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GOOGLE WORKSPACE
Increase Productivity and Save Costs
www.911pchelp.net
Vlad Galant
President, Founder- 911 PC Help
At 911 PC Help, we recognize how important it is for your business to
grow and succeed. And in order to do that, your team needs a quick,
easy, and secure way to communicate and collaborate.
The problem is: you're not a technology expert. And you don’t have the
time or expertise to figure out which provider is best, how to set everything up,
how to make sure that it’s secure, etc. It can be overwhelming to think of all the
things you have to do.
At 911 PC Help, we believe that technology should be simple. We
understand how frustrating it is to have complicated technology that you can’t
understand or aren’t utilizing properly. It slows down production and can even
hurt your relationships with your clients.
That’s why we put together this Free Ebook for you. It will walk you through
the basics of setting up Google Workspace. We’ll talk about why Google
Workspace is such a great solution, how to set it up for your team, and we’ll
provide detailed instructions on making sure your data is secure.
We hope that you find this ebook helpful. If you have any questions or
concerns, or if you’d like some expert help in setting up Google Workspace for
your business, you can call me at 415-800-1130, or shoot us an email at
info@911pchelp.net
TABLE OF CONTENTS What is Google Workspace 1 Google Workspace and the Benefits 5 of Cloud Computing Workspace Security 9 Google Workspace and professional 14 services Let's Get Started! 18
1 WHAT IS GOOGLE WORKSPACE ? An Introduction for Small Business Leaders
WHAT IS GOOGLE WORKSPACE?
If you run a business and have looked into digital solutions at
all lately, you’ve probably heard of Google Workspace.
This productivity toolkit from Google is the new version of
Google’s G Suite. But what exactly does Google Workspace
offer? And why should your business use it? Let’s break that
down.
Who is Google Workspace for?
Most people associate Google Workspace with email hosting.
But Google Workspace is much more than just email. It also
includes a variety of apps and features such as:
Google Calendar
Google Drive
Google Docs and Sheets
Google Chat and Google Meet
And, of course, Gmail
Individually, all of these apps are powerful tools that can
make running your business easier. Together, they can
revolutionize how you do business.
Benefits of Using Google Workspace
It’s hard to deny that Google apps and tools are everywhere.
Most people have either used the Google suite apps for
personal use or at a previous workplace. This makes
onboarding your new users a breeze.
2Plus, Google Workspace is compatible with just about every
device your business could be using. You won’t have to
make a costly transition to new devices to use Google
Workspace.
You won’t have to worry about randomly losing access to
Google Workspace at the worst time, either. Google offers
an incredible 99.9% uptime. With Google Workspace, there
are no scheduled downtimes or maintenance windows to
worry about.
Finally, using Google Workspace is great for your
organization’s cyber security. Google is secure and even
HIPAA-certified. That’s hard to beat.
WHAT DOES GOOGLE
WORKSPACE COST?
While many of the same features offered through Google
Workspace are free for individuals to use, businesses must
choose a paid plan to take advantage of Google
Workspace.
Google Workspace has three different plans you can use, at
three different price points. At the time of this writing (March
2022), the plans and prices are as follows:
1. Google Workspace Business Starter ($6/user/month)
2. Google Workspace Business Standard
($12/user/month)
3. Google Workspace Business Plus ($18/user/month)
With each step up the ladder, your business will have
3 access to more cloud storage per user, more participantvideo meetings, and greater security and management
controls. Which plan is right for your business will depend
on the specifics of how your business operates, especially
online.
If you’re not sure whether Google Workspace will work for
your business, you can try it for free!
HOW TO GET STARTED WITH
GOOGLE WORKSPACE
Getting started with Google Workspace is fairly simple. Just
follow these steps:
Sign Up at Google
Activate your account
Add additional users
Verify your domain
Migrate your email
Set up additional apps as needed
42 GOOGLE WORKSPACE AND THE BENEFITS OF CLOUD COMPUTING
GOOGLE WORKSPACE AND THE
BENEFITS OF CLOUD COMPUTING
Google Workspace is a form of “cloud computing”. Cloud
computing has been the “big thing” in business for a while now
and that’s no surprise given how beneficial these services can
be.
Historically, the access and flexibility of cloud services were
only accessible to big companies with big budgets. However,
with small-business-focused services - such as Google,
Amazon, Office 365, and Microsoft Azure - small businesses
can reap those benefits as well!
What is Cloud Computing?
If you’re not already familiar with the term, cloud computing
is hardware and software delivered to an organization
through a network (generally the internet).
Any business that uses computers can take advantage of
cloud computing. Instead of the main computing taking place
on a computer or server in the same location as the place of
business, with cloud computing, that process goes to a
separate, remote machine. In the case of Google Workspace
those machines (servers) are owned and maintained by
Google.
It may sound complicated but cloud computing boils down to:
A way to free up memory and computing power on your
organization’s devices.
