What Is G Suite? How Google Apps Can Benefit Your Business

     

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What Is G Suite? How Google Apps Can Benefit Your Business

It's not a secret: millennials prefer cloud-based programs to traditionally-installed ones like Microsoft. But there's another group that's also clambering for programs that can connect people: businesses.

G Suite has recently gained traction inside classrooms, on mobile devices, and now within corporations. But what's all the hype about? What is G Suite and how can you use it in your business? Well, the answer is you can use it for pretty much everything.

Ready to take advantage of this program? Here's what it is and how it can benefit your business.

What Is G Suite in a Nutshell?

Previously known as Google Apps, G Suite for Work was created with company needs in mind. It includes a plethora of web applications suited for business. In G Suite, corporate workers email each other, hold video conferences, share calendars, and store data. They can create and work on team projects together and more. It provides a platform that encompasses all the tools an employee might need on a single program.

Some of the apps found in G Suite for Work include:

  • Drive
  • Docs
  • Calendar
  • Sheets
  • Slides
  • Hangouts

Because G Suite is cloud-based, it allows workers to provide real-time feedback even if they're not in the same location. It also eliminates the need for storing documents separately to share later. Even better, the basic plan involves many of these programs and is absolutely free. For companies looking for advanced programs for business, plans are available that provide domain names, unlimited storage, and administrative tools for a price.

Particularly Helpful Programs

There are several programs that are particularly beneficial to business. Here, we'll cover some of the most popular.

1) Calendar

Gone are the days when you had to send an email to all employees or post a notice in the lounge reminding workers of important dates or meetings. Now, you can simply add the event to a calendar and share it with the entire company.

In the free version, users have their own individual calendars. With paid plans, entrepreneurs and supervisors can create a calendar for the entire organization to see.

2Drive

Remember those dusty filing cabinets or the stack of folders on your desk full of other team's projects? Gone.

G Suite's Google Drive provides a cloud-based storage space. Furthermore, documents can be shared and worked on in real-time with other individuals. That means all work-related projects get stored in the same space and are accessible to all parties.

3) Gmail

What would a business be without email?

Gmail provides a quick, easy way for employees and managers to communicate on a daily basis. For as little as $5 a month per user, companies can have their domain name added at the end of the email. This app offers a user-friendly program that allows users to import old mailboxes to the new one.

4) Docs, Sheets, and Slides

Your teams can do it all with these online Google versions of Microsoft Word, Excel, and PowerPoint. Sharing changes has never been easier, and Google even retains previous versions of each document (at no extra storage space cost), so it's simple to return to a past idea.

5) Admin

G Suite Admin lets administrative users add users and apps, manage security and view audit logs.

Of course, all of these programs and abilities are synced to your devices, so that means entrepreneurs can manage the company on the go.

6) ...And More

G Suite offers a ton of tools and continues to present more for its lineup. One particular app that businesses are looking forward to is the insights program, which allows administrative users to record what apps their employees use and how they use them.

The Work Insights tool is in beta now but should launch soon. Others are on their way.

Advantages to Businesses

As you've probably considered from this small glimpse into G Suite, the possibilities are extensive and the benefits are many.

But what, exactly, are the advantages?

Collaboration

By far, the greatest advantage G Suite brings to companies is its encouragement for collaboration. Documents can get shared and updated, with specific individuals delegated to edit. Lengthy emails or inconvenient meetings aren't necessary. Instead, teams can work together without the need for intricate explanations of changes or ideas.

Cost

Smaller companies can use the free version of G Suite adequately, but even larger corporations who need G Suite for Work make out like bandits. Costs vary depending on plans, but G Suite comes in anywhere from $5 to $25 per employee per month. Sure, paying might make some businesses shrink away. But the investment is definitely worth it. A study by Forrester Consulting indicates within three years businesses will see a 304% return on investment when using G Suite. The mobility G Suite offers saves companies more than $5 million over the same time period. If corporations plan on using several of G Suite's apps, it's an excellent price for the productivity that ensues.

Storage

Workers won't have to worry about lost documents or wrong versions. It's all stored on Drive, and users can easily search for any documents they might have misplaced. The organization is enhanced and efficiency increased. Storage space varies, but the free version offers 15 GB of free space. Business models offer more, and owners can even add gigabytes if they need more storage.

Security

Documents uploaded on Google Drive are stored on secure servers. The documents are also encrypted to thwart would-be hackers. Additionally, Admin and other apps allow supervisors and entrepreneurs to further increase security. They can choose who has access to documents and protect files from editing or downloading. Two-step verification is available and further security features are offered for paid plans.

Productivity

If integrated correctly, G Suite also ups productivity. There is no closing and reopening apps to find the right document, fishing through old files or waiting to act until teams meet in person. In fact, Forrester Consulting's study discovered employees save an average of two hours per week working with G Suite. That amounts to over $8 million in savings over a period of three years.

Another report found that small and mid-sized businesses using cloud-based technology grow 26% faster than those who don't. They also enjoy 21% higher gross profits. As businesses transform from small startups into mid-sized companies, platforms like G Suite are there to encourage their growth rather than inhibit it.

Millennial-Friendly Apps

Finally, there's no point beating around the bush: the younger generations in the workforce prefer Google's applications, not Microsoft's. Today's generations are growing up with cloud-based services like G Suite rather than software launched from a desktop. This is part of the reason Google is so popular in the classroom. In fact, Google Chromebooks made up 58% of sales for mobile computers shipped to US schools.

Considerations

Of course, as with any program, for G Suite to be effective, employers must handle it correctly.

Training and change management is essential, especially for businesses moving from other programs to G Suite. Creating an organized library containing clearly labeled folders promotes organization and examples that employees can look to. Companies using G Suite also need someone employees can turn to with questions and for IT help. Some plans offer this service 24/7, but others don't.

Furthermore, companies with sensitive data may want to inquire about plans with extra security measures. Google does use secure servers and scans documents before uploading and encrypting them. But, that means Google (and possibly other companies) can access your documents. In addition to this concern, there is no guarantee that your data won't be deleted or lost. Your data's safety is not guaranteed. Even so, more and more businesses are taking advantage of G Suite's many programs.

Companies Using Google

In February of this year, the number of businesses relying on G Suite doubled to 4 million. Although Microsoft still dominates as the go-to choice for companies around the globe, Google is catching on. And quickly.

Large corporations are turning to G Suite, including Verizon, Colgate-Palmolive, and Nielsen. Even conservative companies in the government and aerospace industries are starting to consider using it. This is due to Google's many new additions, which were aimed at satisfying business needs. In the two years since Google started implementing programs aimed at businesses, its amount of paying customers doubled.


Up and Running

What is G Suite if not efficient? Unfortunately, the program's only as good as the IT team managing it and your business.

Sometimes, integrating services like G Suite in your company brings unwanted obstacles. For those times, Be Structured Technology Group is there to help.

We have all the expertise you need to find a solution to your IT issues and to ensure your employees never experience a hiccup. From cloud services to email solutions, we cover it all.

Contact us today for a no-obligation IT assessment so your company can enjoy everything G Suite has to offer.

Download the free guide: Using Technology to Maximize Your Company's Efficiency: A Guide for Senior Executives

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