Companies are integrating more and more with online services these days as a way to reduce their overheads while still increasing the scope of their internal services.
As Artificial Intelligence (AI) and machine learning services now become widespread in business-oriented software, the opportunity has arisen for firms to automate many of their previously time-consuming or repetitive business functions.
While the Google brand is most readily associated with its all-conquering search service, the company has always been at the bleeding edge of online app development and never been one to miss a proverbial trick. Indeed, parent company Alphabet has over the years brought us many innovative solutions to problems most people didn’t even know existed yet – apps like Google Earth, Street View and YouTube to name but a few.
Google Workspace (formerly G Suite) is one such app and offers a holistic approach to your most commonly used business functions.
The Core of Google Workspace
At its heart, Google Workspace seeks to integrate all your productivity apps into one single, easy-to-use platform. The software brings a one-stop solution to video/voice conferencing, document storage, email, chat and calendar functions – all held online and accessible from any location in the world where you can find an internet connection. As the vast majority of us now use mobile devices extensively, this means pretty much anywhere.
Relying on cloud technology, Workspace can leverage the considerable power of remote machines to transform even the lowliest of handheld devices into multimedia powerhouses capable of producing presentations, spreadsheets, forms or Word-compatible documents. Perhaps more importantly, the platform also allows for storage of these files, reducing clutter on mobile devices where capacity is often a vital consideration. By way of an extra bonus, it can also allow the transfer of these documents between teams to aid in the collaborative working process.
The Collection of Apps that Make Up Google Workspace
Today’s Google Workspace is considerably more adept and fully featured than the G Suite of old and now features a huge array of functions and software that will help streamline your daily processes. In fact, the platform is now so comprehensive that you may want to consider working with a dedicated Google Workspace consultancy firm to get the best from it.
The current version of Workspace includes the following:
Gmail email services: Probably the most widely known part of the Workspace environment is its proprietary email service, Gmail. However, with a Workspace account, you’ll be able to set up unlimited custom company email addresses plus 30Gb of storage space (upgradeable if required). Also, Gmail automatically syncs across all your devices, which can be important for firms looking to keep everyone in the loop, no matter of location. The days of sending emails separately to be picked up on different devices are long gone.
Google Drive and Vault: Google Drive acts as an online repository for your most important corporate documents – again, it’s accessible from any location, on any device by anyone that you’ve approved for access. You can think of it as a centralized storage area for anything from videos to presentations and spreadsheets – in other words, all the things your employees most commonly need in today’s digital landscape. Vault also provides further backup and archiving processes.
Google Docs, Sheets and Slides: Essentially Google’s versions of Word, Excel and PowerPoint – yet firmly aimed at collaborative working and all updated in real-time. Best of all, even if someone in your team makes an unwanted, unnecessary or incorrect change to your files, using the power of cloud storage, you can easily roll back to a previous version.
Google Calendar: Another handy app included in the Workspace platform is the Calendar system, which already had a huge following due mainly to the company’s Android operating system on cell phones. Again, Calendar syncs across all devices and is now also easily accessible through the main Gmail interface. Calendar can be used to arrange meetings, give reminders of appointments and remove the chances of scheduling clashes across your team.
Keep, Tasks and Contacts: The familiar Gmail interface on desktop and laptop has been redesigned recently to allow direct access to the Keep, Tasks and Contacts functions, all displayed handily down the right side of the screen:
Keep: Used mostly for memos, voice notes, etc
Tasks: Just like noting down what you hope to get done that day, week, etc
Contacts: Selectable by “Contacts in this thread” (i.e. with an email open, you can see the details of all contributors) or by “All” (your full list of contacts held in your associated Google account).
And as if that wasn’t enough . . .: You can also extend the core Google Workspace by searching for additional apps in the Google Marketplace. Note, many of these additional apps are available free of charge but all are quick and easy to set up.