Do More with Google Workspace – Live Demo with Fintan Murphy

March 21, 2024

Our “Do More with Google Workspace” event back in October 2023 was a great opportunity for people to see Google Workspace demoed in real time, along with integral features. The video below is our live event, however we also combine this with a readable guide, should you need the methodology written down on how to perform these tasks yourself. 

So, welcome to a day in the life of Jane: the Executive Assistant at Big Company. Jane's proficiency in maximising productivity through Google Workspace in her average day is shown throughout this demo. Here, we'll delve deeper into how Jane seamlessly integrates Google Workspace into her daily routine, along with some instructions.

Navigate Gmail

Jane efficiently manages her emails using Gmail, responding to requests and scheduling appointments effortlessly. Jane starts her day in her integrated communication interface where she can see all communications that have come in since she logged off yesterday. To navigate Gmail like Jane:

• Open Gmail in your web browser.
• Review your inbox for new emails and notifications.
• Click on an email to read its contents.
• To schedule an appointment, click on the provided link within the email and follow the prompts to select a suitable time slot.

The HR team has asked her to book a Strategy 1-2-1, Jane can choose an available time from the appointment schedule.

• Click on the link in the email
• Select a time 
• Complete the required fields
• Click book 
• Close the window and return to the Gmail tab

Advantages:

Efficient Communication: Gmail's user-friendly interface allows employees to manage emails efficiently, reducing response times and ensuring timely communication.

Seamless Integration: Gmail seamlessly integrates with Google Calendar, allowing employees to schedule meetings directly from their inbox, streamlining the meeting coordination process.

Accessibility: Gmail is accessible from any device with internet access, enabling employees to stay connected and respond to emails even when they're away from their desk.

Dive into Project Updates with Spaces

Spaces is Jane's go-to tool for staying updated on project developments and company announcements. Here's how you can use Spaces:

• Open Google Spaces from your Google Workspace dashboard.
• Navigate to the relevant channel, such as "Big Company Ireland Channel."
• Engage with announcements by reacting with emojis or leaving comments.

She can view company announcements in the Big Company Ireland Channel, notice in the video that her messaging ability is limited as this space is configured for announcements only but she can interact with emoji which shows engagement.

Advantages:

Real-Time Collaboration: Spaces allows employees to collaborate in real-time, fostering communication and teamwork across departments and locations.

Organised Communication: Spaces channels provide a centralised location for discussions and updates related to specific topics or projects, making it easy for employees to find relevant information.

Enhanced Engagement: Spaces encourages employee engagement through features such as emoji reactions and comments, fostering a sense of community and camaraderie within the organisation.

Collaborate Efficiently with Chat

Jane relies on Google Chat to collaborate with colleagues and clarify details in real-time. Follow these steps to use Chat effectively:

• Access Google Chat from your Google Workspace dashboard.
• Start a new chat by entering the name of the colleague you wish to communicate with.
• Type your message and send it.

Ahead of the SLT meeting she can check if she has any pending tasks to complete

• Review tasks, click assignee

She needs to complete an urgent contract for a new starter, first she wants to check a detail with a colleague:

• Navigate to chat, click new chat 
• Type in Sara Starter and start Chat

Jane can see that Sara is in a meeting for the afternoon, so she can check in with another colleague: 

• Type in Mary Shelley and add message

Advantages:

Instant Communication: Chat enables employees to communicate in real-time, facilitating quick decision-making and problem-solving.

Reduced Email Overload: Chat provides a more efficient alternative to email for quick questions or discussions, reducing inbox clutter and improving productivity.

Seamless Integration: Chat integrates seamlessly with other Google Workspace apps, allowing employees to share files, schedule meetings, and collaborate on documents directly within the chat interface.

Secure Communication with Confidential Mode

Big Company has a DLP rule in place which prevents the sharing of PPS numbers over chat. Her admin has instructed that she send this type of information via the confidential send function in Gmail. To ensure the confidentiality of sensitive information, Jane utilises Gmail's Confidential Mode. Here's how you can do the same:

• Open Gmail and compose a new email.
• Enter the recipient's email address and compose your message.
• Click on the "Confidential Mode" icon (the lock with a clock).
• Set the desired expiration date for the email and add a passcode if necessary.

She keeps the default expiry of one week and has the option now to add a passcode to further protect the information:

• Add SMS passcode
• Click save

The banner tells her that she has the confidential mode activated, the phone number for SMS password will be requested at the point of sending:  

• Click send
• Add phone number 
• Click send

Advantages:

Enhanced Security: Confidential Mode provides an extra layer of security for sensitive emails, reducing the risk of data breaches or unauthorised access.

