Perhaps your employees are using their own individual free Gmail addresses, or even Yahoo Mail or some other free email address for business purposes.
If you want to make the right professional impression, it makes much more sense to use email addresses such as:
Customers are far more likely to do business with a company that uses a business email address, than those that don’t. Your company is not fly by night, so you should make sure your image reflects this.
Are you currently using Gmail? Perhaps you don’t know that you can easily get business email addresses like the ones above, yet continue to have the familiar Gmail user experience that you and your staff are accustomed to?
Enter G Suite.
G Suite is actually a business version of Gmail. If you are currently using Gmail, you will have zero learning curve.
More than just email — G Suite includes Google Calendar, Google Drive, Google Docs, Google Sheets, Google Slides, Google Forms, Google Drawings, Google My Maps and Google Sites. If you love your Google Drive, you will be thrilled that even with the basic G-Suite account, you get 30 Gigs of storage on your Drive.
G Suite is a paid service: $5 per user per month. But not only is this a very minor investment — it might be one of the most justifiable costs for your business.
If you already own a domain such as your-company-name.com — that you got from a provider such as GoDaddy, Network Solutions or Register.com — there’s a straightforward one-time setup needed to use the same domain for your G Suite email addresses.
There are many more G Suite Benefits
Here are additional reasons to consider a move to G Suite.
1. Ownership of all email accounts associated with your company
As mentioned above, some companies let their employees use free mail accounts from Gmail, Yahoo or other sources. In that scenario, your employees own their own email accounts. If you use G-Suite your employees don’t own them. Let’s say one of your employees were to leave your company to work for a competitor or to perhaps even start a competing company of their own, and they personally own the email address that your customers use to contact them? You do the math…
Within G Suite administration, if someone leaves the company, you can immediately change that person’s password and forward any emails sent to their address to someone else. You can also access all of that person’s email history.
2. Who owns files?
When you use G Suite, all Google Docs, Slides and Sheets created by employees are owned by your company.
Keep in mind that Google Drive is also a cloud backup alternative to services such as Dropbox. You could create a company policy that requires employees to back up their local PC or Mac work folders and files to the company’s Google Drive.
In that case, if an employee leaves or you have to let them go, you would have full access to all their business files.
It is so much smoother to share documents with your team when you are all on the same G Suite account. For example, if you wanted to give all employees view-only access to a Google Doc, that can be accomplished with just a few clicks.
4. Group Email Addresses
Looking at the example above, if for example you are using the email [email protected]. You can now easily route emails sent to that (or any other G-Suite address) to multiple people or even to a customer service system.
There’s no additional cost for creating group email addresses, and you can add as many as you want.
5. Multiple Email Aliases
For any G Suite user, multiple email aliases can be created. Here are examples:
With email aliases, when someone emails you at one of your created aliases, it still ends up at the same destination, with no difference on the receiving end. It can be a lot easier to verbally tell someone that your email address is [email protected], even though your business card reads the more formal [email protected].
Ah, but it gets even better. There can also be multiple domains associated with each user’s email account.
If you decide to rebrand your company and you get a new domain name, such as: “your-new-company.com”, you can add this domain on to your G Suite account as a domain alias. The same principle applies as for email aliases. Whether an email is sent to [email protected] or to [email protected], it will go to the same inbox.
6. Double Your Storage (at a minimum)
The default storage for free Gmail accounts is 15GB. For G Suite Basic, it’s 30GB per user.
There are a number of options for increasing storage beyond the 30GB per user.
7. No more headaches when you switch hosting
Having this as number 7 feels like a disservice, because it is in my mind one of the most important benefits.
Maybe you already have a [email protected] email. It is in fact provided by your hosting company. If this is true for you, I highly recommend you switch to G Suite.
- If your hosting has a problem with downtime (and this happens, even with the best of the best of hosts) then your email is going to suffer downtime as well. Personally, I can live with a brief downtime for my website, but having my email go down can cause myriad problems that I don’t think I even have to spell out here.
- If you ever want to change your hosting company, it ends up being an absolute pain having to deal with DNS, zone files, and MX records. I am quite at ease with a lot of tech stuff, but I personally don’t want to go near any of that, it is way too complex and difficult, and I like to stay miles away from it.
- Don’t use your hosting for email, because it’s not what they are experts at. If you chose the right host, hopefully it is going to be the best host your budget allows. You want them to be really good at the hosting, but hosting is not the same as email, and having your host provide the email will likely mean you compromise on the email service.
8. Extra Security With 2-Step Verification
When 2-Step Verification is activated, if a user logs into G Suite from an unknown computer, they will be texted a verification code. If you are out of range or happen to not have your mobile with you, you can keep a set of backup codes on hand so that you can securely access your G Suite account as needed.
You can make 2-Step Verification optional or you can make it required for all users.
9. Brand it as yours
Instead of having the Google logo at the top of your screen, your company’s logo can be prominently displayed within all of G Suite.
With G Suite, you have access to 24/7 phone, email and chat customer support. As you might have discovered, there is no support for free Gmail.
There are a number of additional benefits to using G Suite, I encourage you to click the link* at the bottom of this post to explore for yourself.
Keep in mind that you can easily forward your personal Gmail account to your business account. That way, whether people send email to your “old” account or to your “new” business account, all email will end up in your G Suite inbox.
If you want to migrate your email from a Gmail account to a G Suite account, Google provides a service for this.
That’s ten… but here are a couple of bonus benefits:
Bonus #1. Ability to Use Outlook as an Email Client
You can get Google Apps Sync for Microsoft Outlook, if for example you have an employee that wants to keep Outlook.
Bonus #2 New for 2017 – Hangouts Meet
This is a nice extra bonus: In 2017, Google introduced Hangouts Meet, a new online meeting experience that is provided with G Suite.
Hangouts Meet makes it easy to set up online video meetings, along with screen sharing, for up to 25 participants for the Basic G Suite.
Ready to try G Suite? Get a free trial, no commitments needed!
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*links in this post are affiliate links