Google has developed various tools that are widely used by millions of individuals worldwide, including Gmail, Google Drive, and other services that facilitate file sharing and communication. These resources are essential for many professionals and businesses.
Why would one choose to pay for these services when many tools are available for free? There are various reasons for this, such as Google Workspace providing additional features compared to the free versions of Google apps. Here are 10 reasons to consider using Google Workspace, whether you are an individual or a business.
Google Workspace can enhance collaboration within a company and with external partners by increasing agility and efficiency. Explore the reasons below.
Use a personalized email address instead of a generic Gmail account.
Google Workspace offers Gmail Professional as an email service, allowing users to have a professional email address using their company domain. This upgrade can be overwhelming for existing Gmail users who are accustomed to the free version.
The storage capacity is greater, starting at 30 GB on the Starter plan, which is twice as much as the free plan, and can be increased on the premium plans.
The Gmail provided in Google Workspace has additional benefits like connecting with Google Meet, Google Chat, and Calendar, featuring all company members as contacts, and enabling integration with numerous third-party apps through available add-ons in the marketplace.
Employers can benefit in various ways, such as monitoring data usage, storing app-generated information for audits, creating aliases and message distribution lists, and easily scaling up by adding new users without the need for infrastructure upgrades or server recruitment.
Explore: 10 Gmail Professional tools for boosting your efficiency
Ensure you have ample storage capacity on Google Drive for storing files.
Each Google Workspace user can utilize their own Google Drive to save an unlimited number of files in various formats like Documents, Sheets, Presentations, Forms, and Sites. Storage space for files in other formats is combined with Gmail, beginning at 30 GB per user. The storage capacity increases to 2 TB per user in the standard plan and 5 TB in the Plus plan.
Company departments can benefit from Team Drives, collaborative spaces where group members can access all content. Unlike files in Google Drive, Team Drive files are owned by the group, simplifying user management for projects.
Computer Drive is a program that enables users to navigate and access Google Drive directly within the operating system file explorer. It includes a streaming feature to load files on demand without taking up space on the user’s device. Computer Drive is compatible with PC, Mac, Android, and iOS.
Collaborate simultaneously with several coworkers in real-time.
Collaboration among team members has become essential during remote work situations. Google Workspace offers tools aimed at bridging the gap between employees and customers.
Real-time document editing is a feature that allows multiple users to edit the same document simultaneously, with changes being visible to all users in real time. All modifications are logged in a change record, enabling team members to provide comments or suggestions for adjustments.
Colleagues can communicate in real-time using Google Meet for video calls, which includes screen sharing for easier document presentation and interactive discussions about shared content on a user’s screen.
Google Chat is ideal for text-based communication and offers the ability to include various Google Workspace resources like files and meeting invitations within a conversation.
Google Spaces is a communication tool in Gmail that consolidates Chat conversations on one screen and allows for file sharing and task assignment among space members.
Learn how to enable and utilize Google Workspace’s AI feature, Duet AI.
Video calls on Google Meet can last up to 24 hours without any interruptions.
Google Workspace users can host meetings for up to 24 hours, allowing for flexibility and convenience for participants, including those who may not be in front of a computer.
Up to 100 participants can join a meeting with the Starter plan, similar to the limit for free Gmail accounts. The participant limit increases to 150 for the Standard plan and 500 for the Plus plan. The Standard plan offers call recording, noise cancellation, themed rooms, polls, Q&A sessions, and various other features.
Check out: Gmail versus Google Workspace – distinctions and how to decide.
Monitor and regulate the way your staff members handle and exchange company information.
The Google Admin panel is a central control panel for managing the entire Google Workspace account ecosystem. It allows account administrators to add or remove users, set storage limits, create alternative emails for users (alias), and access various other features.
The Admin panel in Google Workspace provides security features such as blocking third-party app access, implementing dual authentication, and managing company devices remotely. Additionally, it offers advanced email scanning to detect security threats.
All applications within Google Workspace can be easily managed through the dashboard, allowing users to control app access and sharing settings.
Retain company data indefinitely using Google Vault for searching and storing purposes.
Plus subscribers can utilize Vault, a data retention tool that enables the searching and exporting of content generated by organization members, such as emails, Drive documents, Google Chat conversations, Meet, and Google groups.
It is mainly designed for big corporations and typically utilized for auditing, allowing data recovery from former organization members.
Create websites for free using Google Sites.
The renowned developer of Google Sites is also available to Google Workspace users, offering a valuable tool for building static websites, suitable for both internal and external purposes.
Companies, regardless of their size, have the ability to utilize Google Sites for establishing intranets, which are exclusive internal communication platforms accessible only to employees. Access permissions can be managed similar to Google Drive files.
You can build websites using custom domains that are accessible to everyone. This option is ideal for businesses looking to establish their own institutional website. Google Sites offers a user-friendly interface that eliminates the need for hosting services or complicated server configurations.
Google Sites is a free tool accessible to all Google account holders. The main distinction in the Google Workspace version is the ability for administrators to manage website sharing permissions, including defining whether a site can be published publicly or only within the company. Moreover, setting up custom domains for a website requires administrator approval in the Google Workspace version, unlike the free version where any user can do so.
Integrate Google Workspace with numerous third-party services through Marketplace.
Google Workspace is known for its seamless integration with third-party apps, allowing users to enhance productivity by leveraging a variety of tools available in its marketplace.
Below are a few illustrations:
- Zoom: enables the integration of Zoom meetings with Gmail and Google Calendar.
- DocuSign allows you to electronically sign documents. It works with Documents, Drive, and Gmail.
- Access and share Dropbox files in Gmail with ease.
- Receive notifications when the recipient(s) of an email have read the message with Mailtrack.
- Trello, the popular project management tool, has the capability to be linked with Gmail.
Many integrations are available at no cost, but there may be fees for certain services from the resource providers.
Utilize artificial intelligence for searching and locating files, documents, emails, and events.
Google Workspace uses artificial intelligence to help users find items like emails, files, and documents within the internal search system. This feature allows users to search for emails and events on Drive and vice versa.
Over time, the system becomes familiar with how a user utilizes its resources by utilizing a machine learning system to predict the items users are seeking, enhancing daily usability.
Google Workspace’s artificial intelligence goes beyond just search capabilities. It offers real-time suggestions when composing emails and helps speed up the process. Additionally, it assists in scheduling events by suggesting available dates and times based on guests’ availability.
Synchronize your accounts, files, and applications on various devices.
All data and documents of a Google Workspace user are securely stored on Google servers, making them easily accessible by logging into the Workspace account from any device without the need for data migration or backup if a device needs to be replaced.
Google Workspace apps function in all browsers, but users who opt for Google Chrome can benefit from syncing their browser across multiple devices. This ensures a uniform experience across all devices, including bookmarks, passwords, and browsing history.
How about trying out Google Workspace with a 14-day free trial without the need to provide credit card information after learning about 10 reasons to use it?
To find out more about the distinctions among Google Workspace plans, refer to this comparison. Additionally, if you’re ready to make a decision about your usage, claim a 10% discount voucher for Google Workspace for the initial 12 months.
Publication date: 27/02/2023 (revised on 12/03/2024)
Tags related to Tools in Google Workspace.