Control over Information: Confidential Mode allows employees to control who can access and forward their emails, ensuring that sensitive information remains protected.

Compliance: Confidential Mode helps organisations comply with data protection regulations by providing tools to secure sensitive information and prevent data leaks.

Streamline Document Creation with Google Docs

In the meantime Jane can go ahead with creating her contract from Google Docs. Google Docs simplifies document creation and collaboration for Jane. Here's how you can create and share documents like her:

• Open Google Drive from your Google Workspace dashboard.
• Navigate to the appropriate folder and click on "New" > "Google Docs."
• Choose a template or start from scratch and customise your document.
• Share the document with relevant collaborators by clicking on the "Share" button and entering their email addresses.

She can quickly create her contract using an existing company template:

• Hover over Google Docs & Select from a template 
• Select a previously added company template  
• Rename the file as required

Using Variable Chips she can quickly update the contract with this new starters details:

• Click on Date and use the popout icon to open the variable chip side menu 
• Complete all variable values in the document

As Jane has created the file in the correct Shared Drive it is already shared with the correct people. Now she would like to send the contract for approval:

• Access the file menu and select “Approvals”
• Click make a request
• Add a colleague or manager to the approver field 

The contract is urgent, so Jane is setting a deadline on the approval:

• Click add a due date set to 9am the following day
• She can lock the document to prevent other editors editing the document while it’s in review
• Tick “Lock file before sending approval request”
• Click “Send Request”

And mark her task complete 

• Navigate to tasks 
• Check the task complete.

Advantages:

Collaborative Editing: Google Docs enables multiple users to collaborate on a document simultaneously, facilitating teamwork and streamlining the document review process.

Version Control: Google Docs automatically saves changes and maintains version history, allowing employees to track revisions and revert to previous versions if needed.

Accessibility: Google Docs is accessible from any device with internet access, enabling employees to work on documents from anywhere, at any time.

Initiate Projects with ease

Jane initiates top-secret projects like "Project Midnight" with Google Docs quickly adding brand approved copy and assigning tasks . Here's how you can replicate her process:

• Create a new document in Google Docs and name it accordingly.
• Utilise custom building blocks to insert approved text or company vision statements.
• Assign tasks to team members using the checklist feature and set deadlines as needed.
• Share with ease to collaborators, setting the correct permission levels

Advantages:

Secure Collaboration: Google Docs provides tools to maintain confidentiality and control access to sensitive documents, ensuring that only authorised users can view or edit the content.

Task Management: Google Docs allows employees to assign tasks, set deadlines, and track progress within the document itself, streamlining project management and ensuring accountability.

Efficiency: Google Docs helps users work efficiently using building blocks, allow a user to  insert templates that help you track projects, files, and add approved content .

Ensure Security with DLP Rules

Google Drive's Data Loss Prevention (DLP) rules prevent accidental sharing of sensitive information externally. Across Janes day she interacts with her organisations DPL rules they work to keep her organisations information safe 

Follow these steps to enable DLP rules:

• Blocking the sharing of personally identifiable data in chat, when she confirms a new Starter PPS number
• Providing instruction on how to communicate when handling sensitive data and redirecting her to use the Confidential Mode feature in Gmail
• Automatically labelling her Document “Internal” when she uses the keyword “Project Midnight”
• Stopping her from sharing the document with a private email address, as it has an internal label attached.

If you are interested in setting up DLP rules within your organisation, discuss this with your Google Workspace Admin team who can set up DLP rules through the Google Admin Panel

Advantages:

Data Protection: DLP rules help organisations protect sensitive information from data breaches, unauthorised access, or sharing, reducing the risk of financial loss or reputational damage.

Compliance: DLP rules help organisations comply with data protection regulations by providing tools to enforce policies and prevent data leaks.

Automated Enforcement: DLP rules automatically scan and detect sensitive information in documents, emails, or other files, allowing organisations to enforce policies and mitigate risks effectively.

To Conclude…

We hope that was a useful demo and write up of how Google Workspace integrates into a daily routine. The video has more detail, however the written pointers above should give you an indication of how Jane uses Google Workspace.

If you’re looking to do more with Google Workspace or if you’re looking to migrate over from Microsoft or Office 365, then please do get in touch with us here. Be sure to subscribe to our YouTube for more tips and demos and we’ll see you next week!