14 Google Workspace Features Every Business Should be Using

Google Workspace is an incredibly versatile and powerful cloud-based tool with multiple applications that can revolutionise your business operations.

Whether you’re just starting or looking to streamline your existing processes, understanding how to leverage Google Workspace fully can make a difference. In this blog, we’ll explore tips and tricks to help you get the most out of Google Workspace.

14 Google Workspace Features You Can Use Today

1. Master Keyboard Shortcuts
2. Organise Files Efficiently 
3. Create Shared Calendars
4. Collaborate in Real Time
5. Leverage Google Meet
6. Use Google Keep for Notes and Reminders
7. Build Shared Folders
8. Tailor Visibility of Activities
9. Explore Add-ons and Extensions
10. Optimise Email Management
11. Automate Tasks with Google Apps Script
12. Take Advantage of Google Forms
13. Understand Staff Usage
14. Secure Your Account
15. Making Google Workspace Work for Your Business
16. How Dr Logic Can Assist You in Boosting Business Productivity Using Google Workspace

1. Master Keyboard Shortcuts

Time is money, especially in the fast-paced world of business. Mastering keyboard shortcuts in Google Workspace can help you navigate tasks more quickly and efficiently.

For example, pressing “C” in Gmail starts composing a new email, while “E” archives a selected message. Similarly, Google Docs has its own shortcuts; pressing “Cmd + K” allows you to add hyperlinks instantly.

Familiarising yourself with these shortcuts can save valuable seconds, adding significant time savings over the long run.

2. Organise Files Efficiently

Google Drive is the heart of Google Workspace, where all your files, documents, and data reside. However, great storage comes with great responsibility!

To keep things organised, create a well-structured folder system that mirrors your business operations. Use visual references such as colour coding, stars, and tags to prioritise files and folders.

Take advantage of Google Drive’s search functionality by using advanced search operators to locate specific files quickly. Lastly, consistency in naming conventions is essential to ensure everyone can find what they need when needed.

3. Create Shared Calendars

Google Calendar is more than just a scheduling tool; it’s a powerful resource for team coordination. Set up shared calendars for different departments, projects, or events to guarantee everyone is on the same page.

You can customise access levels, allowing some users to make changes while others only have viewing rights. A shared calendar reduces the risk of scheduling conflicts and keeps your team aligned on essential dates and deadlines.

4. Collaborate in Real Time

One of Google Workspace’s strongest features is real-time collaboration. Here at Dr Logic, we use Google Slides in our monthly team huddles to make the most of our time together.

Whether you’re drafting a proposal in Google Docs, analysing data in Google Sheets, or brainstorming ideas in Google Slides, multiple team members can work on the same document simultaneously.

Use the comment tool to leave feedback, suggest edits, or ask questions directly within the document. Changes are saved automatically, and version history allows you to see who made what changes, resulting in transparency and accountability.

5. Leverage Google Meet

Video conferencing is essential in an increasingly remote world. Google Meet integrates seamlessly with Google Workspace, offering a reliable platform for virtual meetings. Schedule meetings directly from Google Calendar and invite team members with a click.

During meetings, you can share your screen, collaborate and even record sessions for those who can’t attend. Use breakout rooms in Google Meet for smaller group discussions, and take advantage of the noise-cancelling feature to keep your meetings focused and professional.

6. Use Google Keep for Notes and Reminders

Google Keep is an underrated gem in the Google Workspace suite. This note-taking app lets you easily create and organise notes, lists, and reminders. Use it to jot down quick ideas, make to-do lists, or save important information on the fly.

Effortlessly link notes to documents, spreadsheets, or calendar events so nothing slips through the cracks. It’s an excellent tool for shared tasks or brainstorming sessions.

7. Build Shared Folders

Sharing folders in Google Drive is an excellent way to help foster collaboration and engagement. Whether it’s a project-specific folder, departmental resources, or company-wide documents, shared folders keep everything centralised and accessible.

