Want to get organized, save time, and benefit the environment? Let’s take a look at some of the many ways in which G Suite can replace clunky “old-school” tools and processes with modern alternatives.
Gmail: More Than Just an Email App
This is not your father’s email client! Far more than just a way to send messages back and forth, Gmail is a powerful electronic communications tool with a wealth of helpful and time-saving features.
|Old-School Way||G Suite Way|
|Type out emails manually, one by one. Hope that you didn’t misspell anything, especially if you were frantically replying on a mobile device while standing in an airport check-in line.||Speed things up and minimize errors with Smart Compose and Smart Reply, which use advanced artificial intelligence to suggest and autofill words and phrases for you. |
Smart Compose makes intelligent suggestions as you type, while Smart Reply lets you reply to others’ messages by choosing from standard responses, such as “Thank you” or “Sounds good.”
|Waste time looking for, downloading, configuring, and figuring out how to use a third-party app so that you can send a large email attachment. Cross your fingers that it works, and that the IT department doesn’t bust you for using a shadow app.||Just use a Google Drive link; it’s simple, it’s fast, it works, and it’s fully integrated with the rest of G Suite, so you’ll stay on the IT department’s good side.|
|Manually add email recipients to messages.||Gmail suggests recipients to add to your email based on previous messages you’ve sent. Simply click on a recipient to add them to the “To” field.|
|Oops! You put someone in the To field who should have been cc’ed or bcc’ed. You need to delete them from one field to put them in the other one.||Easily drag and drop contacts between fields.|
|Send an urgent email to a colleague, not knowing they are out of the office.||Before you even craft your email, Gmail displays a message letting you know they are out of the office.|
|Send an email just to ask someone a quick question, cluttering their inbox and yours.||Use Google Chat for a more casual conversation.|
Stay on Top of Things With Google Calendar
Google Calendar fully integrates with the rest of G Suite and makes sure you don’t miss important events.
|Old-School Way||G Suite Way|
|Use a third-party app to create a conference call, then manually copy the meeting information to an electronic calendar.||Add a Google Meet session to a Google Calendar event; a link and a dial-in number is automatically generated, and everything is sent to the participants all at once.|
|Coordinating a group call = struggling to find a time that works for everyone.||Create an event and add the participants. Then, select Suggested Times or Find a Time to see when all participants are available. Additionally, you can add a supervisor’s or colleague’s calendar to view their free/busy blocks.|
|Manually edit a calendar event that needs to be moved to a new day/time.||Drag and drop the calendar event to the new day or time, minimizing the opportunity for an error.|
|Being a remote worker or in a different time zone than everyone else means constantly having to manually decline and reschedule meetings because they are outside of your working hours.||Have Calendar generate a warning when your colleagues try to schedule a meeting outside of your working hours.|
|Manually decline meetings when you are out of the office.||Calendar automatically sends a message declining new and existing meetings when you’re out of the office.|
|Keep your personal and work calendars on separate platforms, then have to move back and forth to view and coordinate them.||Add your personal Google calendar to your My Calendars and easily see what each day looks like, from personal doctor appointments to client meetings.|
|Manually add directions to a calendar invite to make sure everyone knows how to get to an in-person event.||Because Calendar integrates with Google Maps, all you have to do is type a location in the Location bar of the calendar event, and the attendees can access a map and directions.|
|Print your schedule out. Waste paper and printer ink, and hope you remember everything you’re supposed to do today.||Use the Google Calendar mobile app. Get emails and push notifications to keep your day on track.|