3 G Suite Workflow Tips to Grow Your Business

May 26, 2019 | Posted by: Meghan Donovan
G Suite Workflow Tips

According to market research firm, IDC, ineffective workflows could be cutting into your revenues by more than 20%.

How much faster could your business grow if you could eliminate that waste and improve your workflow process? What sort of incentives and benefits could you offer your employees to attract and retain top industry talent?

Well, with the power of G Suite and working in the cloud, you can streamline your internal and client-facing processes to reduce and eliminate the ineffective workflows that are costing your business money.

In this article we’ll discuss 3 tips to leverage the power of G Suite to drive business growth by streamlining workflow processes.

Defining Workflows at Your Business

Business Workflow Tips

What exactly is an ineffective workflow? For starters, let’s define what a workflow is.

From Merriam-Webster, a workflow is “the sequence of steps involved in moving from the beginning to the end of a working process.

So, now that we’ve defined what a basic workflow is, an ineffective workflow would be a sequence that has too many extra steps due to poor design and/or management. So, what can be done to correct an ineffective workflow?

The first step is to analyze every workflow in your business.

Defining Business Workflows

When you sign a new client, what are all the steps after they’ve signed on the dotted line?

  • Who is assigned the client?
  • How are they alerted to this new client?
  • How do they communicate with the client?
  • Where is the documentation stored?

As you can see, there are a lot of questions that need to be answered in order to fully understand your business workflows, and every business is unique. 

Once you’ve broken everything down, look for inefficiencies in the workflow.

  • Are you doing double work?
  • Could a step be simplified?
  • Could a step be removed?

Another solution to fix your ineffective workflows is to incorporate G Suite into your business model. Using the Google's suite of productivity tools, you’ll be able to cut a LOT of extra steps out of your workflows, increasing your overall efficiency and your revenues and/or profits.

And remember, the Suitebriar team of certified pros can not only help you with G Suite setup and implementation at your business, we can work with you to analyze your workflow, create systems to improve productivity, and provide on-site and virtual training to your team to ensure a successful transition to working in the cloud. Get in touch to speak with an expert for a free, no-pressure consultation.

In this article, we’ll provide 3 quick G Suite workflow tips to help you get started:

Tip #1: Look Beyond Email for Internal Communications

Hangouts MeetFirst, we’ve learned to depend on emails for ALL of our communications. And, if we don’t use email, we use text messages. Both of these communication tools leave huge communication gaps.

Instead of using email and/or text messaging, leverage the power of Hangouts Chat and Hangouts Meet.

Hangouts is one of the most effective internal communication tools as it is a secure messaging platform that gives you text and/or video conferencing at any moment. Plus, there’s an archive of all the past conversations so everyone will be on the same page.

Recommended: Labels vs Folders - How to Organize Your Gmail Inbox

Tip #2: Make Changes to Just One Copy

Next, we tend to send a copy of our changes over to the marketing department for approval. They open it, save it to their computer, make some changes, save it again, and then send it back to you. Then you open it, save it to your computer, make a few more changes, save it again, and then send it to the accounting department. And then they … see the problem here?

Business Workflow Management - Edit Documents in the Cloud

Instead of making all these “different copies”, stick to one copy and make all your changes in ONE place. To do this, you can use Google Drive + (Docs, Sheets, Forms, Slides). You can assign certain permissions at a user level and see all the changes in real-time, plus who made the changes. Even more, you can make comments directly in the copy which helps to reduce downtime waiting for changes and/or approvals.

Now, all you would have to do is send an alert through the Hangouts Chat messaging system alerting everyone in the group that the document has been updated.

Tip #3: Define & Follow a Schedule

G Suite Workflow & SchedulingAnd finally, you need to learn to follow a schedule. Sure, we follow a calendar, but it’s our calendar.

What happens if the client needs the documents sent over a week earlier than expected? You update your calendar, but no one else in the department knows this (unless you tell them).

So, as the deadline approaches, you’re getting a little antsy, sending out emails (again, use Hangouts) to everyone trying to find out what’s taking so long. Sue sends back her reasoning. Bob sends back his reasoning. Ted didn’t even get started on the documents. Now, you’ve got three different emails, on three different schedules, and the client is waiting.

Google CalendarInstead, use one centralized scheduling system like Google Calendar where you can assign users and/or groups. From there, everyone will be updated to ANY changes made to the calendar and/or scheduling. Instead of having the miscommunication issue from the above example, Sue, Ted, and Bob will know exactly what needs to be done. Plus, if you’re using the Google Drive features, you’ll see the documents as they’re being created and/or updated.

Harness the Power of G Suite for Your Business Workflows

Harness G Suite for Workflow Productivity

As we said earlier, you could be reducing your company revenues by 20% or more from an inefficient workflow. No matter what business you're in, G Suite can help you improve your workflow processes and drive growth in your business.

Using the productivity and workflow tools available within G Suite can reduce internal communication issues, keep everyone on track, reduce the number of error-filled copies from being distributed, and help to ease tensions in the office. It’s a simple suite of business tools which are easy to learn, and they can absolutely change the way you do business - for the better.

Get in touch with us today to discuss your unique situation, or request your free 2-week trial of G Suite and experience the power of Google's cloud-based business solutions for yourself.