Jan 20, 2023 12 min read Google

Unlocking the Power of Google Workspace Business Plan for Small Businesses: A Beginner's Guide

Are you feeling overwhelmed by the chaos of managing your business's emails, files, and calendar all separately?

Google Workspace (formerly known as G Suite) is a collection of cloud-based collaboration and productivity tools created by Google. And it is here to save the day.

It includes Gmail for email, Google Drive for online storage and collaboration, Google Calendar for scheduling, Google Docs, Sheets, and Slides for creating and editing documents, and Google Forms and Sites for collecting data or collaborating. The list is endless.

It's like having a personal office assistant, but better because it's always on, always up-to-date, and accessible from anywhere. As a result, it's perfect for small businesses, entrepreneurs, and freelancers who want to streamline their workflow and increase productivity.

Get ready to say goodbye to cluttered inboxes and hello to a more organized and efficient way of working. Trust me. You won't regret it.

Overview of the different plans available

Google Workspace offers various plans to fit any business's needs, whether you're a small startup or a large enterprise.

There's the Basic plan which is perfect for individuals and small teams.
The Business plan is excellent for small to medium-sized businesses.
An Enterprise plan for large organizations.
There is also an Education plan specifically for schools and universities and a Non-Profit plan.

But, as a small business just getting started, the Business plan is the best option for you, and that is the one we will cover today.

It offers all the essential features you need to take your business to the next level without breaking the bank.

With the Business plan, you'll have access to professional email, calendar, online storage, collaboration tools, advanced security, and even video and voice conferencing for up to 100 participants.

This plan is perfect for small businesses and entrepreneurs who want to streamline their workflow and increase productivity. You'll have everything you need to take your business to the next level, all in one convenient place.

Let's get started!

Features of the Business Plan

As I'm sure many of my friends and team members can attest, I am what is considered a "Google Nut." They call me this because I am utterly obsessed with all things Google.

And while I could create an exhaustive list of reasons why – I'd instead start with the most important of them all, and that's choosing a Google Workspace Plan that is perfect for your small business.

All help can make a big difference when running your small business. And that's exactly what the Business Plan offers - extra help that can make a big difference.

For starters, the Business Plan gives you access to all of Google's powerful tools, such as Gmail, Calendar, Drive, and Meet, all in one place.

This means you can easily manage your email, schedule meetings, store and share files, and host video conferencing from one platform.

But it's not just about the tools. It's about how they work together.

With the Business Plan, you'll be able to streamline your business operations and work more efficiently. For example, imagine being able to schedule a meeting directly from your calendar, share files with your team in real-time, and host a video conference all in one platform. That is what this is.

Another benefit of the Business Plan is the advanced security and data encryption features.

You'll be able to rest easy knowing that your business's data is safe and secure and that you comply with legal and regulatory requirements.

Finally, the Business Plan offers excellent customer support. You'll have access to 24/7 phone and email support, so you'll never have to worry about being stuck with a problem.

The Business Plan is the perfect choice for small businesses looking to streamline operations, work more efficiently, and keep their data safe and secure.

It's that little extra that makes a world of difference.

Email and Calendar

Let's talk about one of the essential features of the Business Plan - Email and Calendar. With the Business Plan, you'll have access to professional email addresses and a calendar that will make scheduling and coordinating with your team a breeze.

Say goodbye to cluttered inboxes and hello to a more organized and efficient way of working. With Google's cutting-edge technology, you can easily schedule and manage meetings, appointments, and deadlines all in one place.

But it doesn't end there.

You'll also have access to advanced email features such as email delegation, email routing, and email retention policies, making it easier for you to manage your team's email and calendar.

Sharing calendars with your team becomes a breeze and makes it easier for you to keep track of everyone's schedule and ensure everyone is on the same page.

Why waste time and energy on managing your team's calendar separately when you can have it all in one convenient place with the Business Plan's Email and Calendar feature?

Online Storage and Collaboration Tools

Now, let's talk about another essential feature of the Business Plan - online storage and collaboration tools.

With the Business Plan, you'll have access to Google Drive, a cloud-based storage and collaboration tool that allows you to store, share, and collaborate on all types of files.

Think of it as your online filing cabinet, where you can store all your essential business documents, presentations, spreadsheets, and more in one convenient place.

With Google Drive, you and your team can collaborate on documents, spreadsheets, and presentations, no matter where you are.

This feature is handy for small businesses with team members working remotely or on a distributed team. With online storage and collaboration tools, you can ensure that everyone has access to the most up-to-date information and can work together seamlessly.

For example, a small business that specializes in event planning can use Google Drive to store all their event plans, budgets, client information, vendor contracts, and more and share it with the team members who are working on the event, ensuring that all team members are on the same page and have access to the most updated version of the documents.

