What is Google Workspace? A Beginner’s Guide

“Productivity is never an accident. It is always the result of a commitment to excellence, intelligent planning, and focused effort.” – Paul J. Meyer. (Late American Motivational Speaker) 

To make this statement true, Google introduced the best productivity app, Google Workspace, on 6th October 2020. There are different suites of apps which help in employees’ productivity. We hope many of you readers are using Gmail. Apart from this, other apps like Docs, Sheets, Calendar, Drive, Slides, Meet, Keep, and Forms are some applications that foster employees’ corporate workloads.

Now, what does it mean to your business? This blog will guide you through different aspects of Google Workspace. 

What is Google Workspace?

Google Workspace is an official toolkit of Google which includes Calendar, Gmail, Drive, Docs, Slides, Meet, Keep, Forms, Sites, Currents and Sheets. The timeline of Google Workspace starts from 2006 when Google.Inc. has launched Google apps for the Domain. Then, it was rebranded as ‘G Suite’ to streamline the productivity needs.  

All the apps promise a user-friendly experience and customized solutions for enterprises. Google Workspace possesses a cloud-based nature. It ensures the data is backed up and accessible from multiple devices. It reduces the data loss risk. Moreover, Google has introduced AI features for enabling smart suggestions in Google Docs and Gmail. 

Security is the paramount factor of Google Workspace. Google.Inc offers advanced security features like 2 step verification, data encryption, and AI-based threat detection to protect user’s privacy. Administrators can access files, manage permissions, and monitor activities to ensure data security within an organization. With these robust security measures and powerful collaboration tools, Google Workspace has become a preferred choice for businesses and professionals worldwide.

The Evolution of Google Workspace

Are you curious to know what is the journey of Google Workspace? Here is the exact timeline of this web-based service that evolved. The journey is explained in a nutshell. 

• 2006: The first Google Apps for your Domain were launched in 2006, including Gmail and Google Calendar
• 2016: Google rebranded the platform to G Suite and introduced new tools such as Google Meet, Google Drive, and Hangouts. Distributed teams will now be able to collaborate remotely.
• 2020: G Suite will become Google Workspace better to meet the needs of the rapidly changing workplace.

The Need

Businesses used to invest huge capital in different apps to foster employee productivity. Hence, to troubleshoot this issue, Google has created a digital library to encourage effective collaboration, bringing different teams together remotely. On this note, Javier Soltero, Vice President and General Manager of Google Workspace, commented. 

“Frontline workers, from builders on a construction site to delivery specialists keeping critical supply chains moving, are turning to their phones to help get their jobs done. While doctors treating patients and local government agencies engaging with their communities are accelerating how they can use technology to deliver their services.“

Ways That Google Workspace Is Better Than G Suite

Google’s aim is precise about its product “Google Workspace.” They want to provide a customized user experience to all team members with complete security and customer support. The objective is to bring all crucial tools for productivity under one software. Google Workspace unifies the task and streamlines its work for users. Here are three significant ways Google Workspace gains the upper hand over G Suite.   

1. A Unified Workplace For All

Google Workspace is an all-in-one solution for teams and individuals who want to create, plan, and execute. With the advent of remote work, employees have the significant challenge of collaborating on collaborating and accomplishing one task properly. 

Thus, Google Workspace offers a centralized hub of their favourite tools. It includes Google Docs for writing content and Google Calendar for managing schedules. Guest access within Google Workspace also makes communication easier with external partners and clients. It is a huge benefit for building and maintaining strong relations. 

2. Redesigned Brand Identity

G suite was not meeting the 100% parameters in terms of branding. Different tools had different colours. However, Google Workspace has redesigned the logo with four new colours. This rebranding helps in maximizing the company’s value. 

3. Adaptability for a Wide Range Of Business Needs 

Google Workspace is for everyone because it gives customization freedom to companies and their employees. Each business has different requirements, so with Google Workspace, they can customize their dashboard to reflect their unique preferences and work styles. However, larger corporations usually turn to comparable services, like Microsoft Teams.

