Top 5 G-Suite Tips & Tricks for Administrative Professionals

Employees are constantly striving to boost their productivity and efficiency to check off as many tasks as they can on their to-do list. G Suite’s set of productivity tools allow teams to easily collaborate in real-time. With G Suite, employees can connect with co-workers, work on projects simultaneously, and access files at anytime.

In previous blogs, we discussed ways to improve efficiency for marketing, sales, and HR teams. In this post, we’ll focus on how administrative professionals can take advantage of the unique capabilities G Suite has to offer to streamline processes and ultimately get more done. Below are our top 5 tips and tricks.

Organization By Time Zone

An Office Manager works across multiple teams to schedule meetings and events for employees. It’s crucial for admins to book meetings in the correct corresponding time zone. By adding a world clock to your calendar you will have insight into the time zone each employee is in to avoid incorrectly scheduling a meeting. Simply go to your settings and click on “Labs” to implement this function. Google Calendar provides you the option to add any time zone.

Save Time on Responding to Common Questions

Office Admins are constantly receiving the same questions from employees, whether it is directions to the office or how to set up their computer with the office printer. Continuously typing this information over and over again is time-consuming and repetitive. However, admins can take advantage of Gmail’s canned response feature to create email templates to common questions they receive. To create canned response, go to your settings tab, click on “Labs” and you will have the option to enable the feature. Having pre-written responses saves time and streamlines the process of responding to repetitive emails.

Obtain Employee Information Immediately

It’s likely that the Office Manager will not know every single employee at a company. This is why it’s crucial to have easy access to basic information about each employee. The Google Cloud Search functionality provides users access to their colleagues’ basic contact details, as well as events and files in common. From there, you can easily send an email or jump on a hangout.

Access to Executive Accounts

G Suite offers options for businesses to assign pre-built administrative roles or create customized roles for users on the platform. Developing an admin role on G Suite for the Office Manager can give them access to employee calendars. With this capability, Office Managers can easily book travel, hotels and meetings for executives and add this information to their calendar. Companies can customize the role however they’d like, depending on how much access they would like to provide to the employee.

Develop Groups to Streamline Emails

With numerous departments across a company, it’s likely that you will be sending many emails to different sectors of the business. Going through hundreds or thousands of names to send an email to a specific group is not a productive use of time. With G Suite, users have the option to create groups with specific email accounts. Executive Assistants can use this feature to segment employees into groups depending on the department or team they work in. To set up a group, go to your toolbox and click on “groups” and you will be prompted to creating a group. Ultimately, this will save time and allow for a quick process to send group communications.

Find out how other departments can leverage G Suite to be more productive in the workplace here. Contact us for more details on G Suite and Google Cloud.