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The cloud-based Google Workspace has many advantages, but it also has its limitations. How serious the disadvantages are depends on the individual company. Depending on the business area, employee structure and corporate culture, each company requires different software solutions. It is therefore important to weigh up whether Google Workspace (formerly Google Apps for Business) is worthwhile and actually simplifies work processes. To help you decide, we compare advantages and disadvantages.
Advantages of the cloud-based platform
The main feature of Google Workspace is the complete relocation of data storage and processing to a cloud. This partially distinguishes it from Microsoft 365, making the platform is predestined for location-independent teamwork and a useful and a useful collaboration tool. Companies whose employees are frequently away from home for customer meetings, conferences or sales tasks can stay up to date, access all data and take part in important meetings despite their physical absence. Companies that allow their employees to work from home also ensure that they stay up to date. The same applies to companies that are spread across different locations or need to coordinate regularly with external partners, service providers and customers. The communication platform with the cloud storage space ensures that every unlocked user, wherever they are, has simultaneous access regardless of whether they are using a laptop, tablet or smartphone. In particular, Start-ups and smaller companies in particular save resourcesThey do not need to install their own hardware and software; data storage and computing processes are performed externally. This eliminates the need for an in-house data center and its maintenance. For this very reason, Google Workspace can also be interesting for self-employed people who often communicate directly with customers and collaborate on projects from outside. In terms of cloud-based collaboration, Google Workspace has the edge. Compared to Google Workspace, Microsoft 365 is only a rudimentary cloud solution. While Google Workspace synchronizes all editing processes in real timeWith the Microsoft counterpart, this usually only works via an intermediate step, and in any case not automatically. Basically, Office saves locally first. Only when you then upload the document to the cloud storage OneDrive or the content management system SharePoint, or activate cloud functions, can it be viewed and edited by others. Accordingly, Microsoft 365 also offers an interface to the cloud and has groupware functions, but the networking does not happen completely automatically. On the other hand, those who opt for a hybrid solution and want storage on the hard drive and in the data center need not fear any disadvantages with Office in this respect. The collaboration component however, is more pronounced with Google Workspace.
Downsides of the cloud system
A complete cloud solution is addictive. The Google Workspace requires a fast Internet connection in any case. The model reaches its limits, especially when using mobile devices. However, if the connection is ever cut, it is possible to switch to offline mode for many functions and synchronize files afterwards. If you do without local copies, they are stored only with an external provider. stored at an external providerin this case on Google’s servers. It is true that Google employs security experts and, as a large corporation, has a correspondingly sophisticated infrastructure to prevent data loss. However, even the best system is not one hundred percent immune to technical breakdowns, temporary server failure, data theft and hacker attacks. Moreover, Google reserves the right to block the account for certain reasons, but this is rather a worst-case scenario. Generally, as a user of Google Workspace, you are also giving sensitive data into the hands of the company and must trust that it is protected from unauthorized access. Because you can hardly make use of your right of control. It is also a fact that this means that your data ends up on the potentially insecure servers of a third country, where generally different data protection regulations apply. Security certifications such as ISO 27001, which certifies that Google complies with international standards in terms of IT security, are supposed to dispel concerns. Nevertheless, the NSA affair showed that intelligence services can gain access to data at server locations. In addition, Google’s Google’s data protection regulations are not fully transparent. This suggests that the company wants to retain certain freedoms – after all, the processing of user data is Google’s biggest business pillar. This regularly calls data protectionists to the scene. In addition, it is also important that you pay attention to data security in your company. A one-time log-in is convenient, but it is not a major hurdle for hackers. If the password is hacked or accidentally falls into the wrong hands, a lot of data is accessible because it is ultimately bundled on Google Workspace. To provide more security, Google alternatively offers multi-level authentication procedures and other security features. You can also change the access data at any time via the admin account. Via the mobile device management, you secure data from mobile devices in case one is lost. In some cases, Google Workspace allows you to additionally include external security tools. This applies to Gmail, for example, where you can also use your own certificates for the S/MIME encryption of e-mail correspondence. Internally, too, it is necessary to keep secrets across different departments and levels and to additionally protect especially confidential data, especially personal data of customers and employees.especially personal data of customers and employees. To ensure this, you can, for example, set individual access rights for each user so that not everyone can view, edit and download all documents. Google Workspace gives administrators many options. For example, they can store employees’ chat logs and manage user accounts and personal data. According to the company Google Workspace complies with EU data protection requirements. Nevertheless, it is advisable to have a legal expert check whether your own use of the platform complies with the GDPR. In addition, there are companies that have agreed their own contractual clauses with Google regarding data processing.