For sensitive files and folders, simply adjust file-sharing settings to limit access to specific users, departments, or external collaborators. Similarly, you can choose contribution levels ranging from viewer to commenter and editor. Leaving you in control of how your business distributes information.

8. Tailor Visibility of Activities

Google Workspace gives you control over who can see what within your organisation. Whether you’re sharing documents, setting up calendar events, or video conferencing, you can tailor visibility settings to suit your needs.

For instance, in Google Calendar, you can decide who can see event details or just availability. By customising visibility across your Google Workspace, you can maintain privacy and security while ensuring the right people have the information they need.

9. Explore Add-ons and Extensions

Google Workspace is powerful on its own, but it becomes even more so when you tap into the world of add-ons and extensions. These tools can help you customise your Workspace experience, adding new functionalities to your favourite apps.

For instance, add-ons like DocuSign for Google Docs allow you to manage electronic signatures seamlessly, while Grammarly helps keep your emails and documents error-free. Explore the Google Workspace Marketplace to discover tools to enhance productivity and streamline workflows.

10. Optimise Email Management

Gmail is a robust email service, but are you using it to its full potential? Take control of your inbox by setting up filters and labels to sort incoming emails automatically.

Use Gmail’s built-in task management features to create to-do lists from emails, and take advantage of Smart Reply and Smart Compose to speed up your email responses.

Also, don’t forget to enable offline mode to access your emails in and out of the office. By optimising how you manage your emails, you can reduce clutter and stay on top of important communications.

11. Automate Tasks with Google Apps Script

Automation is a game-changer for businesses looking to scale operations without adding overheads. Google Apps Script is a scripting platform that allows you to automate repetitive tasks across Google Workspace.

From sending automatic follow-up emails to generating reports in Google Sheets, it can save you hours of manual work. With a little coding knowledge, you can build custom scripts that align perfectly with your business processes or explore the library of pre-made scripts online.

12. Take Advantage of Google Forms

Google Forms is a versatile tool that you can use for everything from customer surveys to internal feedback collection. Build forms to gather data, run polls, or even handle event registrations.

The responses are automatically collected in Google Sheets, making analysing and acting on the information easy. It’s an excellent tool for gathering insights and helping you to make informed business decisions.

13. Understand Staff Usage

Google Workspace offers powerful analytics tools to help you understand how your team uses the platform. Google Admin Console provides insights into user activity, including app usage, file monitoring, and collaboration.

These insights can help you identify areas where your team might need additional training or where processes can be optimised. Understanding staff usage can lead to better resource allocation, improved productivity, and a more efficient workplace.

14. Secure Your Account

Security is paramount, especially when dealing with sensitive business data. Google Workspace offers robust security features that you should take full advantage of.

To start, enable two-factor authentication (2FA) to add an extra layer of protection to your account. Regularly review and update your security settings, and ensure company wide training in essential cybersecurity.

Google Admin Console allows you to manage user permissions, set up alerts for suspicious activity, and even enforce security policies across your organisation. Keeping your account secure is crucial to protecting your business.

Making Google Workspace Work for Your Business

Google Workspace is more than just a collection of apps; it’s a comprehensive ecosystem of tools that can transform business activities. Mastering these tips and techniques can unlock Google Workspace’s full potential, boosting productivity, enhancing collaboration, and driving your business forward.

How Dr Logic Can Assist You in Boosting Business Productivity Using Google Workspace

Not yet on using Google Workspace, but think it may be a good fit? 

Whether starting from scratch or looking to migrate your current systems, we have helped many businesses, big and small, successfully integrate Google Workspace.

There’s no time to lose and lots to gain. Contact us today for a free call to learn more about how it could benefit your business and how we can facilitate a seamless set-up.

Dr Logic is a London based Mac IT support partner, delivering strategic services to help ambitious businesses grow. From fully managed services to project management, we’re here to help you make the most of your IT.