Google Workspace is the ultimate productivity suite that offers enhanced versions of G Suite’s tools like Gmail, Google Drive, and Google Calendar.
The curated plans come with custom email for businesses, and with the rise of remote work, collaboration is made seamless with tools like Google Meet, Chat, and Docs.
Join the millions who rely on Google Workspace for teamwork and productivity in the cloud.
Let’s look at each of the Google collaboration tools:
Google Calendar
Google Calendar is a powerful tool that comes with Google Workspace, and it can greatly enhance teamwork and collaboration in any organization.
With Google Calendar, users can easily organize their day-to-day routine by setting reminders for various tasks and meetings.
This can help individuals and teams stay on track and ensure that deadlines are met.
One of the most useful features of Google Calendar is its support for sharing.
Users can share their calendars with others, making it easy to schedule meetings and organize events.
This is particularly useful for teams that need to coordinate their schedules and work together on projects.
In addition to sharing, Google Calendar also integrates seamlessly with other Google Workspace tools, such as Gmail and Google Meet.
This allows users to easily schedule meetings, send invitations, and join video calls directly from their calendar.
Overall, Google Calendar is an essential tool for any organization that wants to improve teamwork and collaboration.
By helping individuals and teams stay organized and on schedule, it can greatly enhance productivity and efficiency.
How to Share a Calendar?
- Click the ‘Options’ button (three dots) to the right of the relevant calendar in the main list. Select ‘Settings and Sharing’.
- On the next page, scroll down to ‘Share with specific people’
- Click ‘Add people’ and then enter the person’s email address.
- Choose ‘Permissions’ dropdown box and pick the privilege you want to allow. One can also change this later in the same section of the settings.
- Click ‘Send’
- One can share their calendar using a link. On the same calendar ‘Settings’ page, scroll down to ‘Integrate calendar’.
A public URL and secret URL is created and this generated URL is sent to colleagues or friends.
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Google Meet
Google Meet is a video conferencing tool that is part of Google Workspace.
It allows teams to hold virtual meetings and collaborate in real-time up to 250 participants per call, no matter where they are located.
Google Meet makes it easy to join and host virtual meetings with just a few clicks.
It offers various features such as screen sharing, live captions, recording, and a chat function that can be used to share links, notes, or files.
This tool is particularly useful for remote teams or those who work in different locations, as it allows for face-to-face interaction and effective communication without the need for physical presence.
By using Google Meet, team members can stay connected, share their work, and collaborate more effectively.
Overall, Google Meet is a powerful tool for better teamwork, enabling teams to stay connected and collaborate in real-time, regardless of their location.
Google Meet is very easy to use. To start or join a meeting, one needs to just go to the website, click ‘Start a meeting’ or ‘Enter meeting code’ to join.
Google Hangouts or Google Chat
Google Hangouts, now known as Google Chat, is a messaging platform included in the Google Workspace suite of tools.
It is designed to help teams communicate and collaborate more effectively.
With Google Chat, users can send direct messages to individuals or groups, create chat rooms for team discussions, and even make audio or video calls.
Google Chat supports a wide range of features that are helpful for team communication.
For example, users can easily attach files and documents to messages, search for specific messages within a chat, and set reminders for themselves or other team members.
Additionally, Google Chat integrates with other Google Workspace tools, making it easy to switch between different apps and share information across platforms.
One of the key advantages of Google Chat is its ability to improve productivity and teamwork.
By enabling teams to communicate quickly and easily, Google Chat helps ensure that everyone is on the same page and can work together effectively.
This can lead to faster decision-making, better collaboration, and ultimately more successful outcomes for your projects or initiatives.
Google Sheets
Google Sheets is a powerful collaboration tool offered by Google Workspace (formerly known as G Suite) that allows team members to work on spreadsheets simultaneously.
With Google Sheets, team members can view and edit the same sheet in real-time, making it easier to track changes and collaborate effectively.
One of the most significant advantages of Google Sheets is that it eliminates the need for sending spreadsheets back and forth via email.
This helps avoid confusion and ensures that everyone is working on the same version of the document.
Team members can also leave comments and discuss changes in real-time, making communication much easier and more efficient.
Another benefit of Google Sheets is that it offers numerous templates to help with different types of tasks, such as project management, budgeting, and data analysis.
These templates can save time and provide a good starting point for teams looking to organize their data and track their progress.
