Google Workspace

As a small or medium business (SMB) owner, you’ll know that the more effective tools you use to automate tasks and improve collaboration, the more you’ll be able to focus on things that matter to grow your business.

Google Workspace (previously called G Suite) is the leading productivity platform today for cloud-based work. Small businesses across the world use it to improve communication and collaboration, organize workflows, manage documentation, and enhance mobility by working on the go.

Even though free versions of Google’s apps are available separately for individual users, Workspace tools are linked more intelligently with each other and enable more capabilities. For example, take a look at a few most commonly used features below:

Below, we’ll explore Google Workspace in more detail, looking at what scenarios it’s best for, where other software might be more suitable, how to get started, and what tools are or aren’t compatible with Google Workspace.

Here are various ways that Google Workspace apps can enhance productivity in your business:

Communication and Collaboration

• Gmail is the most widely used email service provider, and the Workspace version takes things up a notch. It provides custom emails for businesses, an ad-free email experience, and phishing and spam protection that blocks 99.99% of attacks. Gmail also offers many automated features such as auto-generating email responses.
• Meet offers a seamless video conferencing experience, with a maximum meeting length of 24 hours and up to 1000 participants (depending on which plan you’re using). It also comes with noise cancellation, meeting recordings, attendance tracking, breakout rooms, polling, and moderation.
• Chat is Google’s app for team messaging - think of it as Google’s version of Slack, although not as feature-rich. It offers one-to-one chats as well as chat rooms and guest access.
• Docs, Sheets, and Slides allow simultaneous real-time collaboration between team members on documents, spreadsheets, and presentations. This minimizes the need for back-and-forth communication and speeds up work, especially since Google allows users to leave comments in files for other collaborators to see. Version control also ensures that the same updated version of one file is available to all collaborators, reducing confusion and errors.
• Calendar allows you to set up and attend meetings, RSVP to meeting invitations, reserve conference rooms, and book appointments. You can also see what slots are free for other team members, and arrange meetings with them accordingly.

Organization and Management

• Keep is a digital notebook with multiple functionalities. You can stay organized, make to-do lists, set reminders, collaborate with team members on notes, and receive feedback to get more done - and faster. Keep also supports audio, drawings, and photos.
• Drive is used by companies as a centralized cloud-based location where files can be easily shared between team members, including external collaborators. Users can also control access and make sure that only the right people have access to sensitive information. It supports up to 100 file types and helps store and manage files in a centralized location. You can create folders and apply labels, making it easier to find and manage files.

Mobility and Accessibility

• Google Workspace allows you to access files from any device with an internet connection. This means that you and your team can collaborate remotely and while on the go.
• All your work syncs automatically across your devices, making it possible for you to seamlessly transition from working on your mobile to working on your laptop. Any edits made on any device are reflected instantly across all devices.
• You can also get offline access, which means that even without an internet connection, you can continue working and your work will be automatically saved to the device you’re working on. 

While Google Workspace is a widely used collaborative tool, there are certain drawbacks. It would help to look at situations in which choosing an alternative solution might be more beneficial for you.

Connectivity Issues

If you live in an area with frequent internet downtimes, you might feel frustrated using Google Workspace. While it does offer offline access for viewing and editing documents, not all core functionalities are available without an internet connection. This means disruptions could still cause you to miss deadlines or lose access to important features, impacting your productivity.

Data Privacy Concerns

Even though Google has robust security, some users feel apprehensive about data privacy and how much control Google has over their data. This can be especially challenging for companies operating in regions with strict data protection laws.

Non-Tech-Savviness

If you’re someone who is not very tech-savvy, you might have a longer and steeper learning curve than others. This is especially true if you’ve been accustomed to using another productivity suite before such as Microsoft 365. Google has a completely different interface and set of tools, and getting used to them may take some time.

However, Google does have a Learning Center where you can access resources to help you.

Customization Needs

If your business has highly specific needs for the way your employees work or collaborate, you might want to go with a bespoke solution. Google Workspace doesn’t offer many customization options and may feel limiting for some organizations.

