Google Workspace

Google Workspace Overview

If you work remotely, you are probably already using a couple of Google Workspace’s integrated apps, such as Gmail, Drive, Calendar, Meet, etc. The difference in the business versions of these apps is that they feature collaboration tools and storage to handle everything from individual to large business tasks.

Besides being a collaboration tool, Google Workspace automates otherwise time-consuming processes like onboarding new hires and eliminating human errors. Because of the incorporation of Google Workspace into their workflow, these benefits have resulted in steady ROI for businesses. 

In this Google Workspace review, we will dive deep into this productivity tool, how it works, and how much it costs. 

What Is Google Workspace?

Google Workspace is a cloud-based productivity suite for businesses and individuals to streamline their operations. One of its biggest selling points is the fact that the Google ecosystem eliminates the need for users to search the web and different packages for calendar, note, email and document apps. 

Since it’s all-inclusive, you can access all your work-related data with one click. So, you can use Google Meet instead of Zoom, Google Chat instead of Slack, and Google Drive instead of Dropbox.

Everything happens in one place with business-grade security and centralized IT administration – you can share data on your drive with a group of people, restrict members’ access, chat in real time, and create simultaneously. 

In January 2022, Google announced that Google Workspace counted 3 billion users globally and 4.8 billion app installations in 2021 – numbers that have only been growing since. With familiar apps like Gmail, Google Calendar, Sheets, and Docs, it is not difficult to see why new users join every day.

How Does Google Workspace Work?

When setting up your account, Google Workspace may ask you to provide details about your business such as the size of your team or number of employees.

You will also have to provide your domain name upon signup. If you don’t have one, you can choose a domain name through Google Domains and purchase it on the spot. After this, Google Workspace will set up your custom business email, which you will later have to activate and verify.

Google Workspace Features

Among its familiar tools like Meet, Gmail, and Calendar, Google Workspace also offers a wealth of admin and security features. The main Google Workspace features include: 

Collaboration Tools 

Google Docs, Slides and Sheets 

With easy-to-use tools, teams can collaborate simply and securely on many different projects from anywhere in the world, from working on group proposals via Google docs to working on or sharing presentations via Google Slides and viewing business data on Google Sheets. Google Workspace has a tool for every business need. 

Accessible Software 

The tools are ready to use on any device via Google Drive and don’t require special access or software installation. They even allow business users to access documents while they aren’t online to avoid downtime working on projects when traveling or can’t access the internet. 

Communication Tools 

Google Meet 

With remote teams being more popular, businesses need a way to build and maintain good relationships with their team. Google Meet allows teams to quickly schedule meetings, hold meetings, webinars, and video calls via any device. It offers screen sharing, real-time captions, and integration with business calendars to ensure that teams attend all important meetings. 

Google Chat 

Video conferencing is essential, but sometimes remote businesses need an answer quickly from a colleague. That is where Google Chat comes in. Google Chat is a direct messaging platform that enables simple real-time team communication. It offers direct messaging, group chats and file sharing, making it a versatile tool for quick discussions and sharing information. It is also an essential tool to help businesses keep in touch and foster a positive business culture.

Google Calendar

Scheduling and keeping track of business meetings can be challenging but crucial for business success. The Google Calendar is essential for improving business communication by allowing users to schedule meetings, events, and appointments and let the wider team know when they’re available. 

Professional Email Address 

To make a business look more professional, Google Workspace includes a custom email solution that integrates with other suite tools, such as calendars and meeting invites. Business users can also set up custom email addresses for everyone in their team so that all company communication looks trustworthy, professional on brand. 

Security Features 

Google Vault

Google Vault is an eDiscovery tool for Google Workspace, which is used to retain, hold, search, and export users’ data. It can be used on a selection of apps, including Gmail, Google Drive, Google Groups, and Google Chat. If you are a company looking for top-notch security, you can use Vault for legal protection and retrieve data from suspended profiles.

Work Insights

The Work Insights feature in Google Workspace provides in-depth data regarding usage percentages, productivity levels, and engagement with individual Google apps. You can easily track work patterns and thus adjust how your business operates.

Endpoint Management

Endpoint management lets you modify access rights to endpoint devices in order to keep shared data secure. This includes screen locks, strong passwords, data erasure, access blocking, and more. This feature covers both iOS and Android devices.

Centralized Cloud Storage 

Google Drive serves as a central hub for cloud storage, allowing users to add, share, and manage many kinds of files. Real-time collaboration enables multiple users to edit documents, spreadsheets, and presentations simultaneously.

Google Workspace Feature at a Glance 

MORE: How does Google Workspace compare to Microsoft 365?

What is Google Workspace used for? 

Google Workspace offers a wealth of features to aid collaboration, enabling users to join meetings remotely and work on documents from anywhere in the world. 

Some of the types of Google Workspace users include: 

• Start-ups, 
• Non-profit businesses, 
• Small business owners & side-hustles, 
• Entrepreneurs, 
• Medium and large enterprises.