Furthermore, Google Sheets can be integrated with other Google Workspace tools such as Google Forms, which can be used to collect data, and Google Data Studio, which can be used to create visualizations and reports based on the data collected.
Overall, Google Sheets is an excellent collaboration tool for teams that need to work on spreadsheets together.
Its real-time collaboration features and templates make it easier for teams to manage and organize their data, while its integration with other Google Workspace tools adds even more functionality to help teams be more productive.
How to Share the Spreadsheet?
- Click ‘Share button’ on the upper right in GWS Google Spreadsheet.
- Add email addresses of the people you want to access the spreadsheet.
- Click the ‘Pencil’ icon and specify who can view the sheet, edit or comment on it.
- One can use ’Get a shareable link’ option and send the link manually. Choose viewing and editing permissions and massage or email the link to the team.
- Click ‘Done’ once finished.
With Google Sheets, work from home is no longer a challenge as you can easily connect with your colleagues real-time and work together on a document.
Want to send a notification to a collaborator in the sheet? Just right-click the cell in your sheet and pick ’Comment’.
Type a plus sign followed by the collaborator to send a notification to their email address.
Google Docs
Google Docs is a web-based word processor that is included in Google Workspace.
It allows multiple users to edit and collaborate on documents in real-time, which makes it an essential tool for effective teamwork.
With Google Docs, team members can create and edit documents simultaneously, and changes made by one person are instantly visible to everyone else working on the document.
This not only improves collaboration and communication but also saves time and increases productivity.
Google Docs also provides easy access to version history, allowing team members to view and restore previous versions of a document.
Additionally, comments and suggestions can be added, making it easy for team members to provide feedback and collaborate on improvements.
Overall, Google Docs is a powerful tool that can streamline team workflows and enhance productivity.
One can use the shareable link in the corner of the sharing box, or follow certain advanced settings step as below.
- Click ‘Share’ button on the top right.
- Click ‘Advanced’ in the pop up window to see the link to share with those who have an access and invite those who have access or invite more people.
- Under ‘Owner settings’ one can check boxes for those additional options and prevent editors from changing access or adding others. There is also a disable option for commenters and viewers to download, print, or copy it.
Pay attention to the colorful, flag-like icons with people’s names while looking at the document to learn who’s making the changes.
Google Slides
Google Slides is a web-based presentation software offered by Google Workspace that is designed to create and share presentations collaboratively.
It is a powerful tool for remote teams that need to work together to create high-quality and visually appealing presentations.
With Google Slides, teams can collaborate in real-time, share ideas, and make changes to a presentation simultaneously.
One of the significant advantages of Google Slides is its cloud-based storage, which allows team members to access the presentation from anywhere, at any time, as long as they have an internet connection.
This feature is especially helpful for remote teams, as it eliminates the need to send files back and forth via email or other file-sharing services.
Google Slides also offers a range of templates, themes, and fonts that can be customized to create presentations that are both professional and visually appealing.
Additionally, the software allows team members to add comments, suggest changes, and respond to comments in real-time, which makes collaboration more efficient.
Furthermore, Google Slides is integrated with other Google Workspace applications, such as Google Docs and Google Sheets, making it easy to import and export data and content between different apps.
In summary, Google Slides is an essential tool for effective teamwork as it enables team members to create, edit, and share presentations seamlessly, irrespective of their location, and collaborate effectively in real-time.
Gmail
Gmail is one of the most commonly used collaboration tools for email that comes with 15 GB of storage space per account.
Within Google Workspace, Gmail is one of the most popular collaboration tools as it enables delegation as an option.
When an individual is nominated as a delegate, they can read and send email on behalf of the email owner while accessing the account.
This feature of GWS makes it very useful
How to Set Up Gmail?
- Click the ‘Settings button (gear icon)’ in Google Workspace. Click ‘Choose’
- Select ‘Accounts and Import’ tab at the top.
- Scroll down to ‘Grant access to your account’.
- Make the selections for ‘Mark as read’ and ‘Sender information’
- Click ‘Add another account’, enter Gmail address of the person you are delegating to, and click ‘Next Step’.
- Confirm the email address and click ‘Send email to grant access.’
Google Keep
Google Keep is a note-taking app that comes with Google Workspace, and it can be an effective tool for teamwork.
It allows team members to create and share notes, checklists, and reminders.
