What is Google Workspace: Benefits, Best Practices, How to Use, Pricing and FAQs 

Key takeaways:

• Google Workspace benefits small businesses through access to elite communication and collaboration tools, streamlining workflows, and enhancing productivity.
• Scalability in businesses is no longer a luxury but a requirement, and Google Workspace provides the tools to make it possible.
• Since Google Workspace fosters collaboration through granting access to users, it’s also important to balance by implementing robust security measures.

According to Electro IQ, there’s a 21% increase in profits and more productivity when employees actively engage with each other. When they take ownership of their work and feel they’re a big part of a project, they’re more committed to its success.

This is possible with an efficient work process in the workplace. When there’s collaborative work, employees can see each other’s progress and where they left off. This informs them where their work starts, stops, and what more they can do.

Google Workspace enhances productivity through seamless collaboration, unified communication, centralized file storage, customization, and mobility. In this article, we’ll understand the platform and how it can benefit your organization.

Understanding Google Workspace

Google Workspace, formerly known as G Suite, is a cloud-based productivity and collaboration suite by Google. It provides a comprehensive set of tools for businesses to streamline their operations, enhance communication, and increase productivity.

While Google offers individual services like Gmail and Drive, Google Workspace combines these applications and provides a unified experience. It offers a unified platform where businesses can collaborate, store files, manage schedules, and more, all within a single ecosystem.

You can achieve more with Google Workspace with its real-time collaboration features, allowing teams to work together on projects no matter where they are. Google’s centralized storage and easy file sharing through Drive streamline workflows and ensure data accessibility.

With reliable communication tools like Gmail and Meet, users can easily connect with clients and colleagues. Moreover, Google Workspace offers strong security measures, regular updates, and extensive support, giving business owners peace of mind.

What does Google Workspace include?

Here are its apps and tools that streamline operations, enhance communication, and increase productivity:

• Gmail: With Gmail, professional email communication becomes a breeze. Its intuitive interface, powerful search capabilities, and robust spam filtering ensure efficient email management. The advantage of using Gmail lies in its integration with other Google Workspace apps, allowing seamless collaboration and easy organization of emails and attachments.
• Drive: Google Drive offers the benefits of cloud storage and file sharing. It provides ample space for storing files securely, eliminating the need for physical storage devices. The ability to access files from anywhere and share them with your colleagues simplifies collaboration. With features like file versioning and offline access, Google Drive enhances productivity and ensures data integrity.
• Docs, Sheets, and Slides: These apps empower your team to collaborate in real-time on documents, spreadsheets, and presentations. Multiple users can edit files simultaneously, making it easy to gather input and finalize projects quickly.  With integrated commenting and revision history, tracking changes and providing feedback becomes seamless. Additionally, the extensive formatting and customization options make document creation professional and polished
• Calendar: Google Calendar plays a vital role in efficient scheduling and time management. It allows you to create and manage events, set reminders, and share calendars with your team members effortlessly. The ability to view others’ availability simplifies scheduling meetings, and automated event notifications updates everyone to keep them on track.
• Meet: Google Meet facilitates video conferencing and remote collaboration. Its high-quality video and audio, screen sharing, and chat features make virtual meetings productive and engaging. With the ability to join meetings from any device, Meet enables seamless communication and collaboration across different locations and time zones.

Google Workspace offers both free and paid versions.

The free version provides essential tools like Gmail, Drive, Docs, Sheets, and Slides, while the paid version unlocks additional features, increased storage capacity, and advanced security options.

The paid version, known as Google Workspace Business or Enterprise, offers enhanced administrative controls, data retention policies, and 24/7 support, making it suitable for businesses of all sizes.

Google Workspace vs. business email – What’s the difference?

Social media and direct messaging may be more convenient for quick communication, but email remains essential for professional business communication. However, the needs of modern businesses often go beyond basic email functionality.

This is where Google Workspace, which offers Google business email, and traditional business email differ.

• Email vs. full productivity suite. Traditional business email primarily focuses on sending and receiving messages. On the other hand, Google Workspace is designed for collaboration, communication, and productivity, offering more than just Google email hosting services. This includes workspace email, cloud storage, document creation, collaboration tools, and video conferencing.  
• Scalability and collaboration tools. Traditional business email solutions may offer limited scalability and collaboration features. Google Workspace is designed for scalability and collaboration with tools such as shared calendars, collaborative document editing, and team messaging. 
• Integrated experience across apps. Google Workspace provides a seamless and integrated experience across all its applications. This integration streamlines workflows, reduces the need to switch between different platforms, and enhances overall productivity compared to using disparate, standalone email and office applications.  

What does Google Workspace do?

 Google Workspace is designed to boost productivity through tools for workflows, collaboration, and communication.