Users will access all the applications and platforms they need
through the cloud, which comes with lots of benefits.
6How Does Cloud Computing Help Your Business?
Using Google Workspace or other cloud computing providers
can offer huge benefits to your business. Those benefits
include:
Saving You Money
Cloud hosting allows you to save money because you don't
have to invest in a costly hardware infrastructure to support
your computing needs.
When you use a cloud computing service, the provider is
responsible for maintaining the data centers, machines,
software, and more required to keep the servers running. They
do so on a very large scale which means they can keep costs
low and pass those savings onto you, the customer.
Keeping Your Data Secure
With cloud-based services your data is kept on highly-secure
servers with options to adhere to standards such as NIST, PCI
DSS, HIPAA, and more!
Cloud computing service providers have some of the best
security protocols possible - much better than most small- or
medium-sized businesses could manage on their own.
Your data will be easily available to your users without
compromising on security.
Making Scaling Easier
Cloud-based services can be set up fast and easy and you
never pay for resources you don't need!
7Even if your organization grew from 10 employees to 10,000
employees, you would be able to seamlessly scale up your
cloud computing to fit your new needs.
Making Collaboration Simple
Cloud services, applications, and data can often be accessed
from anywhere, any time, and from any device.
This means that your remote users, traveling users, or branch
users can access all the resources and data they need without
costly network configuration changes. All they need is an
internet connection!
83 WORKSPACE SECURITY
4 STEPS TO PROTECTING YOUR
BUSINESS WITH GOOGLE
WORKSPACE SECURITY
Cyber security is a high priority for any business. And there’s a
good reason for that.
U.S. businesses lose billions of dollars each year to cyber-
attacks. Most of the businesses suffering from those cyber-
attacks are small- and medium-sized businesses that may never
recover.
Luckily, Google has several great built-in security measures you
can utilize to protect your business. Here are 4 steps to
protecting your business with Google Workspace security.
1. Enhance Google Workspace Security by Encouraging Users
to Do a Security Checkup
A security checkup is an easy way to get an idea of whether
your data is safe and what steps you could be taking to
improve your digital security.
But each user in your organization needs to complete a security
checkup for it to be as effective as possible. But it’s not a one-
and-done measure. Most experts recommend doing a security
checkup once every few months to make sure no new issues
have cropped up.
The security check ups will show which apps have access to
sensitive data and highlight any potential security issues. Train
all your users to go through the security checkup process which
10 entails these four steps:1. Sign into their Google account
2. Click on their account name
3. Click Protect Your Account
4. Click Secure Account
5. Review and resolve any security issues
You can find more information about the Security Checkup here.
Having each user complete the process could be the difference
between a disastrous cyber breach and keeping your business
safe.
2. Enforce Multi-factor Authentication in Google Admin
Multi-factor authentication is another simple yet highly effective
security measure that your organization should be using. With
multi-factor authentication, users must provide two or
more pieces of verification information before they can
access a resource.
For example, this could mean users must provide a PIN from
their phone as well as a username and password. When
properly utilized, multi-factor authentication reduces the
chances of a successful cyber-attack because it makes it harder
to get into your systems.
The first step to using multi-factor authentication is to educate
your users on what it is, and give them time to set it up
themselves.
This is especially true in organizations where some employees
may not be very tech-savvy. It can be frustrating for them to
deal with a new technology that they’re not familiar with.
11That’s why, at least starting out, we recommend enabling multi-
factor authentication, but not enforcing it … yet.
To enhance your Google Workspace security with multi-factor
authentication, do the following:
1. Sign in to your Google Admin console
2. Navigate to Security > 2-Step Verification
3. On the left-hand side, select an Organizational Unit or
Exception Group
4. Check Allow users to turn on 2-Step Verification
5. Select Enforcement > Off
6. Click Save
From this point, you should continue to educate and encourage
your users to enable multi-factor authentication.
After an appropriate grace period, and with plenty of
communication before hand, you should eventually change
Enforcement to On.
3. Use Google Workspace Endpoint Verification
Google Workspace endpoint verification allows you to verify the
devices people are working from and allow or deny access.
Generally, the fewer devices you allow to have access to your
data, the more secure that data will be.
To enhance your Google Workspace security with endpoint
verification, do the following:
Sign in to your Google Admin console
Click on Devices
On the left-hand side, select Mobile & Endpoints > Settings
> Universal Settings
12Click Data access > Endpoint Verification
To apply the setting to everyone, leave the top
organizational unit selected. Otherwise, select a child
organizational unit.
Check the Monitor which devices access organization data
box.
Click Save
4. Set Up Shared Drives
Using shared drives can help prevent sensitive information from
getting outside of the company. However, you need to carefully
decide who should have access to each of the drives and
folders, and also decide on a sharing policy.