The app is available on mobile devices and can be accessed from any web browser.
With Google Keep, team members can collaborate on notes in real-time, add comments and labels, and set reminders for important tasks.
This can help keep the team organized and ensure that everyone is on the same page.
In addition, Google Keep integrates with other Google Workspace apps like Google Docs and Google Sheets, making it easy to access notes and ideas while working on collaborative documents.
Overall, Google Keep can be a useful tool for effective teamwork by providing a central place for note-taking and task management, promoting collaboration and communication, and integrating with other Google Workspace apps.
- Click the ‘Collaborator icon’ at the bottom of the note.
- Enter the person’s name or type in email address.
- Click Save.
Google Workspace Online Collaboration Tools
Exabytes Malaysia consults and offers Google Workspace (GWS) as a product along with essential services and support.
Connect with our team to learn more about the collaboration tools.
Visit the Google Workspace official site here.
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Google Workspace vs Microsoft 365 Productivity Tools
Google Workspace Tips & Tricks To Upgrade Your Business Workflow
![Teamwork Made Simple: How SMEs Use Google Workspace to Stay Organised [Image] Discover how Malaysian SMEs use Google Workspace to stay organised and work like corporates. Learn teamwork hacks for proposals, spreadsheets, and project tracking. Boost productivity, save time, and simplify collaboration with Exabytes Google Workspace solutions. Targeted Keywords: Google Workspace Malaysia, Google Workspace for SMEs, teamwork with Google Workspace, Google Workspace collaboration tools, SMEs productivity tools Malaysia, project tracking with Google Workspace, Exabytes Google Workspace solutions Teamwork Made Simple: How SMEs Use Google Workspace to Stay Organised Running a small or medium enterprise (SME) in Malaysia often means juggling multiple roles at once — handling sales proposals, updating financial spreadsheets, managing HR files, and following up on client emails. Without the right tools, these daily tasks quickly become scattered across WhatsApp chats, email attachments, and endless file versions. This is where Google Workspace comes in. Designed as an all-in-one productivity suite, it helps SMEs streamline teamwork so even small teams can operate with the efficiency of large corporations. 👉 In this article, we’ll explore: - Why staying organised is critical for SMEs. - Real-life scenarios where Workspace improves teamwork. - How proposals, spreadsheets, and projects get done faster. - Extra features beyond Gmail, Docs, and Sheets. - A Malaysian SME case study. - The importance of security and trust. - Why Exabytes is the right partner for local businesses. --- Why Organisation Matters for SMEs Organisation is not just about being neat — it directly affects profit and growth. According to a study, unclear communication and disorganisation cost teams 20–30% of their productivity. For SMEs in Malaysia, where teams are often small and resources limited, this impact is even greater. Consider this: - A delayed proposal can mean losing a valuable client. - A duplicated spreadsheet entry may create cash flow miscalculations. - Misplaced documents can slow down regulatory compliance. By adopting structured tools like Google Workspace, SMEs can: - Share and edit files in real-time without confusion. - Keep communication centralised, reducing reliance on messy WhatsApp groups. - Track tasks and projects systematically. - Build a professional image when engaging clients and partners. --- Scenario 1: Sharing Proposals Without the Chaos Imagine a sales executive at a Kuala Lumpur-based SME preparing a proposal for a major client. Traditionally, the process involves: 1. Drafting the proposal in Microsoft Word. 2. Emailing the attachment back and forth for edits. 3. Managers reviewing different versions simultaneously. 4. Confusion about which “final_v2.docx” is the actual final version. With Google Docs in Workspace, this chaos disappears: - Multiple teammates can edit and comment in real-time. - The manager can approve changes instantly without version clashes. - A single live link is shared with the client, avoiding outdated attachments. For SMEs, faster proposals mean a higher chance of closing deals ahead of competitors. --- Scenario 2: Collaborating on Spreadsheets Made Easy Finance and operations teams often depend heavily on spreadsheets. But with manual file sharing, version mismatches and calculation errors are common. With Google Sheets, SMEs benefit from: - Live updates: everyone works on the same file simultaneously. - Data integrity: built-in change history reduces the risk of accidental deletion. - Advanced features: pivot tables, charts, and even integration with external data sources. - Access control: sensitive data is view-only for some, editable for others. 