4 Reasons to Move from Gmail to G Suite
Gmail is one of the world’s most popular email services. Many businesses use both the free and professional versions of the software to conduct business. However, Google offers a large range of products within its G-Suite, ranging from word processing to spreadsheet software.
Businesses looking to level up their processes will benefit by adopting the full range of G-Suite products. Here are 4 reasons you must move from Gmail to G-Suite as quickly as possible.
Automated Email Signature Management
Email signatures seem like an odd place to begin, but they’re an extremely powerful way of setting the tone in your email exchanges. A professional signature conveys a good first impression. Those working in sales and marketing teams will benefit from the ability to attach files and other lead magnets in their signatures.
G-Suite email signature management is simple, thanks to integrations with a range of email signature providers. You can automate signature setup for your employees and even customize them based on the team they work for. For instance, executives can choose a different signature from sales teams, and so on.
You can even create a custom email signature from within G-Suite, using the range of apps Google provides. For instance, you can design a template in Google Slides and save that as your email signature. Needless to say, a template provider will shortcut the process, but you always have the option to exercise your creativity.
G-Suite makes it easy for teams to share and collaborate. For instance, if you want to share a document and receive feedback and additions from your colleagues, G-Suite makes it easy to create a link to that document, restrict access to those you choose, and send the link seamlessly.
The suite’s apps record document comments easily, and you can respond and make changes in real-time. Another reason to move to G-suite is that files created in your workspace will be designated as the company’s property. Thus, defining ownership, establishing trademark and copyright is simple.
Defining access to documents is also simple, thanks to the creation of automated audit trails. You can view historic changes and track which team members accessed relevant documents at all times. Thus, locating sources of error and creating a single source of truth in data-intensive projects is simple.
Accounting for workforce changes as they pertain to document access is also simple. If a team member leaves your company, you can easily disable their email account and access to your company’s files at the click of a button. G-Suite makes it very easy for you to offboard employees and contractors, and even create temporary access links.
Thus, a lot of the headache surrounding employee offboarding and document access is eliminated.
Security and Mail Merge
How often have you had to import a spreadsheet into your email client and attach it as a file that the recipient has to download? Sending a Google Drive link to the spreadsheet is easier for the recipient, but they still cannot view information within their email client.
G-Suite allows senders to create mail merges. A mail merge helps you integrate information in other Google Apps into your Gmail client, thus eliminating the need for your recipient to leave Gmail. For instance, you can instantly embed rows of Google Sheets data into your email.
Thus, you can expect quick responses, and your recipients can quickly process information. Security is also enhanced when using G-Suite since you can enforce two-factor authentication and use SSO to sign into related applications.
G-Suite integrates with the most popular CRMs such as Salesforce. Thus, your contacts, calendar, email follow-ups, and prospect responses are recorded automatically. G-Suite even has an online meeting app, removing any need for you to fumble with third-party apps that make inviting people to meetings difficult.
You can generate a meeting link at the click of a button and instantly converse with your attendees. Google even offers a cloud phone system for an additional fee, and you can use that service as your business phone line from within Google’s Workspace dashboard.
Easier File Storage and Audit Trails
Thanks to integrating every app into a single dashboard, you can track every file stored and create audit trails for every process instantly. These features will come in handy when you need to retrieve a file quickly or refer to some file for quick reference.
As organizations grow, files tend to get updated repeatedly. G-Suite makes it easy to keep track of these changes and organize them for easy access. For instance, as your organization grows employee onboarding becomes more challenging. There are more processes your new hires must familiarize themselves with, and they will need access to more documents.
Organizing these documents to simplify onboarding is simple. You can create a new hire wiki and reduce the time it takes to bring new hires up to speed.
Moving from a single Gmail account to G-Suite has many advantages. The ones listed in this article are the most critical for a growing business. Undoubtedly, as you upgrade your account, you’ll discover plenty more advantages.