Wednesday, May 31

How to Make The Most of Google Workspace: Tips and Tricks

A laptop with google workspace  and a mouse and headset placed nearby.

Google Workspace, previously Google Suite and Google Apps for Business, is now one of the most popular and most reliable suites of business collaboration and productivity solutions in the market.

Already using Google Workspace for your business, but not sure how you can unlock its true potential and make the most of your investment?

In this post, we’ll share some of the best Google Workspace tips and tricks you can use so you can maximize your team’s collaboration, communication, and productivity with Google services.

1. Get the right Google Workspace plan

Above anything else, make sure you are getting the right package according to your unique needs, so you can ensure cost-efficiency.

There are multiple Google Workspace plans available, each offering different sets of features at different price points. So, first, evaluate your needs and the must-have features you’ll need from the Google services, and choose the plan accordingly.

Besides choosing the plan directly from Google, you can also partner with a Google Workspace consultant like Pythian, where you’ll get the same pricing you’d get from Google but with extra features like Pythian’s personalized education and training, cloud solutions, cloud product development, and reliable 24/7 customer support.

2. Carefully manage Google Drive permissions to ensure security

You won’t be able to maximize Google Workspace if you are not 100% sure about security.

While Google Drive’s main advantage is its intuitive and easy file sharing, it can also be a double-edged sword. You’ll need to make sure you’re managing your Drive permissions carefully to ensure information is only available to those who absolutely need it to prevent abuse.

Also, you may want to control access to sensitive information with access expiry dates. Simply go to the shared settings menu on your Google Drive, and then set the expiration date. This is a handy feature, so you don’t have to worry about manually revoking access to sensitive files.

3. Set up automatic filters on Gmail

Use Gmail’s automatic filtering feature so you can filter out spam and unwanted emails to ensure optimal workflows for all Google Workspace users.

The easiest way to do this is to use Gmail’s advanced search feature (on the search bar), search for the types of email you’d want to filter out (i.e., with parameters like recipient or subject line content), then click on Create Filter.

You can then instruct Gmail on what to do with this filtered email in the future (i.e., forwarding it to the spam folder).

4. Leverage Gmail templates

Gmail templates (previously “canned response”) can allow your company’s Gmail users to save more time in replying to emails or composing emails.

You can follow Google’s guide on how to use Gmail templates here.

Once you’ve set up the templates you’d like to use, whenever you compose a new message, you can click on the three dots in the bottom right-hand corner, open “Templates,” then choose the template you’d like to use.

5. Set and track to-do tasks from Gmail

If you are using the desktop/web Gmail app, on the bottom right side of the screen, there should be a small arrow you can click and expand. Here, you can click on the Tasks icon to easily add and track to-do items without leaving Gmail.

Google Tasks has a very intuitive interface, and you can easily search, sort, and manage your to-do items as you see fit. Combining Tasks with Gmail can be a great way to help your employees stay organized while reading and replying to emails.

6. Instant translation on Google Docs

If your workflow often involves reviewing and processing documents in different languages, then you can leverage Google Docs’ automated translation tool to help with the process.

Simply open the document on Google Docs, click on “Tools,” then “Translate.” If you want to only translate a specific section, block a section of text before clicking “Translate.”

7. Attach files to your Calendar events

An underused but useful Google Calendar feature is the built-in feature to easily add attachments to your Calendar events (check Google’s guide on how here.)

You can easily upload files from your PC or from your Google Drive to your calendar, which is useful, for example, when you’d like to share presentation materials for a meeting.

8. Maximize Gmail-Calendar integration

One of the most powerful benefits of using Google Workspace is the native integration between Gmail and Calendar (and other apps.)

You can, for example, easily send meeting invitations via Calendar, and the recipients will receive the invitation via their Gmail.

On the other hand, you can also set up event notifications in your Calendar settings and have it automatically send reminder emails to your Gmail, or you can even choose to have your daily schedule emailed to you first thing in the morning every day.

9. Set up read receipts for time-sensitive email

For important and especially time-sensitive emails, you can set up the email so you can get a read receipt to know whether your recipient has read it (so you can send a follow-up email when needed).

To do so, when composing your email, simply click the three dots on the bottom right and then select “Request read receipt.”

10. Use Currents to improve engagement

Another underused service within the Google Workspace ecosystem is Currents, which is essentially an internal social media network for your employees.

In Currents, employees can post content and ideas and engage with other employees just like they would on traditional social media (i.e., Instagram). Especially useful if you have remote workers on your team.

Wrapping Up

Above, we’ve shared ten useful tips and tricks you can use to make the most of your Google Workspace. By using these tips, you and your employees can more effectively use the services and applications included within the Google Workspace ecosystem and leverage the productivity, communication, and collaboration benefits from each application.

If you haven’t already, it’s time to make the jump and upgrade to Google Workspace. Leverage the capabilities of Google Workspace with Pythian to improve your team’s productivity.

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