📍 Example: A Penang-based SME tracks supplier payments and client invoices in Google Sheets. When a team member updates a supplier’s payment status, the finance manager sees it in real-time. No delays, no duplicate records. 💡 Supporting Research: A PwC report found that while digital tools can boost productivity, clarity in digital processes is essential for improving employee morale and reducing workplace stress. --- Scenario 3: Tracking Projects Like a Corporate Giant One of the biggest struggles for SMEs is managing multiple ongoing projects without expensive software. Google Workspace makes this simple by combining Google Drive, Google Calendar, and Google Meet. - Project files are stored in shared Drives, eliminating scattered folders on personal laptops. - Deadlines are synced to Google Calendar, with automated reminders. - Weekly check-ins are held on Google Meet, where teams can update progress directly from linked Docs and Sheets. 📍 Example: A Johor-based creative agency uses Workspace to manage multiple client campaigns. Each campaign has its own shared Drive folder, with timelines tracked on Calendar. The team no longer spends hours asking “who has the latest file?” — everything is in one central place. 💡 Research Insight: A report by International Data Corporation (IDC) sponsored by Google found that organisations using Google Workspace gained significant productivity benefits, including an average reduction in project delivery time compared to traditional methods. --- Beyond the Basics: Features SMEs Often Overlook Many SMEs in Malaysia still think Workspace is only about Gmail, Docs, and Sheets. But it offers much more: - Smart Canvas: assign tasks, insert checklists, and tag teammates directly inside Docs or Sheets. - Google Chat Spaces: structured, searchable team chatrooms — a more professional alternative to WhatsApp groups. - App Integrations: connect Workspace with Asana, HubSpot, or Trello to create a central hub for all work. - Forms & Surveys: quickly gather staff feedback or client inputs without relying on third-party tools. These features transform Workspace into more than just a productivity suite — it becomes a complete SME management platform. --- Case Study: Malaysian SME Scaling Faster with Workspace A Johor Bahru-based e-commerce SME adopted Google Workspace after struggling with scattered tools (email on one platform, Dropbox for storage, Trello for tasks). Within six months: - Proposal turnaround dropped from 3 days to 1 day. - Finance reporting errors decreased by 40%. - Meetings became shorter and more effective as updates were visible in Docs and Sheets before calls. - Team onboarding improved as new hires could access all resources in one shared Drive. This shift helped the SME appear more structured to partners and investors — a critical factor in securing funding. --- Security and Trust — Even for Small Teams SMEs are often targets of cyberattacks due to weaker security setups. A 2024 report by Lockbaud indicates that small companies experience a 350% increase in social engineering attacks compared to larger organisations. With Workspace, SMEs benefit from enterprise-grade security without the costs: - TLS encryption for email. - Two-step verification for accounts. - Admin controls for file sharing and device access. - Data Loss Prevention (DLP) to prevent accidental leaks. This means even a small 5-person team can have the same protection as a multinational corporation. --- Why Malaysian SMEs Choose Exabytes for Workspace While Workspace itself is powerful, implementing it correctly can be tricky. That’s where Exabytes steps in: - Migration support: move old emails and files without disruptions. - Local support: 24/7 assistance from Malaysia-based teams. - Affordable pricing: plans customised for SMEs. - Training & onboarding: ensuring staff adopt the tools effectively. For Malaysian SMEs, this local support makes all the difference in achieving smooth digital transformation. --- Conclusion For SMEs, staying organised isn’t just about efficiency — it’s about survival and growth. With Google Workspace, small teams can: - Share proposals seamlessly without version confusion. - Collaborate on spreadsheets with real-time accuracy. - Track projects like corporate giants. - Leverage security and integrations usually reserved for big enterprises. The result? Faster decision-making, a more professional image, and stronger client trust. In Malaysia’s competitive market, these advantages give SMEs the agility they need to thrive. 