Google Workspace is probably the best business software suite on the web. It allows your company to create textual files, generate reports, conduct business meetings, store data, and so much more.
Due to its complexity, many companies hire Google Workspace consultants to help them out with the suite’s features. By understanding its functions, you’re able to squeeze the maximum value from this collection of tools and set your brand for success!
-
Confidential Mode
Confidential mode is one of the more underrated yet extremely powerful features that the suite provides to its users. This function safeguards your email conversations while you’re using Gmail.
Confidential mode protects your private data and allows you to set roles. It determines who can print, download, and forward your emails and files. As an additional layer of security, users are able to introduce an expiration date, making sure that files are deleted after a set period.
-
Smart Compose
Like many other companies, Google has slowly started introducing AI technology into its software. The newest addition, Smart Compose, expedites all your content creation. The AI-driven feature is ideal when creating textual files and writing emails, as it provides instant suggestions for writing.
Smart Compose learns from your past writing and gives you word and sentence recommendations that will fit your style. Even though you’re using AI to compose your content, readers will be hard-pressed to differentiate between real and artificial writing.
-
Named Revision
The reason why more and more people are switching to Google Workspace is the fact that it makes collaboration a breeze. A document owner can provide file access and determine roles. Aside from being a viewer, you can also be a commenter and an editor.
Whenever a person makes changes to the original, you’ll be instantly notified via Gmail. If you don’t like what the person has done with the file, you can change it with a single click of a button.
As if that wasn’t enough, you can check all the past versions. This shows you how the file changed over time, so you can choose the one that’s most suitable for your particular goals.
-
File Sharing
While collaboration features are awesome, they won’t truly function without a file-sharing option. Even if you’re a private person, you’ll likely use Google Drive to store data on the cloud instead of wasting your computer resources. Furthermore, file sharing provides auto-synchronization across the board.
Google Drive’s file-sharing feature also tackles the long-lasting issues of large file sharing. Users can send and receive documents that are up to 10GB in size, which makes it perfect for various business purposes.
-
Security Features
The reason why companies trust Google Workspace is its extensive security measures. No matter which tool you’re using, your information will be fully protected against unauthorized external access. Among other things, intrusions are prevented with the use of AI-based access detection and data encryption.
If you require additional security features, you can tap into advanced security protocols within the admin console. We recommend that you utilize the following features:
- By enabling 2-step verification, you’re ensuring that the right person is accessing the file. The only way for your employees to gain access to a file is by using phone authentication.
- Like many other modern programs, Google tells you if a password is weak and how to make it stronger.
- Phishing is one of the most common threats to modern businesses. Before delivering a message to your inbox, Gmail is able to analyze its content and email address to detect likely attacks.
- If Google Workspace deems an app risky, you’ll be prevented from accessing it. Furthermore, if a person tries to access your company files from a risky device, they will be instantly blocked.
-
Bespoke Interface Branding
You’re able to customize your Google toolset through bespoke branding. Instead of using the generic Google icons, you can swap them with the company’s own imagery. For example, you can control and change designs and logos so they’re more palatable.
While this feature might not be that important for your staff, it makes a real change when external users access your files. They will be pleasantly surprised by your attention to detail and full software customization.
-
Data Storage
As you well know, Google has data centers all over the world. The important thing about this is that you can choose in which location your files are stored. Admins can select where their Slides, Chats, Hangout, Drive, Forms, Gmail, and other files are located.
Changing data storage location makes your compliance that much easier. For example, you can choose to store information in countries that have loose laws so you don’t have to hassle with strict regulation.
Placing your data in a single, easily-accessible location will enhance your productivity. It makes it easier for your users to find and analyze files while preventing back-and-forth between teams.
-
Google Workspace Integration
Google Workspace is very powerful and complex in itself. The thing that makes it even better is the large number of integrations it provides. You can combine the suite with numerous other software and platforms, streamlining vital business processes.
For example, the platform works well with Grammarly, DropBox, Trello, and Slack, ensuring smooth communication between teams. You’ll benefit from numerous file-sharing and editing programs, ensuring each file is prepared for its end destination.
Google Workspace Features: Conclusion
Google Workspace has completely changed how we conduct business. Instead of using programs such as Microsoft Word and Excel, most users have switched to Google Docs and Sheets.
These programs are highly flexible and are perfect for online work. They allow you to store files without worrying about backup and share them with your team when needed. To make things even better, Google Workspace allows you to cut costs on expensive cybersecurity protection.
By tapping into the suite’s features, you’ll be able to squeeze the maximum value for your business. Use the previously mentioned options to streamline internal processes and simplify your life.
PHD in Economics, Associate Professor, Department of Business Process Management, Faculty of Market Technologies IOM