Benefits of Google Workspace to Elevate Your Businesses

1. Innovation

At Google, innovation is part of its DNA. Google Workspace is here to evolve. It means the organizations will consistently score a competitive-edge because they sound technically good. Such efficient architecture ensures no downtime for updates. In 2019, Google introduced more than 200 additional features in the Google Workspace, setting an example of innovation. 

2. Productivity

Google Workspace optimizes the work and collaborative function of employees. It leads to a significant improvement in efficiency and productivity. Companies worldwide face intense pressure to remain competitive and meet the customer’s requirements. Using Google Workspace, teams can share ideas instantly, participate in meetings remotely, collaborate in real time, and more. Cloud-based architectures make this new working method possible, making it more efficient than working with isolated and computer-dependent productivity tools.

3. Cost reduction

Google has bet on higher profits and is working on the SaaS model. It is based on the pay-per-use, where users only pay for the number of users consuming the product. Google Workspace’s SaaS model is based on pay-per-use, so you only pay for the number of users using the solution. This eliminates the need to scale server hardware, storage, etc., as is typically the case in the clients’ on-premise solutions.

Google Workspace solutions are automatically updated. There are no hefty costs involved for the installation purpose. One report shows Google Workspace delivered an ROI of  331% in 3 years of tenure. 

4. Mobility

Google runs a web-oriented business. Thus, business applications that use Internet services that are easy to access through a browser. It shows the mobility nature of the application. Google Workspace is compatible with different devices and browsers. It means they do not have to connect with specific ones.  Users can access their information securely from anywhere and on any device. Additionally, there are native apps for Android and iOS available for smartphones. 

5. Safety

Google Workspace is designed to meet rigorous privacy and security standards, adhering to industry best practices to help customers comply with necessary regulations. Google provides firm contractual commitments regarding data ownership, information usage, security, transparency, and accountability.

To ensure compliance, Google undergoes regular external audits by independent auditors who assess its data centre controls, infrastructure, and operations. These audits and certifications include SOC 1™ (SSAE-16/ISAE-3402), SOC 2™, SOC 3™, ISO 27001, ISO 27017, ISO 27018:2014, and FedRAMP. Additionally, Google Workspace complies with the EU General Data Protection Regulation (GDPR) and follows the recommendations of the Article 29 Working Group.

What Is Google Workspace Used For?

1. Collaboration and Communication

Google Workspace offers tools that enable seamless collaboration and communication within teams and organizations. Applications like Gmail, Google Meet, and Google Chat facilitate real-time messaging, video conferencing, and email communication, ensuring smooth interaction regardless of location. 

With Google Docs, Sheets, and Slides, multiple users can work on the same document simultaneously, making real-time edits and leaving comments. It boosts teamwork productivity by reducing the requirement for back-and-forth emails, enabling efficient workflow management. 

2. Cloud Storage and File Management

Google Drive offers secured cloud storage, allowing users to store, access, and share files anywhere. Files are easily organized and shared into drives. It makes it easier for teams to collaborate within the restricted permission access. 

Google Workspace integrates with several third-party applications, enhancing productivity by allowing users to work on different file formats without additional software requirements. With automatic cloud backups, businesses can prevent data loss and ensure accessibility at all times.

3. Security and Compliance

Powered by the latest enterprise-grade security features, Google Workspace encrypts data, employs two-step verification, and uses AI to detect threats against user information. The administration is set to access controls while ensuring all monitoring aligns with set policies through the Admin Console.

Additionally, Google Workspace conforms to global compliance standards like GDPR, ISO 27001, and SOC 2, delivering a reliable platform for enterprises under strict compliance. It affirms its commitment to user data protection with routine security updates and independent audits. 

4. Business Productivity and Automation

Google Workspace leverages different automation tools like Google, allowing users to create custom workflows and automate repetitive tasks. The Gmail AI feature helps users compose smart emails without any linguistic flaws. 

Google Forms is another tool where businesses easily create surveys, gather feedback, and build internal websites without technical expertise requirements.