Why we took the leap from Microsoft Office 365 to G-Suite
June 14, 2019
Your Journey to Cloud with Oreta; Assessing, Migrating and Modernising
September 9, 2019

Considering migrating to G-Suite? Our thoughts by Maksym Hlushko, our Senior Project Manager

Oreta recently migrated to the G-Suite platform - our Senior Project Manager Maksym Hlushko, reflects upon unique features and what key business issues the platform solves

After several weeks of trial with the core team, Oreta took a plunge into G-Suite. This platform delivers productivity and collaboration tools from Google.

With Oreta now on the other side of the migration, it’s now time to reflect on how it compared to our expectations on business applications. Our Senior Project Manager, Maksym Hlushko (or Max for short) will highlight a handful of distinctive features below that make the G-Suite experience unique. He sums up his G-Suite experience as a “Scandinavian design business suite of applications with a minimalist yet practical approach”.

It has all the important features one would need in a clean, compact and non-cluttered design and runs off your Google Chrome browser. In addition, it answers the usual productivity problems in a unique way - this creates greater possibilities to organise and track information.

G-Suite Solves your Communication and Organisational Issues

I’d like to reflect on a couple of G-Suite products and how they provide new methods of solving old issues.

Utilising Gmail solves two key problems - communication and organisation.

The old hat solution was one dimensional in terms of email organisations into folders. On the other hand, Gmail provides a single view of the email “folder”. For example, all emails can be grouped by the “Customer” folder. This may house related emails by “Project” and further group the emails into “Commercial”, “Key Architectural Decisions” and “Issues”. This layout is straightforward and efficient, allowing a user to view previous checkpoints with ease.

Let’s say the user wished to view how “Key Architectural Decisions” relates across projects, or even across customers. This is where the old solution would not perform effectively as the user would have to either jump into each “Customer” folder or perform a search across all folders. That being said, neither solution is optimal for this exercise. The former solution requires multiple steps to consolidate and view related information, whereas the other might render complete results.

Simplifying your Information

The other issue that Gmail solves is automating the organisation of information.

The old solution provided a greater range of features to aid the user in sorting their emails. However, I would argue that most users would use 5% of the sorting features. On the other hand, it is limited by the old paradigm of email location. Automation in G-Suite utilises a different approach where artificial Intelligence tries to predict what email is important based on your past decisions. For example, if the system picks up the following keywords - “customer”, “project”, “meeting minutes”, the system will automatically sort this outgoing message into three different folders (or labels, as it is called in G-Suite).

Increase your Productivity and Collaboration

Another topic I’d like to discuss is document processing.

Two key issues that document software solves is the ability to present information as well as the ability to collaborate on getting information there in the first place.

The solution to the former is well represented in Google Docs which provides a majority of the key features a user would need. The solution to the latter moves a step further. In all Google document processing software (Docs, Sheets, Slides), users can collaborate efficiently.

The software increases productivity by allowing several users to edit a document, sheet or slide simultaneously. Users can view their team making amendments live and can comment, as well as assign those comments as actions. These actions will automatically appear in the relevant user’s email to remind them to take action.

The last G-Suite product I would like to discuss is the calendar and meetings. Most G-Suite calendar features are what you would expect from the robust tool. There are a few features however, that really caught my eye. G-suite enables the user to amend the owner of a meeting. This is useful as I often felt the need to delegate a meeting or set up a meeting for someone else. Another nifty feature is the ability to set up meetings via hangouts. This is set automatically with each meeting request, however, the user can also opt to remove this option. In order to join, all you need to do is click through the meeting to start video conferencing or screen sharing. Naturally, the dial-in is provided as well.

I have reflected upon some of the unique features that G-Suite provides, however, this also means that there are several other features such as security and integration capabilities that did not get a mention.

Overall, G-Suite stands up well to Scandinavian design analogy. It is light-filled and understated, yet productive and functional. For Oreta, G-Suite opened up new horizons to solving old issues whilst increasing team collaboration.

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