treated as paying for that month’s services, and the long term obligation to keep paying for 25 years or so ignored.

This involved a whole new vocabulary with “Output Specifications”, “Service level Agreements”, “Payment Mechanisms” and the like being developed by lawyers and accountants (of whom I was one, initially working alongside my former employers, Price Waterhouse). It also demanded complicated and large scale financial models, several of which I developed, to show the returns to the (tiny) equity investments alongside the (95%+) of senior debt, sometimes combined with bonds. This all had to be risk modelled using a “Risk Matrix” for both the public sector and the private firms which, initially cautious but then rushing to gorge themselves, were a required part of the process. It was a festival for advisors of all types, lawyers, accountants, financial modellers, structural engineers, surveyors and so on. It certainly had the effect of maintaining and boosting investment in the country’s infrastructure, improving the employment figures and so on.

However, it also created a set of liabilities from the state to the private sector, and from the construction management firms to their banks, which in many cases has become unsustainable, leading to unsuitable assets (white elephants) which cannot be touched without breaching the complex network of contracts underpinning their initial development.

Carillion cannot really be blamed for any of this as they were formed in 2009 from Tarmac, by which time PFI was 12 years old and no longer surrounded by the hype or misplaced optimism, and had become just another tool in the box pf public sector procurements.

However, one aspect of PFI which did help to form and grow Carillion was the idea that major public sector projects should not be funded out of taxation or by issuing government bonds, but by tapping into the private sector financial markets, whether that be privately issued bonds, bank debt or other more innovative financing instruments. This led to much greater involvement of the private sector in such projects than previously. Instead of the public sector specifying what they wanted, funding it and having it built, then operating and maintaining it themselves, the accepted way of providing public sector assets became to treat them as a service and to outsource their whole life to the private sector. This has created staggeringly large and profitable companies who provide cleaners to service schools, local authority offices, hospitals and so on. It has created project management businesses which monitor the long term contracts on behalf of the public sector, not to mention financial businesses who place the funding needs with a variety of private sector institutions, in some cases creating new types of financial instrument as they do so.

On the upside this new industry generates foreign currency for the UK through training, knowledge transfer and overseas companies bidding for UK assets. It has enabled a big move forward in developing financial instruments tuned to funding long term public assets, increased our knowledge of the risks in such developments and made us think twice about where we build things like hospitals, how long we build them for and so on. It has transferred much knowledge and experience from the private sector to the public sector and vice versa, I myself have benefitted from being exposed to the dual nature of these projects and negotiations.

But, it has created private companies, answerable to their shareholders and run by their directors, which are responsible for much of the public sector’s assets and services. This creates a mismatch, the funding for the project is coming from the taxpayer but the rules of the game are those of the private sector, with its banking covenants, directors bonuses, stock market announcements and so on. These are two different worlds and neither has necessarily benefitted from their intermingling.

Perhaps a new “Old” Labour government, should we get one in the near future, will start to back away from what Alan Milburn called “the only game in town” as he widened the scope of PFI in 1997 into the NHS, the biggest single sector.


We have used Xero for a few years but we have recently moved all our clients on to it and done the training to become a Xero certified practice. It’s developed a lot in the few years we have used it and continues to improve in all sorts of ways. It’s a great system and we have no intention of changing any time soon.