Pros and Cons of Google Workspace

Google Workspace Pros 

Flexible Maximum User Limits

Google Workspace lets you collaborate with as many as 300 users on the same cloud. However, using the custom pricing option can eliminate any restrictions and onboard thousands of people, making this digital office fantastic for large-scale businesses.

Custom Domain and Branding

With Google Workspace, business owners can keep up appearances using a custom domain for their website and professional email. These features also help businesses just starting out and building their brand from scratch.

Third-party Integration

Google Workspace users can integrate over 5,000 third-party apps through Google Workspace Marketplace for various purposes. Make document handling, education, sales, and customer support simpler by using apps outside the 14 essentials incorporated into the Google Workspace initially.

Simple Learning Curve

If you’ve already been using Google Docs to write, Sheets  to create tables, and Drive to store your documents, Google Workspace will be child’s play. Besides helpful resources provided by Google – user guides, video tutorials, and forums – users can contact customer support directly for 24/7 assistance.

Enhanced Security

When working with data from employees and clients, finding a way to store it safely is essential. Google Workspace takes privacy seriously and implements several security methods, including 2-step verification, data-loss prevention, spam, phishing, malware defenses, audit logs, and client-side encryption.

Scalability

Google Workspace is made to accommodate freelancers and teams of thousands. The moment you decide to expand your business, you will be able to switch to a new plan to accommodate your growing network.

Google Workspace Cons 

Per-user Subscription Model

One con of Google Workspace is that if you are a company, you will have to pay individually for every employee accessing the platform. This can significantly increase your monthly costs, especially if you are working with a strict budget.

Enhanced and Premium Support Come at an Extra Cost

One drawback of the support options in the pricing plans is that users must upgrade to Enhanced or Premium Support instead of receiving it at the cost of the plan. So, even if you purchase Enterprise, you’ll still have to upgrade to Premium Support for Google Workspace to prioritize your inquiries better.

Connectivity Issues

Connectivity issues present a significant drawback for Google Workspace users. Given that the platform operates primarily in the cloud, a stable internet connection is crucial for accessing and collaborating on documents, scheduling meetings, or communicating with team members. When connectivity is inconsistent or fails, users may experience interruptions in their workflow, inability to access crucial data, or face challenges in real-time collaboration. 

For businesses that rely heavily on uninterrupted access to their digital resources, such disruptions can lead to missed deadlines, miscommunication, and decreased overall productivity, undermining the very benefits Google Workspace is designed to offer. However, if you’re working on Google Chrome or Microsoft Edge, you can turn on offline access for Docs, Sheets, and Slides.

Google Workspace Pros and Cons at a Glance 

What is the Cost of Google Workspace?

Using Google Workspace for your business projects will significantly cut the time needed to complete all tasks. Because the communication among group members will be seamless, every member can work on their own thing on the same platform. 

This is one reason you may consider investing in the software. You can purchase one of four plans – Business Starter, Business Standard, Business, Business Plus, and Enterprise. Each plan covers different features appropriate for its price. 

For example, the Business Starter plan is the most affordable at $6 per user a month It features a custom business email, 100 participant video meetings, 30 GB of storage per user, security and management controls, and standard support. 

The Business Standard plan includes a custom business email, 150 participant video meetings with recordings, 2 TB storage per user, security and management controls, and standard support – all for $12.

The Business Plus plan features more storage and users, Vault for user data protection, and attendance tracking for $18. Finally, the Enterprise plan has custom pricing.

Usability

Google Workspace has been designed with ease of use in mind. Because it incorporates many familiar apps, users can easily register and learn the ins and outs. Once you select a pricing plan, choose your domain, and set up your business email, Google Workspace takes over and does the organizing for you.

Google Workspace Support

You can contact the Google Workspace support team via the 24/7 live chat to purchase a subscription plan. Otherwise, the advantages that come with customer support depend on the plan you have chosen.

With Standard support, users can expect a four-hour response time for P1 support cases, 24/7 assistance with P1 cases, and multi-channel support. Enhanced support features all this, plus a one-hour response time for P1 cases along with 24/7 assistance for P2 cases and technical expert support. Finally, Premium support is available at an additional cost and provides a 15-minute response time, a technical account manager, training, and more.

Google Workspace Customer Service Details 

Key Takeaway

Google Workspace is an ideal management tool for teams and individuals alike. Remote work has never been easier, thanks to the ability to perform all work duties entirely online and from any device. Whether freelancing and communicating with clients or onboarding people and growing your network, you can add all important contacts together and communicate seamlessly. 

Google Workspace is promoted as a tool everyone can use, but we believe bigger businesses will benefit from it. The premium pricing plans feature all the tools you need for data protection, education, and training.

And if you are considering Google Workspace Individual, you will get simple appointment booking, longer group calls, an email marketing tool – all the freelance essentials.

Whichever you choose, Google Workspace will help transform the way you do business online.