The following benefits highlight how Google Workspace can make a significant difference in your business operations.

Streamlines communication and collaboration

• Allows real-time collaboration on documents. Google Workspace enables your team to collaborate simultaneously on documents, spreadsheets, and presentations. This eliminates the need for back-and-forth email exchanges and speeds up the decision-making process.
• Simplifies file sharing and version control. With Google Drive, files can be easily shared and accessed by your team, both internally and externally. Version control ensures that everyone is working on the most up-to-date file, avoiding confusion and minimizing errors.
• Facilitates efficient team communication through Gmail and Meet. Gmail offers a professional and intuitive email experience, while Google Meet enables seamless video conferencing and remote collaboration. These tools facilitate quick and effective communication, reducing delays and fostering teamwork.

Organizes and manages work processes

• Centralizes file storage and organization with Drive. Google Drive provides a centralized location for storing and organizing files. The ability to create folders, apply labels, and search for files makes it easy to find and manage documents, improving efficiency and reducing time wasted searching for files.
• Integrates itself with other productivity tools. Google Workspace integrates smoothly with other productivity tools, such as project management software, CRM systems, and communication platforms. This integration streamlines workflows and eliminates the need to switch between multiple applications. Hence, saving both time and effort.
• Automates repetitive tasks with integrations and add-ons. Google Workspace offers a wide range of integrations and add-ons that automate repetitive tasks. This includes automating email responses, generating reports, and creating custom workflows. By reducing manual work, productivity is increased, allowing team members to focus on more important tasks.

Enhances mobility and accessibility

• Allows access of files and applications from any device. Google Workspace allows users to access their files and applications from any device with an internet connection. This flexibility enables remote work, allowing your team members to be productive while on the go or working from different locations.
• Offline work capabilities. Google Workspace provides offline access to files and documents. This feature enables you to continue working even without an internet connection, ensuring uninterrupted productivity.
• Syncs and transitions seamlessly across devices. Google Workspace syncs data across devices, allowing for seamless transitions. For example, edits made on a laptop can be instantly reflected on a mobile device, ensuring consistency and eliminating the need for manual updates.

Tips for maximizing the potential of Google Workspace

• Familiarize yourself with advanced features and shortcuts. Take the time to explore the advanced features and shortcuts available in Google Workspace applications. These can significantly enhance your productivity and efficiency. Learn about features like advanced search options, tools automation, and keyboard shortcuts to save time and streamline your work processes.
• Encourage team adoption and collaboration. Promote the use of Google Workspace among your team members. Highlight the benefits and advantages it offers for collaboration, file sharing, and communication. 
• Explore additional resources and support. Google Workspace provides a wealth of resources and support to help you make the most of its features. Visit the Google Workspace Learning Center for tutorials, guides, and tips. Take advantage of the Google Workspace Help Center and community forums for any questions or issues you may encounter. Additionally, consider attending webinars or training sessions to deepen your understanding and proficiency with the platform.

Security and privacy with Google Workspace

Here’s what you can get from Google Workspace when it comes to security and privacy.

• Robust security measures. Google Workspace implements robust security measures to protect user data. This includes encryption of data in transit and at rest, ensuring that information remains secure throughout its lifecycle. Google also employs advanced security technologies like two-step verification, phishing protection, and spam filters to safeguard against unauthorized access and malicious activities.
• Data privacy and compliance. Google Workspace prioritizes data privacy and compliance with industry standards. User data is treated with strict confidentiality and is not used for advertising purposes. Google undergoes independent third-party audits to ensure compliance with privacy regulations such as the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA).
• Admin controls and user management. Administrators have granular control over user access and permissions within Google Workspace. They can manage user accounts, set up security policies, and enforce data sharing and access controls. This enables you to tailor your security settings to your specific needs and maintain control over sensitive information.
• Advanced threat detection and prevention. Google Workspace employs advanced threat detection and prevention mechanisms. It utilizes machine learning algorithms to analyze patterns and identify potential security threats, such as phishing attempts and malware. Suspicious activities are flagged, and proactive measures are taken to protect user accounts and data.
• Compliance certifications. Google Workspace undergoes regular audits and attains various compliance certifications. These certifications, such as ISO 27001, SOC 2 Type II, and HIPAA, validate the adherence to strict security and privacy standards. Compliance certifications provide assurance to businesses that Google Workspace meets industry best practices for data protection and privacy.

Integration with third-party apps

Did you know that you can integrate third party apps with Google Workspace? Here’s what you need to know about that integration.

