Moving to Google Apps
November 27, 2013 by Eric and Steve
Personal computers are supposed to be designed to make life easier for anyone who’s willing to give them a try. Unfortunately, it doesn’t always end up this way. Professional computer users who create computers and computer applications sometimes forget who their end users are. They forget that most people just want to point, and click, and move on with their lives, and they end up creating extremely powerful devices/programs that are actually, effectively useless.
The same can be said about email. Today, email has become more than just email. Email has evolved into a complex process of comprehensive “information management,” the contents of which aren’t very far removed from being the very currency of our lives. Accordingly, the best email platforms are those that can handle massive amounts of information and present it in a palatable format. Even better, today’s best options take traditional email a step further and integrate it with useful applications that enhance collaboration in a team-based environment.
For a simplified yet powerful “information management” package, Intersites recommends Google Apps, starting at just $5/mo. “Google Apps” embodies a whole suite of applications that can increase productivity and improve communication between your team and ours. The most useful among these include Gmail, Google Drive, and the Google Calendar.
“Gmail” is Google’s take on email. It comes with a full 30 GB of storage space, and the $5 payment allows you to make a user name @yourcompany.com as opposed to @gmail.com.
Other useful features include:
- Automatic syncing with your mobile devices
- Text, voice, and video chat capabilities, all from your inbox, allowing you to communicate with anyone else who is signed onto Gmail in real time – including the team here at Intersites.
- Inbox search powered by the Google search engine. This can be very helpful in unearthing ancient emails that would otherwise be lost forever.
Google Drive is essentially the Microsoft Office Suite online. Drive is a cloud-based file sharing system that allows multiple users to access and edit documents at a single location. Drive starts at 30 GB of storage space and allows its users to create word documents, spreadsheets, and presentation slides.
Drive is great because it removes the disorganization that inevitably arises whenever a team shares a file via email attachment. File sharing through attachment requires the file to be renamed after each new edit, which can get very confusing. Google Drive, on the other hand, automatically saves after every single modification from every single user, allowing for total transparency and real-time remote collaboration.
Like Drive, the utility of Google Calendar comes from its transparency. Your Google Calendar can be shared with other Google users to essentially automate scheduling and remove the needless back and forth of seeking a workable time slot. Simply set the days that you’re open and the days that you’re not, and others can use Google Calendar to request a meeting. Google Calendar can also be used to set reminders for yourself, and it is fully compatible with Gmail and Drive.
Many clients who work with Intersites have already made the Google App switch. We would recommend the same to anyone seeking “information management” simplicity. Google Apps is designed for people who need a reliable way to organize their digital lives but who also have real-life, offline responsibilities, such as running a business. If this sounds anything like you, Intersites can help review your situation to see if Google Apps would be a good fit.
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