Multiple tools from a single source
A cloud-based work platform that combines various applications ensures a better workflow.
- Better overviewGoogle Workspace makes it easier to coordinate all work processes and keep track of meetings, deadlines and work progress. Especially for large teams and when external parties are involved, this saves a lot of time. A platform that combines various coordinated applications ensures that all employees are up to date. Search functions make it possible to quickly filter out relevant information from a wide range of data stored in the cloud.
- Simple administration: For administrators, there is a central location that does not require additional configuration files. Since everything runs through one cloud, administrators save themselves the trouble of managing accounts and licenses for multiple applications spread across different servers. There are also several options for evaluating, controlling and managing access rights.
- Ease of use: One log-in is all it takes to access all Google Workspace tools and documents. Real-time updates eliminate the need to update various files after the fact and share them among colleagues. Since most of the apps, such as chat and word processing functions, are similar to well-known applications from Microsoft, and the Gmail account is widely used, you can easily introduce Google Workspace to your own company. For the most part, it shouldn’t be necessary to train employees on how to use Google Workspace. There are also numerous options for transferring data generated via other services to the Google platform.
- Integrate external tools: Whether for data migration or functionality enhancement, Google Workspace is compatible with numerous external services. These include customer relationship systems as well as accounting programs. A list of the programs that can be integrated can be found on Google Workspace Marketplace. Furthermore, Google Workspace is compatible with all Office applications. Thus, a text created with Google Docs can be saved as a Word document without any problems, which might compensate for one or the other disadvantage. Those who miss the functionality of the Office applications do not have to do without them, but should weigh up whether Microsoft 365 alone might be more worthwhile than a solution integrated into Google Workspace. You can also integrate in-house developments via an interface.
Google has revised its G Suite, linked the various tools even more effectively and now markets them as “Google Workspace”. The costs differ, of course, due to the different scope of services. Here you can find out the Google Workspace prices and what you get for your money. First of all, the prices for Google Workspace always refer to one user. At least this is the case for the “Business Starter”, “Business Standard” and “Business Plus” versions. For the “Enterprise” version you have to negotiate the prices directly with the Google sales team. Google Workspace / Jamboard
Prices for Google Workspace
Per user and month you pay for Google Workspace
- in the tariff “Business Startertariff ” 5,20 Euro,
- in the tariff “Business Standardtariff ” 10,40 Euro and
- in the tariff “Business Plus” 15,60 Euro.
These 3 versions are available from up to 300 persons usable. If you want to register more users, you have to upgrade to the “Enterprise” version. However, the versions also differ in terms of the number of participants in the video conferences. In the “Business Starter” package, for example, only 100 people can participate at the same time. You can test Google Workspace free of charge for 14 days to see if it’s right for you.