Integration with Non-Google Apps

Although all Google apps integrate seamlessly within the Google ecosystem, integrating some non-Google apps might be a problem. Commonly used apps such as Zoho or Notion are compatible with Workspace but if your business relies on diverse tools for smooth operations, you might be in for a not-so-pleasant surprise.

Google Workspace offers four paid plans for businesses, ranging from small businesses and startups to enterprises. All plans include Gmail, Drive, Sheets, Docs, Slides, Calendar, Chat, Meet, Keep, Forms, Sites, and Google’s AI-powered assistant, Gemini. However, capabilities for each app differ based on the pricing tier. You can check out the pricing details here. 

To get started with Google Workspace, follow these steps:

• Head to the Google Workspace page, and click on the blue Get Started button. You’ll be taken to a form where you’ll be asked for information about your business in multiple steps.
• You will then be asked if your business has a domain. If you already have one, select Yes, I have one I can use. If you don’t have one, select No, I need one. Workspace will help you check if the new domain name you want to use is available after which you can set up business email addresses.
• Finally, you’ll be asked to choose a username and password, verify that you’re not a robot, and read and agree to the terms and conditions.
• And voila! Your Google Workspace account has been created.
• You’ll now be taken to a dashboard from where you can verify your domain name, add new users, create new groups for users, and use other tools.

While there are many productivity suites on the market, including Zoho Workplace and Apple iWork, the biggest competitor for Google Workspace is Microsoft 365.

But, how easy is it to migrate from other productivity suites to Google Workspace? Let’s take a look at what you should consider before migrating.

Needs Assessment

Compare features for the different platforms and evaluate your organization’s specific needs to see if Google Workspace can meet them with equivalent or superior solutions. 

Migration Planning

You should have a detailed migration plan that outlines the timeline, resources, and key milestones involved in a smooth and efficient transition. Make sure you involve any impacted stakeholders and address concerns that may arise, whether from employees or clients. Google also provides detailed instructions on migrating emails, calendar events, and files.

Training and Adoption

Plan training programs for your employees so they can get used to the platform quickly and seamlessly, without any disruptions to your workflows. Provide hands-on workshops, tutorials, and Q&A sessions. You can also direct them towards Google’s training resources and Learning Center. In addition, provide employees with clear timelines and protocols about what to expect during migration.

Testing

Set up a pilot test with a small group of users to check if everything is working fine and integrating seamlessly. Then, start the final migration and switch to Google Workspace as your primary productivity suite. Continue to closely monitor the transition and provide ongoing support.

Apart from Google’s apps, you may need to use other third party apps to enhance your productivity and operations. Let’s look at a few commonly used apps that are compatible with Google Workspace.

Slack

Slack - the messaging app for work - is highly compatible with Google Workspace. It allows Drive, Calendar, Gmail, and Google files to be integrated seamlessly into the platform. This means that you can join Google meetings through Slack, send emails to your Slack channels, receive document notifications, and approve access from within Slack.

Trello

You can keep your Gmail and Trello connected and turn your emails into to-dos in Trello. Subject lines automatically become card titles and email bodies become card descriptions.

Docusign

Signing documents electronically has been a game-changer for many businesses. Now with the Docusign integration for Workspace, you can generate and sign agreements directly from Gmail, Drive, or Docs.

Salesforce

Salesforce apps allow you to import reports or custom data queries from Salesforce into Sheets. It also allows you to sync changes made in Sheets with Salesforce. The Salesforce Essentials app is also operable through mobile.

You can also look through Google’s Workspace Marketplace for other integrations, including Zoom, Box, and Confluence. 

Although Google supports a wide range of third-party integrations, it no longer supports third party apps considered to be less secure for Workspace accounts. These are apps that require only your username and password to log in. Once this change takes effect, Google may block anyone trying to sign in to your account from apps or sites that don’t meet its security standards.

To check whether a tool is compatible, head over to the Google Workspace Marketplace and search for it. If a native integration isn’t available, you can create one yourself using the developer tools available within Workspace.