- What's up guys,
Peter Moriarty here.
So good to be here with you today.
In this video, I'm gonna be covering
some pretty damn awesome stuff.
I've got everything you need to know
to be an absolute Google Workspace superstar.
Now, we have gone through all of our little
best practice tips for both admins,
for novice users,
for those that are maybe even just signing into Gmail
for the first time.
And I'm gonna show you right from some of
the basic things that everyone's just gotta have right,
right up to some really cool advanced tips and tricks
as well.
So grab yourself a cup of tea,
sit down
and enjoy this stuff.
So let's get into it.
Guys, we're here today to talk about
how to be a Google Workspace superstar.
And if you don't know who we are,
we are itGenius.
We're a small business consultancy
and we help small and medium-sized businesses
to grow and to prosper
and to play a bigger game.
And we do that with a really solid technology strategy.
We believe that businesses that have technology strategy
in place
can have an unfair advantage in the marketplace.
And so that's what we help small
and medium sized businesses with
for you to be a technology-led company.
And when you're a technology-led company
and you've got a good technology strategy,
where you can really outstrip the,
let's say the legacy operators in your industry,
we are really all about helping you
to play that bigger game.
And that means that you've got to have a bit of
an unfair advantage.
That's what we're all about creating.
Now, we help businesses right from launch and startup stage
through growth stage, scale
and beyond as well through our partners.
Most of the businesses we work with though
are in the growth stage.
So they've got a couple of employees,
they've got their tech set up kind of done,
but maybe things aren't working out perfectly.
Maybe things are a little bit of a mess.
Your Google drive is a little bit disorganized.
Maybe your staff aren't putting tasks in the right place
or maybe you're doing tasks on email right now.
We know all of these kinds of problems start to pop up
when a company has more than one or two or three people
in the business.
Now, if you're a launch business or a startup business,
it doesn't mean you can't work with us.
We have programs and support offerings for everyone.
But if you're someone who's super cost conscious
and you've taken a look at our website
and decided that concierge is not for you,
then check out all the other videos on our library
on YouTube.
We've got heaps of stuff there to help you,
support you to get from launch to start up
and then to a place where you can engage your services.
Then obviously, as you grow,
we wanna help graduate you to be a scale company.
Our new growth KPI for our business
and our impact KPI for the business
is helping companies graduate from growth businesses
to scale businesses.
Because what we know is that
when a company has at least 20 humans in the business
and roughly around there,
the business owner is able to take a step back.
The business owner is able to actually enjoy
a little bit more freedom in their life.
And I've been able to be location independent
for over five years now,
been able to work from anywhere,
been able to have a lot more time to myself.
I have four day weekends,
which I've had for three years now.
And so I only work Tuesday, Wednesday, Thursday.
And we wanna help create that life
for more of our customers and more of our audience,
which is you.
So if you're excited by that,
why don't you drop me a little comment.
If you're on the live stream,
drop me a little comment and say,
"(indistinct), I'm excited, Pete."
Excuse the French, guys.
So this is the journey that we take businesses through.
And if you are interested in a free consultation,
you can a chat to our team about that.
All right.
Now, the future or what was the future,
the present is now remote.
We've had an amazing year of change
and everyone has been forced into this change
or taken this change on by the horns of the bull
and got excited about it.
Work is now remote
and we've been talking about this for years and years.
And Google has been a company that's been able
to work flexibly for years and years,
but the reality is now here.
And Google Workspace has made a massive impact.
Google have made some really big changes
to the way that Workspace has all of the stuff kind of
in one place now inside your Gmail.
And that's really the aim for them
and the new branding around Workspace is about,
all your work in one place.
Now Workspace now has 2.6 billion users,
which is just absolutely ridiculous.
Even Gmail itself has over 2 billion users
and Workspace is just growing at an amazing rate.
Now, what I wanna do is take you through some of
the best features and how to use them.
And so let's take it away.
Number one is Google Cloud Search.
And this is a feature that is not known by many
who are working in the Google world.
Now, Google cloud search is your search bar.
It's like your Google for everything that's in your G suite.
Oops, Google Workspace account.
Now, cloud search is important because
as you're working in your day-to-day tasks,
you wanna be as efficient and productive as possible.
And what we see quite often is for small business owners
they get trapped
and trapped by having too many apps.
And not only do you have subscription fatigue
if you have 10 different apps through 10 different things,
but actually finding and sorting your information can take
a lot of time.
And there was a survey that was done,
I don't have the slide here,
but it was something along the lines of
30% of time is spent each day searching for
or researching for information for
the average knowledge worker.