There are several ways that you can configure your Google
Drives policies. For example, you can:
Let users share files outside of your organization
Restrict sharing to certain domains
Restrict all file sharing outside of your organization
Control how users share links to files
Restrict the access levels users can give to files
Control who can access files stored on shared drives
134 GOOGLE WORKSPACE AND PROFESSIONAL SERVICES
TOP 5 REASONS WHY GOOGLE
WORKSPACE IS GREAT FOR
PROFESSIONAL SERVICES
Google Workspace is a powerful tool for professional service
firms.
Here are 5 reasons why…
1. Your Professional Services Firm Can Easily Protect
Sensitive Client Data
Securing your clients’ sensitive data is an essential part of
running a business.
Even just one breach in your data security could
permanently damage your company’s reputation and lose
you hundreds of thousands, or even millions of dollars.
Luckily, Google Workspace can make data security easier than
ever before.
Through Google Drive, you can securely share data with
approved parties, significantly reducing the risk of that data
ending up in the wrong hands. Google Mobile Device
Management (MDM) and Encryption ensure that data is secure,
even on mobile devices.
Google Workspace offers advanced access controls that let you
set policies about who has access to each file and whether
they’re able to download, share, print, or copy those files. Plus,
updating those allowances is fast and easy.
15You can learn more about Google Drive and Google MDM in
Chapter 2.
2. Collaboration Within Your Professional Services Firm is
Easy
These days, there’s no guarantee that your whole team is
operating out of the same location. Fortunately, you can use
Google Docs and Google Drive to seamlessly collaborate with
teams working in remote- or home-offices.
Real-time edits, suggestions, and comments can be used
directly in Google Docs to further support real-time
collaboration. You don’t need to worry about version control or
edit-locking, either. Team members can work in tandem without
any issues.
3. You Can Easily Capture Client Feedback
Google Workspace makes gathering and analyzing feedback
simple. You can use Google Forms to get insights from both
employees and clients.
All you have to do is create a Google Form structured as a
survey or questionnaire and send it out to the people you’d like
to provide feedback. And these forms can be sent to large
groups of people at once to increase the number of responses
you receive.
The data provided by employees and/or clients through Google
Forms is automatically captured in Google Sheets so that it can
be analyzed and summarized.
164. Project Management is Simpler Than Ever
Through Google Workspace tools like Drive and Calendar,
staying in touch with team members about deadlines or
developments is as convenient as just clicking a button.
“For many of our employees, Google Workspace is
revolutionizing their team and project work. Teams are more
organized because everything - including timelines, budgets,
and progress reports - are stored transparently with the latest
updates available for all to see online.”
- Danny Attias, CIO, Grass Roots
There are also hundreds of integrated apps available in the
Google Workspace marketplace allowing your team to continue
utilizing tools that they already depend on.
5. Onboarding New Employees is a Breeze
Most people already know how to use Google tools, either from
previous jobs or personal use, so onboarding with Google
Workspace is simple. Even those who haven’t used the Google
suite before tend to pick them up pretty quickly because of how
intuitive tools like Gmail, Google Drive, and Google Docs are.
Don’t waste time training new employees to use complicated,
counterintuitive tools when you could make onboarding easy
with Google Workspace.
175 LET’S GET STARTED!
LET’S GET STARTED!
We've covered a lot of ground in this ebook. We've helped you
understand what Google Workspace is and how it can benefit you
and your business. We've talked about collaboration, security, and
how cloud computing helps you better serve your clients.
We've also talked about Cloud Computing in general and how it
can help your business. And in the last chapter we dived into how
Google Workspace can help Professional Service firms,
specifically.
Reading through the last four chapters, I wouldn't blame if you if
you are wondering:
"That's great but where do I start? What can I do today?"
Well, the simple truth is...
BEFORE YOU CAN IMPROVE, YOU NEED TO KNOW HOW
YOU'RE DOING
That means that you need to take a good hard look at your
current situation. You need to ask the hard questions - questions
like:
Are our teams able to effectively collaborate?
Are we losing productivity to under-utilized technology?
Are we losing money by trying to manage infrastructure
ourselves?
How can we do better?
WE CAN HELP!
19 At 911 PC Help, our goal is to help you to get the most out of yourtechnology, save money, and increase productivity.
One way we meet this goal is by offering you...
A 100% FREE Cloud Computing Consultation.
Without spending a dime we can help you determine if cloud
computing is right for you, how it can help you save money, and
which solution is the best fit.
GET STARTED ON YOUR JOURNEY
TODAY!
Simply visit us at https://911pchelp.net/contact-us/
Then enter your name and email address and one of our
professional IT Experts will contact you for a Free Consultation.
We'll review your current situation; we'll celebrate your strengths
and help you identify where your weak spots are.
Our business is to keep YOUR business safe, secure, and
running smooth.
https://911pchelp.net/contact-us
Get Started Today!
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