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Google Workspace, formerly recognized as G Suite—is a cutting-edge, cloud-based collaboration platform that has become the backbone of organizational efficiency.
Composing a robust suite of applications including Gmail, Google Docs, Sheets, Slides, Drive, and more, Google Workspace stands as a comprehensive ecosystem.
Made to accommodate businesses of varying sizes, Google Workspace offers a versatile solution for streamlined operations. In this article, we will look into the advantages of adopting Google Workspace, and see how this platform can significantly enhance the functionality of your organization. But before that, we will look into some features of Google Workspace that we use daily.
Google Workspace offers three different plans, however, to show you we will look into some basic features with a minimum plan.
Gmail
According to Oberlo, Gmail is the second most used email client after Apple that is used worldwide with a healthy percentage of ~29.
Google Workspace enables your team to possess personalized Gmail accounts featuring email addresses associated with your business domain (e.g., mark@yourbusiness.com). While a tiny business with one or two users might initially manage with free Gmail accounts and basic alias+forwarding rules, as your workforce expands to two or three employees, the necessity for individually manageable accounts becomes apparent.
Google Calendar
Google Calendar is a handy tool for planning client calls and marking due dates and reminders for essential projects.
In Google Workspace, a standout feature is the option to make various calendars that everyone in your company (or just some people) can access. For instance, you can have a shared calendar for things like team holidays and regular meetings.
When all your team members are part of the same organization, managing these tasks becomes simpler compared to the free version.
Google Drive
Google Drive allows you to store, access, and share files from a cloud place. It can be easily accessed through any device. The basic plan offers 30 GB of storage for each employee.
One of the advanced features of Google Drive is the usage of search functionality. You can search based on the content within a document. This becomes handy when needing to search for an important file.
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Opting for the paid version of Google Drive not only doubles your storage capacity compared to the free version but also comes packed with additional benefits. These include 24/7 support, sharing controls, and advanced reporting, providing a comprehensive suite of tools to enhance your file management capabilities.
Google Docs and Spreadsheet
Google Docs and Google Sheets are tools we use every day. They’re straightforward ways to create and edit text documents and spreadsheets directly in your web browser. Plus, you can bring in documents from Microsoft Word, Excel, and PDF files, making them editable instantly. That includes formats like .docx, .doc, .pdf, .rtf, .txt, xlsx, .csv, .html, and .ods.
Now, here’s the cool part: starting from February 2018, you can collaborate and comment on Microsoft Office files without them automatically changing into Google’s format.
What’s more, you can easily export your work into different formats, making it simple to share and collaborate with others, whether they’re individuals or companies. No need for extra software installations or purchases – it’s all hassle-free.
What makes Google Docs and Spreadsheets stand out is the real-time commenting and unlimited versions. You can access previous document versions indefinitely, and the best part is, that they don’t take up your storage space.
This feature makes it incredibly easy to track changes in a document or revert any unintended edits. Sharing documents with coworkers or other individuals is also a breeze, adding to the overall simplicity and efficiency of these tools.
Some Additional Features of Google Workspace That are less Heard of
Here are some features that aren’t usually so talked about.
Google Chat
It’s a dedicated group workspace featuring 1:1 chat and group chat functionalities. What sets it apart is its ability to enhance conversations through direct interaction with seamlessly integrated Google bots and third-party apps. The best part? Google Chat comes included for free with all Google Workspace plans.
Google Meet
Google Meet still stands out in making video calls and conferencing effortless. It’s fully integrated with Google Workspace, allowing you to join meetings directly from a Calendar event or email invite.
For those on the Enterprise version of Google Workspace, there’s an added perk – dial-in numbers for situations where people are on the move or lack internet access.
Google Forms
We might have used or filled out different Google forms at some point. While there are preferences of web owners to use their choice of forms, Google Forms stands out due to its simple design.
Google Slides
Much like other Google products, it offers real-time collaboration and commenting features, along with unlimited version history.
Endpoint Management: Safeguarding Devices
Concerned about a team member’s device being stolen? Fret not; that’s where Endpoint Management comes in. Admins can easily enable this feature and remotely wipe Google Workspace data from devices if the need arises.
6 Benefits of Using Google Workspace
Use of Branded Email
Enjoy the professional touch of your organization’s domain with the user-friendly feature of branded emails in Google Workspace.
Transitioning your employees is a breeze – however, it’s not really a transition at all. They simply use their organization’s credentials. Since everyone is familiar with Gmail, there’s virtually no learning curve for those managing employees.
But the advantages don’t end at branding. Google Workspace enhances email management by enabling the creation of up to 30 alias accounts per user. This streamlined feature ensures efficient communication, with each department or function having its dedicated channel, all while maintaining a unified brand image.