With the Business Plan's online storage and collaboration tools, you'll have everything you need to take your business to the next level, all in one convenient place.

Security and Data Protection

Your business security is of the utmost importance. And with the Business Plan, you'll have access to advanced security and data encryption features that will keep your business's data safe and secure.

With the Business Plan, you'll have access to Google's advanced security features, such as two-step verification, which adds an extra layer of security to your business's data by requiring a verification code and your password to access your account.

Even if someone else were to get a hold of your password, they still would need the verification code to access your business's data.

Another advanced security feature is data encryption at rest, which ensures that all your business's data is encrypted even when it's stored.

If someone were to access the servers where your data is stored physically, they would still be unable to read it.

Additionally, the Business Plan includes Google's advanced compliance features, such as Google Vault, which allows you to archive and eDiscovery, ensuring that your business stays compliant with legal and regulatory requirements.

With the Business Plan, you can rest easy knowing that your business, customer, vendor, and client's data is in good hands, which gives you more time to focus on growing your business instead of worrying about data security.

Video and Voice Conferencing

Another great feature is its video and voice conferencing capabilities.

With the Business Plan, you'll have access to Google Meet, a powerful video and voice conferencing tool that allows you to stay connected with your team and clients no matter where you are in the world.

With Google Meet, you can easily schedule and host virtual meetings, whether a one-on-one call or a large team meeting. The platform is easy to use and allows you to share your screen, collaborate on documents, and even record your sessions for later reference.

One of the great things about Google Meet is its ability to host large meetings with up to 100 participants. This is great for small businesses with a large team or customer base. You can also share meeting links with anyone, even if they don't have a Google account, which makes it easy for your team members or clients to join the discussion.

Another feature that sets Google Meet apart is its integration with other Google Workspace tools, such as the calendar, making it easy to schedule and join meetings directly from your calendar.

With the Business Plan's video and voice conferencing capabilities, you'll never have to worry about missing an important meeting again, and you'll be able to stay connected with your team and clients no matter where you are.

How It's Going to Transform Your Small Business

Google's Business Plan is the perfect choice for small businesses looking to increase productivity, streamline operations, and stay ahead of the competition. It's a robust suite of customizable tools to suit your specific needs.

You'll have access to a range of cost-effective and scalable tools to your business needs and customize the plan to suit your specific requirements, whether you're a team of one or a team of 100.

Let's jump in and cover the areas in which it will transform your small business.

Cost-effective solution

Affordable pricing. The Google Business Plan is available at a very affordable price point, with plans starting as low as $6 per user per month. This is a highly cost-effective option for small to mid-size businesses compared to other enterprise-level solutions.

Choosing the right Google Workspace (previously known as G Suite) pricing plan for your business depends on the size of your organization and the specific features you need.

The Business Starter plan may be a good fit if you are a small business just starting. It includes essential features such as Gmail, Calendar, Drive, and Meet for $6 per user per month. Better suited for a business with less than 500 users.

The Business Standard plan may be a better option if you're a growing business. It includes all the features of the Basic plan, as well as additional features such as Google Vault for data archiving and retention and advanced security features for $12 per user per month. This plan is suitable for businesses with less than 1500 users.

The Business Plus plan is an excellent option for large teams with a ton of file management and data. Each user has 5 TB of storage, including more enhanced security and management controls, Vault, and advanced endpoint management for $18 per user per month.

The Enterprise plan may be the best fit for Enterprise-level businesses with more than 1500 users. It includes all the features of the Business plan, as well as additional security and compliance features, such as Cloud Identity and Google Cloud Search, and advanced admin controls. Pricing for this plan is available on request. At this point, you'll be talking to a sales representative to design the platform for your enterprise.

You can also add additional services like Google Workspace add-ons, such as Google Workspace marketplace and native apps, and add-ons, such as Vault, Cloud Search, and more.

It's important to note that all plans come with a free 14-day trial, so you can test the different features before committing to a plan.

Additionally, Google Workspace plans are flexible and can be easily upgraded or downgraded as your business needs change.

Google's Business Plan offers a cost-effective solution for small and medium-sized businesses with its affordable pricing, flexibility, scalability, productivity, and integration capabilities. Save time and money while growing and evolving.

Scalable and customizable to business needs

As a small business owner, it's crucial to have a platform that can grow and adapt to your company. That's why I highly recommend using Google's Business Standard Plan. This scalable and customizable platform offers a range of benefits that can help your business thrive.

One of the key benefits is the ability to collaborate and share information with team members easily. With tools like Gmail, Google Drive, and Google Calendar, your team can work together seamlessly, regardless of location.

For example, let's say you have a small retail business specializing in handmade crafts.