And this tool, Google Cloud Search basically
can rapidly reduce the amount of time
that you spend searching for things.
Because this is a search tool that allows you
to actually search through the whole of your Google account.
And so this is gonna help you to not lose information
and not double up your time if you create a document
or you store a document
and then you misplace it
and you have to recreate it.
And let's be honest,
that happens time to time to the best of us.
So I'm gonna show you some of the basics of
Google Cloud Search,
how you can access it,
it's very easy.
You just go to cloudsearch.google.com.
Now, you do need to be on a business plan.
And so if you're on a business plan,
that's the only way that you're gonna get access to it.
And you need to be on at least the business standard plan.
So not the basic plan, the standard plan,
which is the kind of like what was G suite business.
And so this is gonna give you access
to the cloud search tool.
If you can't see it, it may not be enabled for your domain,
so you can always get in touch with our team
and we'll help enable it for you.
Now, the first thing you'll notice
when you open up the cloud search screen
is that automatically,
it's opening up documents that I've accessed recently.
And so it's basically bringing up information
that's sitting in my Google drive,
in documents that I've used recently.
And you could also see here,
it's brought up my latest
and my next meeting that's coming up,
which I'm basically in right now.
And so inside there,
it's basically automatically bringing up information.
And it's using machine learning and AI to do that.
Basically, it's looking at,
"Okay, well, what has Pete accessed recently?
"What meetings does Peter have coming up?"
If I have a document attached to a meeting
or if anyone has attached a document to a meeting,
it might say, "Hey, Pete, this might be something
"that you're interested in checking out."
Next step you can see here,
this document it's brought up
because Angel has edited that document today
and I also opened it.
Here's another one that I opened
and here's yet another one that Jing edited
and shared with me today.
So it's basically using machine learning to predict
well, what kind of documents might Pete be interested in?
But the most powerful part of this is actually
the ability to search right across all the tools
in the organization.
And so here in the search box, if I,
let me actually show the screen properly.
If I type in something like Cebu conference,
I know that we've had some conferences
with our team in Cebu.
If I open up Cebu conference,
you can see here all of the documents, emails,
there's a group conversation,
there's a Google site that mentioned Cebu conference.
Somebody's resume mentions the word Cebu and conference.
Effectively this is searching the whole of my Google account
for absolutely everything that is available
that Google can see into.
Now, not only is it gonna open documents in my Google drive
and emails inside my Gmail,
it's even gonna look into Google Keep Notes.
It will bring those up.
Basically, absolutely anything inside the Google account
that has a search function,
it's gonna allow me to peek into those.
And so that is a really, really powerful little tool.
I have it open in a tab pretty much every day there,
just kind of sits there available for me.
And yeah, that's how we search inside a business.
Now, it will also have some advanced features
for larger companies.
And so if you are a business who's in scale mode
or you've even reached accelerate mode,
you've got more than 20 employees
and you may have some kind of local
file storage infrastructure,
well, you can even use cloud search to connect
to that local infrastructure.
There's a connector tool
and that connector tool will actually allow you
to connector to your local file systems,
index them in Google inside of cloud search,
and then actually will allow you to have them
available online,
which is pretty damn cool.
It's the easiest way for all of your team
to search right across the organization.
Okay, So I have a question here from Ben.
And Ben has asked, typically the homepage
for Google Workspace is Gmail.
What's my favorite homepage for team members
and is cloud search a good option?
Ben, I would say that cloud search is definitely
a good option for your homepage.
I tend to go into Gmail,
but for most people I don't publicly recommend
you go straight into Gmail
because I don't like going into my email first thing
in the morning.
I'm more likely to go into chat
and check in on conversations with the team.
Or I might go into my Asana tool
and see what tasks I have on today
and prioritize my work before I go and get jump
and potentially get lost into Gmail.
But I'm gonna share some tips in a upcoming video section
on how to get the most out of Gmail,
which I think you'll enjoy.
But cloud search is certainly a good option
for you to have as a homepage.
Remember that Google drive also has a priority view
and that acts in the same way in bringing up documents.
And so if you're a knowledge worker who spends
a lot of their time working on documents,
that's most of your job,
you might choose to have the priority view
inside of Google drive as the primary place that you work.
And so I'll show you guys what that looks like
inside your Google drive.
You can see here I've got my priority view,
which brings up all these different lists of documents
and in the same way with AI and machine learning,
shares documents across the top.
But obviously my search bar inside of drive
is only gonna search stuff in drive.
So the best search to use is Google Cloud Search.
But thanks for the question, Ben.
That's a good one.
All right.
Let's jump into our next section.