Google Workspace 101 : For Complete Newbies
Nov 06, 2022Be More Productive, More Effective and More Organized
In the beginning, we had Google search. Then came Gmail followed by Google apps. And then G-Suite. Now with Google Workspace you can keep your business running smoothly and more productively.
Imagine a big company that has an office building. Inside the building, you can find several departments and all these departments work for this company. Google Workspace is just like that!
Inside the building, you can find the mail department (Gmail), the communication department (Chat), the production department (Docs), the meeting room (Google Meet), the receptionist area (Calendar) and the archives department (Drive).
By centralizing them together in Google Workspace, you can quickly access what you need to run your business.
In this Insider’s Guide to Using Google Workspace Apps, we take a look at the variety of apps available to communicate, collaborate, and be productive.
Let’s get started.
Get To Know Google Workspace For Business
Google Workspace is the new version of what was formerly known as G-Suite and Google apps. It is better integrated and represented compared to it’s ‘older’ version. This versatile and effective business collaboration solution is designed to work with the way work tasks are changing.
Google Workspace for Business is Google’s set of collaboration and productivity apps housed all in one place. It has the tools we’re all familiar with that work on any device, from virtually anywhere. However, you will also find that the logos and the colors of some their product has also changed to give this ‘workspace’ a new brand.
For example, Gmail is the most popular email client for both personal and business. Workspace not only gives you an ad-free version of Gmail but allows your employees to have their own Gmail accounts with your business domain name.
Google Workspace is totally connected and focused towards simplicity, making the execution of tasks easier and getting people to work together. By using Google Workspace, you get to :
- Communicate and collaborate better between teams and this helps to increase customer experience.
- You save time. No more opening multiple tabs to view various pages. Now a simple hover of the mouse over a link let’s you preview the information.
- Do real time edits and allow members to create collaborative documents in real time in Chat. Everybody in the chat can edit a Document at the same time.
- Keep track of who is doing what by viewing your colleague’s face, while you work on a document together or slideshow together.
Besides Gmail which is the most popular app, there are other features found in Google Workspace that is designed to get the best productivity out of you and your team such as:
Archiving & Retention
- Audio Calls
- Backup and Recovery
- Calendar Management
- Calendar Sync
- Content Library
- Content Management
- Customizable Branding
- Document Templates
- Drag & Drop
- Electronic Signature
- Email Management
- Endpoint Management
- File Sharing
- File Transfer
- Forms Creation & Design
- Full Text Search
- Integrations Management
- Live Chat
- Live Video Interview
- Meeting Management
- Mobile Access
- Offline Access
- Presentation Tools
- Real-time Updates
- Reporting/Analytics
- Scheduling
- Screen Sharing
- Secure Data Storage
- Skill Assessment & Scoring
- Software Management
- Task Management
- Templates
- Two Way Audio & Video
- Video Conferencing
How Much Does Google Workspace Cost?
Every business is different and each of them have different working culture and practices. Google’s new Workspace understands this which is why the platform offers multiple choices of subscription plans, catering to small, medium, and large businesses at different price points.
Each of these plans have all the standard features. Regardless of which plan you choose, you get all 12 primary tools such as
|
Gmail |
Meet |
Drive |
Calendar |
Chat |
Jamboard |
|
Sheets |
Docs |
Slides |
Keep |
Sites |
Forms |
(Haven’t heard of some of these? We’ll go into detail later in the guide on each of them.).
The 4 main difference in each plan is the amount of storage you require. the level of customer support you get, collaboration features and security level
There are 4 plans:
|
|
Business Starter |
Business Standard |
Business Plus |
Business Enterprise |
|
Price |
USD 6/ month |
USD 12/ month |
USD 18/ month |
Contact Sales (by quote only) |
|
Storage |
30BG/user |
2TB/user |
5TB/user |
Unlimited |
|
Collaboration |
100 people can join your video meetings |
150 people can join your video meetings and ability to record meetings |
500 people can join your video meetings, ability to record meetings and track attendance |
Same features as Business Plus with added noise cancellation and in-domain live streaming capability |
|
Security |
Standard |
Standard |
Enhanced support |
Advanced support |
|
Customer Support |
Standard |
Standard |
Option for enhanced support |
Option for premium support` |
Google Workspace for Business brings together members of your team, allows them to work more productively and collaboratively, and keeps it all in one place that is easy to access from any device. Using one of their specific apps, your business employees can easily create content, check email, manage time and productivity or a myriad of other tasks.
How To Choose the Right Plan?
When choosing the right plan, it really comes down to the size of your organization, the amount of storage space that you need and the level of data security that you require.
- Business Starter Plan
The business starter plan is designed for small organizations. If you have a company with less than 10 people and you don’t really need much storage, then this could be a great plan for you. If you are starting a company with boot strap budget then this plan will fit nicely into your overall budget.
- Business Standard Plan
Most organizations should be on the Business Standard Plan because of the storage size that this business plan offers. It comes with 2TB of storage space per user which means if you have an organization of 15 people, you have access to 30TB of storage. The video meeting features are also enhanced. In fact, the basic feature of a video meeting starts from here which is the ability to record meetings.
- Business Plus Plan
This is for companies which has up to 300 users. More employees means more storage space required and with 5TB of storage space, this plan meets the needs of a company of that size.
- Business Enterprise Plan
By default, this would be the plan to choose if you have more than 300 users. With unlimited storage offering, this would be perfect for companies that are growing and needs the best features that Google Workspace can offer. Data security becomes even more crucial when you are a big organization and with Data Loss Prevention (DLP) feature, this plan is an obvious choice.
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