Unlimited Storage & Sharing Capability
Effectively managing, securely storing, and seamlessly sharing this data among team members is crucial. Google Workspace comes to the rescue by establishing a smooth data pipeline within the organization’s teams. Each user is equipped with an account and personal space for storing essential files.
The Unlimited Storage and Sharing feature in Google Workspace is a game-changer. With the Team Drive functionality, accessing shared documents or resources becomes effortless for team members. Managing access is smooth, especially when roles change or a member departs from the organization.
When it comes to data migration, transitioning from local servers to Google Workspace is not just easy but also hassle-free. This ensures that the consolidation of data remains intact throughout the transition, reflecting Google Workspace’s commitment to providing seamless unlimited storage and sharing capabilities.
Full Admin Control
In a contemporary business, having a firm grip on operations is paramount. Recognizing this necessity, Google Workspace provides a centralized hub known as the Admin Console, offering businesses full control over their data, users, and applications.
This console acts as a comprehensive management and monitoring tool, empowering businesses to regulate and access the applications their teams frequently utilize. Managers can effortlessly add or remove users, handle devices, create roles, and assign permissions—all from one convenient location.
Security takes center stage in Google Workspace’s Admin Console, allowing users to block untrusted apps, enforce security keys, and implement two-step verification where needed. Additionally, the console enhances email scanning and security analytics, actively identifying and mitigating threats to ensure continuous protection for your business.
Security
Google has long been known as one of the safest companies when it comes to security. The security measures in place here take it up a notch – the Endpoint management controls access to accounts, and the admin console oversees it all. This two-layer approach ensures businesses have control over both their accounts and security levels.
You can access the entire workspace on mobile devices through Android and iOS apps. If a device is lost or stolen, the suite offers mobile device management, allowing businesses to wipe out the data from it.
Google Workspace meets global standards. Regular external audits by independent examiners who check data centers and operations are part of the routine. The workspace complies with standards like SOC1™, SOC2™, SOC3™, and ISO27001. It also follows the rules set by the EU General Data Protection Regulation (GDPR).
With these high-security standards, Google Workspace offers a smooth and secure experience for users, ensuring a safe data system among team members in a company.
AI Insight and Productivity
The integration of artificial intelligence (AI) and machine learning (ML) is reshaping how tools are utilized. Google Workspace leverages both technologies to enhance workflows, automate tasks, and provide valuable insights.
The suite introduces Google Assistant’s AI capabilities, which efficiently schedule virtual meetings by intelligently identifying optimal times, considering each attendee’s availability, and suggesting the most suitable virtual rooms.
For Gmail users, the Smart Compose feature utilizes Natural Language Processing (NLP) technology to predict and complete sentences while drafting emails, making the process quicker and more intelligent.
The introduction of Nudge, an AI-driven feature in Gmail, serves as a timely reminder to ensure seamless communication without missing crucial timelines.
Google Sheets, when integrated with BigQuery, empowers employees to handle, analyze, and interpret large datasets in real time. This collaboration ensures that even intricate data becomes accessible and understandable, providing teams with the insights necessary for well-informed decision-making.
Whether it’s comprehending customer behavior, optimizing marketing campaigns, or streamlining operations, Google Workspace’s AI tools position businesses to remain agile and stay ahead in the ever-evolving business landscape.
Google Workspace with App Script
Google Workspace recognizes that every organization has unique needs, workflows, and challenges. To address this, it offers App Script—a powerful tool that enables businesses to tailor their experience, enhance workflow management, and meet specific requirements.
App Script serves as a scripting platform developed by Google, facilitating the creation of custom functions within the Google Workspace suite. Whether it involves automating repetitive tasks in Sheets, designing custom menus in Docs, or even constructing entirely new apps, App Script provides the flexibility and tools needed to achieve these goals.
A standout feature of App Script lies in its capability to seamlessly integrate with external APIs. This allows businesses to connect their Google Workspace tools with other software solutions they use, fostering a unified and efficient workflow. For example, a company might integrate its Google Calendar with a third-party CRM system, enabling automatic updates and data synchronization between the two platforms.
Take Away
Regardless of the size of the business, the need for tools that simplify and secure work processes is absolute in the modern world. Google Workspace stands out as one such invaluable tool – straightforward, feature-rich, and meticulously designed for the demands of contemporary work practices.
Whether your team operates from an office, remotely, or a combination of both, Google Workspace seamlessly integrates into your workflow. It fosters collaboration among team members, breaking down geographical barriers.
The beauty of Google Workspace lies not just in its effectiveness but also in its user-friendliness. It’s a tool that doesn’t require a steep learning curve.
If you’re contemplating embracing Google Workspace, there’s no need to delay. The sooner you adopt it, the sooner you’ll experience the multitude of benefits it brings to the table. For a great starting point, look no further than CloudMinister. They offer Google Workspace at prices that are budget-friendly. Explore their offerings today and take a step towards transforming your work experience!