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How To- Using Google Spreadsheet to Organize Song Lists
We were looking for an easy, FREE, way to compile our worship library, keep track of how many times and when we used songs. We also wanted to keep information about each song like theme, key, tempo and what songs have just chords, or full arrangements etc. Finally we were looking for a way to do this so that different people could collaborate to keep the file updated. Our solution was a google documents spreadsheet.
In our sheet we list the songs that we use down the left hand side. The first section of column headers contain information like tempo, Cd, Track#, Key, Style etc. The second set of column headers contain the Sunday worship dates. When we add new songs we put as much information in as possible in the first set of columns. On a Sunday after we use a particular song we put a 1 by it in that Sunday’s date column.
This helps me in choosing songs because I can see how frequently we have used a song, and search for a song by specific criteria. We also added a column with some formulas that calculate how often a song has been done in the past year.
The beauty of using a Google spreadsheet is:
1. I do not have to do all of this myself. We have a few people who can access from home and help to update the sheet. They log on, make the changes, save and then we are good to go. I can see who made the changes and when they were made, and I am sent an email when this occurs.
2. We do not have a million copies of a spreadsheet floating around. Before we were using just an excel spreadsheet and emailing it back and forth. You can imagine how many variations were created over just a few months of this. Using the Google spreadsheet means it is all on one sheet. We can print off or download when needed but all the changes are made on the master document.
3. I can access our song lists wherever I am. If I am in a meeting with my iphone, or if I am out of town on a friends computer I can view, edit and save the list.
To create and edit Google docs you need to sign up for a free Google account.
You can share it so anyone can see it or invite only certain people to view.
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