Use the basic features of Google's Business Plan, such as Gmail and Google Drive, to manage your day-to-day operations.

However, as your business grows and you expand your product line, you can add tools like Google Analytics and Google Ads to help you better understand your customers and reach a wider audience. You could also use Google Forms for surveys and feedback to improve customer service.

Overall, Google's Business Plan is an excellent investment for small businesses that want to grow and evolve. Its scalability and customization options can help you stay organized, communicate effectively, and reach a wider audience - all of which are essential for business growth.

Increased productivity

When it comes to running a small business, productivity is key.

And that's what this plan offers - a boost in productivity.

Let's take email management, for example.

With the Business Plan, you'll have access to Gmail. This powerful email platform allows you to manage your inbox easily, schedule meetings, save email templates, and even snooze emails if you're not ready to address them. Allowing you to spend less time managing your email and more time focusing on growing your business.

But it's not just about Gmail. It's about how all the tools work together.

You'll be able to streamline your business operations and work more efficiently.

Here are a few tips and examples for streamlining your business operations and working more efficiently with just Gmail and Drive:

Use Gmail filters: Set up filters to automatically sort incoming emails into different labels or folders, such as "Action Items," "Client Communications," and "Receipts."
Create a shared email address: Create a shared email address (e.g., info@yourcompany.com) that multiple team members can access and respond to.
Use the "Canned Responses" feature: Create pre-written responses to frequently asked questions that you can quickly insert into emails.
Use Google Drive for document collaboration: Share documents and folders with team members and set permissions to control who can view, edit, or comment on them.
Use "Google Forms" for data collection: Create forms for surveys, sign-ups, and other data collection needs, and then automatically organize and analyze the results in a Google Sheet.
Use Google Calendar: Share your calendar with your team members and schedule meetings and events. Use the calendar to schedule tasks and deadlines to stay organized and on track.
Use the add-ons for Gmail and Google Drive: There are many add-ons available for both Gmail and Google Drive that can help you automate tasks, increase productivity, and streamline workflows.

Utilizing these features can save time, increase collaboration, and streamline your business operations.

The best part is that there is no additional cost to use this robust suite of tools. You have access to them all under your plan. And to think – this barely scratches the surface of the capabilities.

Mobile access and integration with other apps

As a business owner, I know how important it is to stay connected and productive, even when I'm on the go. So I love using Google's Business Plan for mobile access and integration with other apps.

One of the main benefits is accessing all of my essential business tools, such as Gmail, Drive, and Calendar, from my mobile device.

Keeping me on top of my emails, collaborating on documents, and scheduling meetings, even when I'm away from my desk.

Additionally, the mobile apps are fully-featured and offer the same functionality as the web-based versions, so I can do everything I need to run my business from my phone.

Another benefit is the ability to integrate with other apps. For example, I use Google's Business Plan and other apps like Trello, Asana, and Slack to manage my team's tasks and projects.

The integration allows me to easily share files, collaborate on documents, and schedule meetings all in one place. It saves me a lot of time and makes it easy to keep track of everything happening with my business.

Getting Started: How to set up and use the Business Plan

Here are some steps and tips for setting up and using the Google Business Plan:

Sign up for a free trial: Visit the Google Workspace website and sign up for a free 14-day trial to test the different features and choose the best plan that fits your business needs.
Create and verify your domain: Once you've chosen a plan, you'll need to create and verify your custom domain (e.g. yourcompany.com) to use with the plan. This can be done by adding a unique TXT record or CNAME to your domain's DNS settings.
Set up your users and groups: Once your domain is verified, you can set up users and groups for your team. This allows you to assign different roles and permissions to different team members, such as administrator, user, or guest.
Customize your settings: Once you've set up your users and groups, you can customize your settings to suit your business needs. For example, you can set up email filters, create custom email addresses, and create custom email signatures for your team.
Utilize the tools: The Google Workspace includes many tools such as Gmail, Drive, Calendar, Meet, Chat and more. Make sure to take advantage of these tools and explore their features to help you and your team to be more productive and efficient.
Take advantage of the integrations: Google Workspace integrates with many other apps and services, such as Trello, Asana, and Slack. By using these integrations, you can streamline your workflows and improve communication and collaboration with your team.
Get support: Google offers a range of support options, including a help center, community forum, and email support. Take advantage of these resources if you need help or have any questions.
Monitor and manage your usage: Keep an eye on your usage and costs to avoid overage charges and make adjustments as needed.

By following these steps and tips, you can set up and start using Google Workspace in no time and take advantage of its features to help your business run more efficiently.

Its range of tools and services can help you increase productivity, streamline your workflow, and improve your customer service. And the best part is that you can try it out with a 14-day free trial, no risk and commitment.