Google Workspace Guide: Everything you need to know to get started with Google Workspace

What is Google Workspace?

Google Workspace is a cloud-based platform from Google that includes a variety of tools for collaboration, communication and productivity.

These include the familiar applications such as Gmail, Google Drive, Google Calendar, Google Meet, Google Docs and many more.

Seamless integration allows teams to collaborate in real time, regardless of location and asynchronously - whether in the office, remotely or hybrid.

Why Google Workspace is crucial for companies:

Millions of people from different industries use Google Workspace every day. Not just because of the tools themselves, but because they simplify work processes, enable cultural change and strengthen digital sovereignty. An IT manager from a technology company puts it in a nutshell:

"The benefit of Google Workspace is the improved collaboration and the stability of the system. Work in our company runs around the clock, and Google Workspace is the most reliable collaboration system we have."

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Real-time collaboration that works: While other systems often rely on local edits and manual synchronizations, Google Workspace enables true real-time collaboration. Teams can work on documents simultaneously, give feedback via the comment function and restore older versions if necessary. This transparency and openness promotes a new culture of trust - a key aspect of modern leadership. ‍

Location-independent access & asynchronous workflows Google Workspace is completely cloud-based - employees can access their work environment via any internet-enabled device. This not only enables mobile working, but also asynchronous collaboration: teams do not have to be online at the same time to be productive together. This reduces unnecessary meetings and creates focus.

Automatic updates and continuous improvement: Google Workspace is continuously updated. New functions, security and performance optimizations are integrated automatically - without installation or interruptions. This means that teams are always working with the latest technology.

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The most important applications of Google Workspace

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1. gmail for companies

Gmail is one of the most popular email tools in the world. Gmail offers a secure, ad-free environment for communication. Features such as integrated spam protection and advanced search functions are unique. New: Google Gemini for Google Workspace helps you create emails, summarize and search intelligently, linked up to Google Drive level.

In Gmail, 99.9% of incoming spam, phishing and malware messages are blocked. (Google, 2024)

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2.Google Docs, Sheets and Slides: Create and edit documents optimally

Google Docs, Sheets and Slides are indispensable tools for digital collaboration. With Google Docs

Google Sheets can be used to create tables for analysis, planning or data management. Google Sheets can be linked to external sources or other spreadsheets to enable automatic updates and real-time data analysis.

Google Slides makes appealing and effective presentations possible - simple, flexible and collaborative. Google Slides offers professional designs and layouts and is seamlessly integrated into Google Workspace.

Google Docs is the word processing tool from Google. Teams can work on a document at the same time. Suggestions can be made without changing the original document and the comment function facilitates the exchange of feedback.

3 Google Drive: the central storage location

Google Drive is the central storage location for all types of files. Google Workspace offers . Files stored within Google Drive are automatically backed up to the cloud and can be accessed from any device. The risk of data loss is minimized and provides flexible working options - ideal for mobile or remote working teams.

4th Google Meet: Virtual meetings made easy

Google Meet is part of Google Workspace and enables virtual meetings. The options are extensive and range from screen sharing and live subtitles to integration with Google Calendar.

5 Google Calendar: Efficient scheduling

Employees and teams can easily coordinate their availability. Shared calendars allow teams to view availability in real time, allowing meetings to be planned quickly without any queries. Integration with GMail and Google Meet allows meetings to be created directly from an email, including automatically generated video conferencing for all participants.

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Google Gemini - the smart assistant in Google Workspace

Google Gemini for Google Workspace is the AI-supported assistant that is deeply integrated into Workspace. It supports writing, summarizing and visualizing - and saves valuable time. Whether project plans, marketing texts or presentations: Gemini thinks for you and provides suggestions that really help.

Security and data protection with Google Workspace: cloud-first and zero trust

Google Workspace meets the highest data protection and security standards. Encryption, access control, zero-trust principle - combined with simple user-friendliness. Updates are automatic and maintenance-free. For maximum data security, we also recommend a backup service for emails, drive data and chats.

Google Workspace as a platform for digital innovation

Google Workspace is more than just email and calendar. In combination with tools such as AppSheet, Looker Studio and the Google Cloud Platform, Google Workspace becomes a platform for automation, reporting and internal business apps - even without programming knowledge.

Success stories of Google Workspace in practice
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• IT consolidation at foryouandyourcustomers AG with Google Workspace
• Primary and secondary schools in Zollikofen rely on Google Workspace for Education
• Swiss media agency Medienschneider AG and Hoy migrates to Google Workspace
  
• From skepticism to enthusiasm. The switch from Microsoft to Google Workspace at the fashion house Goldener ‍
• StackWorks AG supports bexio in its growth
• On creates solid IT foundation for further growth
• Sparrow Ventures gets the most out of Google Workspace

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The role of a certified Google Workspace Partner

A strong partner makes all the difference:

• Selection of suitable license models and access to exclusive options that are not possible with direct booking
• Advice on security and compliance and support with the configuration of access rights, data encryption and backup strategies
• Onboarding services and training so that employees and teams use the functions of Google Workspace effectively
• Optimization of processes to meet the requirements of the company

5 reasons to work with a Google Cloud Partner

Conclusion: Google Workspace as a strategic lever

Tools alone do not solve problems - it's about attitude, processes and leadership. Google Workspace can help companies to work more productively, break down silos and live true collaboration. Because when technology comes together with the right culture, real change happens.