• Extensive app ecosystem. Google Workspace offers an extensive ecosystem of third-party apps that seamlessly integrate with its core applications. These apps span various categories, including project management, customer relationship management (CRM), communication, analytics, and more. This allows you to customize your Google Workspace experience by integrating additional tools and services that cater to your specific needs.
• Single sign-on (SSO) capabilities. Google Workspace supports Single Sign-On, enabling you to access multiple third-party apps with a single set of credentials. This eliminates the need to remember and manage multiple login credentials, enhancing convenience and productivity. With SSO, you can seamlessly transition between Google Workspace and integrated apps, streamlining workflows and saving time.
• Customization and automation. Google Workspace provides customization options and automation capabilities, allowing you to tailor your workflows and processes. Through the use of App Script and application programming interface (API), you can develop custom solutions and automate tasks within Google Workspace. This enables you to increase efficiency and reduce manual effort on top of optimizing your workflow.
• Collaboration and communication enhancements. Integration with third-party apps enhances collaboration and communication within Google Workspace. For example, integrating project management apps allows for seamless tracking of tasks and project progress.  Integration with communication tools enables unified communication across different platforms, improving team collaboration and productivity. These enhancements facilitate streamlined workflows and effective communication within Google Workspace.

Google Workspace pricing and plans

Disclaimer: The indicated price is current at the time of writing and may change without notice.

They have several pricing plans designed for businesses of all sizes and needs. Each plan has different features and storage options, letting you pick the best one for your organization. Here’s an overview of the main Google Workspace plans.

• Business Starter. An entry-level plan ideal for small businesses and startups that need essential communication and collaboration tools. It includes custom business email, secure video meetings, and cloud storage. It starts at $6.30 per user a month.
• Business Standard. This plan, priced at $12.60 per user a month, is a step up from Business Starter with more storage and enhanced collaboration features. It’s suitable for growing businesses that need more storage for files and recordings, as well as more advanced tools for teamwork.
• Business Plus. This plan provides even more storage, along with advanced security and management features. It’s designed for businesses that need robust security measures, compliance tools, and increased storage capacity. It’s priced at $22 per user a month.
• Enterprise. This is the most comprehensive plan, offering the highest level of security, customization, and support. It can be tailored for large organizations with complex needs. Pricing varies depending on features and terms; interested users can contact Google’s sales team for more information.

To know the best fitting plan for your business, consider the following factors.

• Number of users. How many team members will need access to Google Workspace?
• Storage requirements. How much cloud storage will your team need for emails, files, and other data?
• Collaboration needs. What level of collaboration is required? Do you need advanced features like shared drives and video conferencing with large meeting capacity?
• Security and compliance. What are your business’s security and compliance requirements? Do you need features like data loss prevention and advanced endpoint management?

It’s important to note that pricing for Google Workspace plans can vary, and it’s always best to check their product pages for more updated information.

How to use Google Workspace for small businesses and entrepreneurs

Google Workspace offers a suite of powerful tools that can significantly benefit small businesses and entrepreneurs, helping to streamline operations, enhance collaboration, and boost productivity.

Here’s a more detailed look at how to get started.

1. Create a Google Workspace account. Visit the Google Workspace website and sign up for an account. You’ll find a Start Free Trial button in the upper right corner, which gives you a 14-day free trial to help you know if Google Workspace fits your business. Click that button and provide the necessary information.  
2. Choose a plan. If you’ve decided that Google Workspace suits your business, proceed with choosing a Google Workspace plan that aligns with your business needs and budget. Google Workspace offers various plans, from basic options for startups to more comprehensive plans for growing businesses. Consider factors such as the number of users, storage requirements, and the need for advanced features like enhanced security and compliance tools.
3. Set up your custom email domain. Establishing a professional online presence is crucial, and using a custom email domain (e.g., [email protected]) is a key part of that. Network Solutions can assist you in setting up your custom email domain, which not only enhances your brand’s credibility but also provides your team with professional email addresses.
4. Add team members. Once your account is set up, you can add your team members, providing them with individual logins and access to Google Workspace. This allows for centralized management and ensures that everyone has the tools they need to collaborate effectively.
5. Set permissions and explore admin settings. Google Workspace provides robust administrative controls, enabling you to manage user access, configure security settings, and customize the workspace to meet your specific business requirements. Take the time to explore your settings to optimize your team’s workflow and protect your business data. Some of them include user permissions for your sensitive information, security settings such as two–factor authentication, and app integrations for more functionality and tools for your business.

Improve productivity and efficiency with Google Workspace

Efficient and productive work is the key to business success. And it is only possible if the entire workforce is equipped with the right tools. Hence, the need for a platform like Google Workspace to streamline your work processes and ensure that everyone is on the same page.

It allows you to work together comfortably with your colleagues through different collaborative tools, no matter where you are located.

Head on to Network Solutions now and subscribe to one of the affordable and powerful Google Workspace plans!

Google Workspace FAQs