👉 Ready to simplify teamwork for your SME? Explore Exabytes Google Workspace solutions today. --- Frequently Asked Questions (FAQ) Here are answers to common questions Malaysian business owners ask about Google Workspace: 1. Why should SMEs in Malaysia use Google Workspace instead of free tools? Free tools like Gmail, Dropbox, or WhatsApp may work initially, but they lack consistency, professionalism, and control. With Workspace, SMEs get a unified system for communication, file storage, and collaboration. This means fewer errors, faster decision-making, and a stronger brand image. For SMEs competing in Malaysia’s crowded market, these small advantages add up. --- 2. How does Google Workspace improve teamwork compared to traditional email attachments? Traditional workflows often involve endless email chains and multiple file versions. With Workspace, all team members edit the same document or spreadsheet in real-time. The “version history” function ensures no data is lost. This means fewer misunderstandings, less back-and-forth, and faster project completion. --- 3. Is Google Workspace too advanced or costly for small businesses? Not at all. Plans start at just a few ringgit per user per month, making it affordable even for micro-SMEs. More importantly, the time and errors saved often outweigh the subscription cost. Plus, Workspace scales easily as the business grows. --- 4. How secure is Google Workspace for SMEs? Very secure. Workspace uses enterprise-grade security, including TLS encryption, two-factor authentication, and AI-driven spam/phishing filters. According to Google Cloud, Workspace blocks 99.9% of spam and phishing attempts before they reach inboxes. This gives SMEs protection usually only accessible to large corporations. --- 5. Can Workspace integrate with the tools I already use? Yes. Google Workspace integrates seamlessly with CRM software like HubSpot, project management tools like Asana, and accounting platforms like Xero. SMEs can keep using their preferred apps while enjoying centralised communication and file management. --- 6. How does Workspace help SMEs present a professional image? Emails from yourname@yourcompany.com look far more credible than free Gmail or Yahoo addresses. Consumers are more likely to trust and buy from businesses with branded email addresses. For Malaysian SMEs, this can be the difference between closing or losing a deal. --- 7. Does Workspace help remote or hybrid teams in Malaysia? Yes. Workspace is cloud-based, so employees can log in from anywhere. Whether staff are in Kuala Lumpur, Penang, or working overseas, they can collaborate seamlessly on Docs, Sheets, and Meet. This is crucial as hybrid work is now the new normal in Asia. --- 8. How does Workspace reduce reliance on WhatsApp groups? Many SMEs in Malaysia still run projects through WhatsApp, leading to lost messages and scattered files. With Google Chat and Spaces, discussions are structured, searchable, and tied directly to files in Drive. This prevents important updates from being buried in casual conversations. --- 9. What happens if my company grows quickly? Workspace scales effortlessly. Adding new staff is as simple as creating new accounts under your domain. Each team member instantly gets access to shared drives, branded email, and collaboration tools. This keeps the organisation consistent as the team expands. --- 10. Can Workspace really save time for SMEs? Yes. Features like Gmail’s Smart Compose and Docs’ AI suggestions help employees write faster and avoid repetitive tasks. Google mentioned that AI across its productivity suite saves its 3 billion users' time. (Google Blog). For SMEs, time saved translates directly into cost savings and faster client responses. --- 11. How does Workspace help with project management? Workspace combines Docs, Sheets, Drive, Calendar, and Meet into a single ecosystem. SMEs can store all project files in shared folders, assign tasks via Docs or Sheets, and schedule deadlines in Calendar. This makes project tracking far simpler compared to juggling multiple third-party apps. --- 12. Is Google Workspace mobile-friendly? Yes. According to DataReportal Malaysia 2024, 96% of Malaysians use the internet via smartphones. Workspace has official apps for Android and iOS, so employees can check emails, join meetings, or update files while on the go. --- 13. Can Workspace improve customer service for SMEs? Absolutely. SMEs can set up specific email addresses such as support@company.com or sales@company.com. This ensures customer queries are directed to the right team, speeding up response times and improving satisfaction. Customers perceive the business as more organised and professional. --- 14. Is it difficult to migrate from Gmail, Yahoo, or Outlook to Workspace? Not with the right support. Google offers migration tools, and Exabytes provides local assistance to transfer emails, contacts, and files safely. This ensures zero downtime, so businesses can continue operating smoothly while upgrading to Workspace. --- 15. How does Exabytes support SMEs using Google Workspace? As an official Google Workspace Partner in Malaysia, Exabytes offers: - Domain setup and email migration. - Training sessions for your staff. - 24/7 local support in English and Bahasa Malaysia. - Affordable SME-friendly pricing plans. This means SMEs don’t just get the software — they get guidance to fully maximise its potential.](https://i0.wp.com/www.exabytes.my/blog/wp-content/uploads/2025/11/5273896e-9703-42cd-8d04-7e9ab092839a.png?resize=218%2C150&ssl=1 "Teamwork Made Simple: How SMEs in Malaysia Stay Organised with Google Workspace")
