Google G Suite – Setup advice for small business
This doesn’t mean you have to ditch Gmail, or other Google Apps that you already use. With Google’s G Suite, you can continue using your favourite Google Apps with your own custom domain. It’s $5/month per team member with additional features and team management controls.
Let’s run through some tips and advice for setup and key apps.
G Suite – Creating an account
You can create an account here.
Managing settings – Admin console
The master admin has access to the admin console, and can assign levels of permission to users. Apart from more obvious settings like billing details, you can control and enforce various settings for apps and security at a group or individual level. You may for example choose to enforce 2-factor security for all users in your team.
It’s possible to just keep things simple, or get very controlled and technical depending on business requirements.
G Suite offers a series of helpful tutorials for configuring and managing your setup.
We’ll dive into some of the key apps below…
Gmail, Contacts and Calendars
In the words of Google, they offer integrated online calendars designed for teams. Seamless integration with Gmail, Contacts, Drive and Hangouts makes it it easy to stay on top of things. It’s also possible to create meeting rooms, and other resources that can be booked and easy managed. The expected functions such as smart team scheduling, shared calendars and access from any device can all be found. You can learn more here.
The G Suite Contact Manager also offers some great functionality. Individuals can manage their own contacts, and there’s also control at admin level for group directories.
Google also offers their own versions of Word, Excel, Powerpoint etc. They have great, clean browser-based interfaces with automatic saving and ability to export out to multiple formats. Additionally, you can pull in various data-sources and easily share these documents with various users. Multiple users can also work within the same document concurrently.
When you’re on the fly you can easily attach or create a link to a Drive file straight out of Gmail. This avoids needing to wait to get back to the computer to email an important file.
Forms and Quizzes
Often flying under the radar, Forms is an amazing tool that allows you to develop customised forms for any purpose. Customer feedback, job applications, job training – there’s many possibilities. They’re relatively easy to create and responses are easily accessed and managed within the app.
There’s also a powerful quiz function – which is perfect for staff training modules. Create your quiz, then include a set of questions to check that the information has been digested. You can easily insert text, images, videos and questions. When quiz mode is enabled, you can assign point scores to various answers. On completion, the system can then return a result to the user instantly or you can set it to wait you’ve reviewed the results.
Account Security – getting hacked isn’t relaxing
Having your account hacked is a major threat that can be very damaging for business. It’s important to take precautions to secure business related (and personal) accounts using available tools. It’s a little more work to sign in on new devices, but it’s well worth the effort.
2-factor authentication is the most common method, new and untrusted devices signing into your account require a 2nd code or approval to be granted access. The 2nd code is normally sent to your mobile phone, or generated within an app on your phone such as Google Authenticator. You can enforce 2-factor at organisational level through the admin console. That’s a business level decision, but it is well worth enabling it up for sensitive logins such as admin access. You can find more information here.
Google G Suite offers a set of enterprise-level tools for small businesses to take advantage of. With this power comes responsibilities that are normally handled by an IT department within larger organisations. Managing your own digital systems for a small business has been made more accessible, cheaper and easier through products such as G Suite. It’s not too difficult and well worth the effort to train up a little in key areas such as those in this article.
Hope you’ve gained some valuable insight into utilising Google G Suite. Not only will a solid setup streamline your operations and improve time management, it will make your business more valuable if you choose to sell.