Google is more than just that Internet giant company that created the most popular search engine of the moment. Google is a company with continuous development and Google Workspace support, with branches and inventions in various industries, markets, and fields of activity. One of these branches, where Google managed to offer a series of well-designed tools and amazing opportunities, is the area dedicated to small businesses. To be more exact, small businesses that want to be online, and need to communicate using online tools. That pretty much sums up all the businesses out there, right?
To make things easier, the Google team decided to group everything into one big category called Google Workspace. Everything from email clients to documents and calendars can now be easily accessed as one, thanks to this innovative and creative initiative. Google understands the power of and encourages collaborative work which is why all these solutions are supported by the Google Cloud Platform. Now everyone can work from wherever they want as employees and employers are not tied down to an office and a desk anymore. Still, being a complex package, Google Workspace support should be administered and maintained by experts. If you don’t understand the dynamic and you fail to see its usefulness as a whole, you might end up committing mistakes. And everybody knows mistakes cost.
Is your business at risk?
The Tech Mantra put together a list of the 10 most common mistakes that are bound to happen at some point. Please check them thoroughly to see if your business is in danger.
1: An irrational fear of cloud services
Many business owners fear that their information and precious data won’t be secure once they are up on the cloud. It’s true, there have been a few cloud breaches but technology advances daily. Currently, Google Workspace support and cloud solutions are equipped with some of the most sophisticated and efficient security solutions. Even more, there are additional solutions you can implement for an extra layer of security. Correct use of Google Workspace will not only streamline your business process but will also increase your staff’s productivity and creativity. Work will be done faster and people will be able to collaborate regardless of their location.
2: Too much trust in cloud services
It’s not good to be too confident either! Cloud services are indeed secure but hackers are quite smart and inventive so the worst might happen. Especially considering the fact that Google Workspace is one of the targeted services. This doesn’t mean you have to give up on using cloud services completely. You just have to find a way to secure your account by implementing additional security measures with more than one level of protection. See here the best method we support for all our clients.
3: Is your e-mail setup correctly?
You would be amazed by the number of businesses that don’t know how to set up their email accounts correctly. It’s very easy to create unnecessary accounts that will show up on your monthly bill. This additional cost is avoidable by simply creating aliases or groups and it won’t cost you a dime over the real email accounts.
4: How do you manage your staff’s access to emails?
Many business managers are paranoid about data and document security but forget the basics: email delegation. Make sure none of your former employees gets access to the email addresses that he or she used while working for your company. We actually had to deal with such a problem with one of our big clients.
5: Deleting accounts
Since we’re on the subject of former employees, what is your protocol for deleting email accounts? Where does the account’s email history go? Also, what will happen with future emails sent to this address? Do you have a special protocol implemented in your company for this situation? Read this article to shed some light on this issue.
6: Using Google Calendar
Google Calendar is a fantastic app for arranging meetings, inviting people to attend, and making sure everyone is able to come. Still, employees who didn’t use this app up until now may have trouble understanding it. Your business can’t function in a collaborative manner if everyone is not on board.
7: Office auto-replies
Google has this amazing app that allows you to set auto-responses. The technique is not new, but it is an elegant way to inform the sender that you are not available for the moment but that you’ll send an answer as soon as possible. If you don’t set these autoresponders, your clients may consider your lack of responsiveness rude. The trick is to set the message in the browser, this way it won’t matter if the computer is on or off.
8: Not knowing about the global footer
One of the most amazing features Google Workspace supports is the possibility to introduce a global footer for all the emails that leave your company. This way, if you want to notify all your clients of a certain event like the Christmas vacation or start a marketing campaign, all you have to do is edit this global footer. This could save you a lot of time and money.
9: Setting Google Drive correctly
It may not be a very difficult task, but it can be a bit of a hassle. When not set up correctly, documents that are supposed to be shareable with collaborators won’t display correctly. Even more, if the sharing permissions are set incorrectly, confidential company data could be exposed accidentally.
10: The lack of proper backup
When you’re using a collaborative solution, documents may get lost or edited incorrectly. This is why a correct backup plan is absolutely vital for your business’s professional sanity. Sometimes, in an attempt to cover their tracks or as revenge for being let go, employees can delete all the email history they have access to. These emails may contain vital data and once deleted, they are unrecoverable unless you have a powerful backup solution. Moreover, mistakes or foul play happen and the backup system may save you hours of extra work and additional costs. As you can see, Google Workspace is a complex package with lots of corks and crannies. If you don’t know what to expect and how to solve certain problems this could lead to a lot of damage to your business. This is why hiring an expert to administer and maintain your account or receiving specialized training are the best ways to handle this.