Scope of services of Google Workspace
In principle, the following tools are included in every Google Workspace package:
|Gmail||Google’s email offering|
|Drive||Cloud storage with access via apps|
|Meet||Google’s video conferencing solution|
|Calendar||The calendar application that can also be synchronized with Outlook, for example.|
|Chat||Google Chat has replaced the Google Hangouts function. As a cross-group chat solution, it is intended to simplify internal company communication.|
|Jamboard||A type of whiteboard that can be edited collaboratively.|
|Sheets||Spreadsheet, also called “Google Spreadsheets”.|
|Slides||Google’s online version of PowerPoint|
|Keep||Formerly “Google Notes|
|Sites||Create websites without programming knowledge|
|Forms||Create surveys and forms|
Beyond that, however, the packages vary in their scope of services. The Number of participants in videoconferences are staggered (up to 100 in the Business Starter package, up to 150 in the Standard package and up to 500 in the Plus package). There is a big difference in the available storage spaceIn the Starter package you have to make do with 30 GB, in the Standard package there’s already 2 TB and every Plus user even gets 5 TB. In the Enterprise package, the storage space is unlimited.. Otherwise, the versions differ in terms of support and various additional features that you get, for example, for video conferences (participation reports or noise suppression) or that are supposed to protect against data loss. The packages can be increased as needed so that they grow with your needs. The services are paid for by credit card and, in various countries, also by PayPal or direct debit. Payment is dynamic, with monthly billing based on the number of registered users. Google offers special hardware for some functions, such as a digital whiteboard and conference devices for meetings.
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Don’t want to miss any more news about technology, games and pop culture? No current tests and guides? Then follow us on Facebook or Twitter. The Corona crisis has clearly shown us all: Work is often no longer where you go, but the task of getting things done efficiently. Whether in the office or from a home office, it’s about having access to relevant information while collaborating and communicating productively with your team and colleagues. With this in mind, Google has created a workspace where all the tools needed to do this are located. With the transformation of G Suite to Google Workspace and a number of new features, this workspace is now even more connected and designed to do just that: Getting things done efficiently. In this blog post, you’ll read about the new features you can expect in Google Workspace and the licensing models you can choose from. New features of Google Workspace In addition to the new look and the icons that are now in Google rainbow colors, Google is primarily improving the interaction and interconnectedness of the various apps. Among other things, there are the following new features:
- While creating documents, presentations or spreadsheets, it is possible to communicate directly in the respective application with others via chat or video conference
- Linked documents are already displayed as a preview without users having to open a new page.
- Documents can be created directly in chat rooms and then edited together.
This shows that the boundaries between the individual applications are becoming increasingly blurred. The expanded scope of services is also accompanied by a restructuring of the licensing models. Extended license models In the previous G Suite, there were three different license variants for users: Basic, Business and Enterprise. With the new Google Workspace, on the other hand, companies have a bit more options to choose the model that suits them best. As before, the following applications are also included in all packages: The rate structure is now as follows, with the following business models aimed at organizations with up to 300 users:
- Business Starter: Price: 5.20 € per user and month. In addition to the use of the Workspace apps, the license model allows individual business email addresses, video conferencing in Google Meet with up to 100 participants and 30 GB of cloud storage space per user.
- Business Standard: Price €10.40 per user per month. The tariff allows video conferences with up to 150 participants extended options such as recording, conducting surveys or participant tracking. In addition, a chat log can be activated and shared storage is available in Drive. Storage space increases to an average of 2 TB per user, meaning individual users can exceed that size, provided others fall short.
- Business Plus: Price: 15.60 € per user per month. Here, up to 250 participants are possible in video conferences and individual users have an average of 5 TB of storage available. Added to this are extended security and management functions.
For companies of all sizes, there are also various Enterprise variants, which are characterized by the following features:
- Enterprise Essentials: 1 TB of storage per user on average, up to 150 Google Meet participants, and shared storage in Drive. Not included here, however, are Gmail and Calendar.
- Enterprise Standard: All Essentials features (plus Gmail and Calendar), 5 TB of storage per user on average (more on request), up to 250 Meet participants, and advanced security and management features.
- Enterprise Plus: All standard features plus additional management and security settings, Pro licenses of the NoCode platform AppSheet.
All information about functions, prices and license models at a glance Click here to download PDF. Prices can be found here. Questions? Want to know more about Google Workspace? As an experienced Google Cloud Partner, we are always available to answer your questions. We will also help you with the implementation and support you in using the applications efficiently. Published on Router Mac Clone.
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