March 16, 2021

What’s Your Preference – Office 365 or Google Workspace?

This post is not intended to convert any non-Google users. You can’t turn a Holden fanatic into a Ford one!

Or convince an Autodesk customer that Bentley produce much better modelling software (not saying they do, by the way!)

Or convince me that Space Gass is better than Microstran!

You can’t. We humans vigorously defend our choices, even bad ones!

This post is to simply share with you why I love Google Workspace!

Switching To Google Workspace

I moved to Gmail years ago. Prior to that, it was Outlook, and I hated it! The cloud solution Google introduced was way better than the desktop solution Microsoft had us all believing was the benchmark, and IT service providers will still insist that the software that requires heavy maintenance at the back-end is still the way to go!

Office 365 is in the cloud now (kind-of), and probably compares well to Google Workspace, but it’s not for me.

Google Workspace is Google’s solution to Microsoft 365. It has email, calendar, spreadsheet, word processor, slideshow presentation, and cloud storage.

Being cloud-based, it runs on all devices. You can start writing an email/spreadsheet/document/presentation on your phone, continue on your desktop, and then go offline and continue editing on the plane. Wherever you are, whatever device you use, it remembers!

Google Workspace Cloud

Seemless sharing & collaboration of documents

Gmail Labels

Gmail uses labels instead of folders, but recently I’ve gotten rid of most of these. If you’re spending a lot of time “cataloguing” your emails, you should too. Gmail’s best feature is its powerful and fast search tool.

We’ve created an “Inbox Zero” process at Yenem that helps us to empty our inbox most days and deal with important emails according to priority.

How many emails do you have in your inbox?

The most powerful feature is the ability to add productivity apps. We can take a screenshot, mark it up, and insert it directly into an email; and we use templates rather than writing the same things over and over again. Check out the offerings from CloudHQ that integrate well with Gmail. I’m not affiliated, by the way!

Google Calendar

Calendar provides a one screen view of all our team’s activities. We each schedule our work in our calendar, and we all share our calendars with each other.

It makes planning so much easier when you know where and what each other are doing. Especially since we’re not always together in the office.

The best add-on I use is Calendly. You can book a meeting with me from my website or email and Calendly knows when I’m available and only shows those times. Try it out now and we’ll catch-up for a phone chat or a coffee.


Calendly meeting booking by user availability

Google Sheets

Sheets is amazing! It sat dormant for years, because Excel is so good, right?

Seriously, it is. But since discovering Sheets I’m all over it. The biggest feature for me is linking data across sheets using IMPORTRANGE(). And another nifty formula called ARRAYFORMULA() which means instead of copying down heaps of the same formula, you write it once in one cell and it fills down automatically to the right spot all the time!

Google Sheet IMPORTRANGE function

Google Docs

Docs is still sitting dormant. Unlike Sheets, Docs is still a bit behind Microsoft Word. Expect this to change however. Our fantastic looking reports are currently produced on Microsoft Word, but in Google Docs, two people can work on the same document in real time and even communicate requests. I could be reviewing a report and tag John to “please re-write this paragraph ASAP while I continue with review“, and then page back up shortly after and it’s done! How cool is that!?

What's Your Preference?

I’d love to know what you think. Is Outlook/Excel (Office 365) still your thing? Do you have any favourite apps that make your day more productive? Share them with me.

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