What every not-for-profits should expect from Google Workspace

When people think of Google, they immediately think of the monopoly search engine. But Google has become so much more than that with Google Workspace, a subscription-based productivity platform that offers a range of tools to help your organisation work, create, share, and collaborate in real time.

Formerly called G Suite, Google Workspace provides not-for-profits with a viable alternative to Microsoft 365. With popular apps like Gmail, Calendar, Docs, Slides, Meet, and Sheets, Google Workspace makes collaboration seamless, especially for NFPs. Setting up and using Google Workspace is incredibly easy, with no software installations required—everything works right from your browser or mobile device.

This guide will take you through the key solutions Google Workspace offers NFPs.

Email & Calendar

• Gmail: As part of Google Workspace, Gmail allows you to use your own domain, such as [email protected], giving your organisation a professional look. Gmail’s strong spam filters block over 99.9% of spam emails using Google’s global infrastructure and advanced algorithms.
• Calendar: Google Calendar integrates seamlessly with Gmail, enabling you to schedule events and share your calendar with team members. You can also migrate existing calendars from systems like Exchange, Outlook, and iCal. It’s accessible from any device, so you’ll always have reminders of important events and meetings on hand.

Collaboration & communication

• Google Docs: Docs allow multiple users to edit documents simultaneously, making collaboration effortless. You can work from a variety of templates for common tasks like meeting notes, newsletters, and proposals. It’s also possible to import Microsoft Word files, PDFs, and export your documents in .docx format. Even if you're offline, Google Docs can sync your files for you to continue working.
• Google Slides: Google Slides allows you to create presentations directly in your browser. You can enhance them with animations, videos, charts, and cool transitions. Collaboration features allow your team to work together on the same presentation, with fine control over who can view or edit the slides.
• Google Meet: Previously called Hangouts, Google Meet is a reliable and secure video conferencing tool. You can set up virtual meetings easily by sharing a link with participants. Meetings can be joined from any device—whether a conference room system, laptop, or mobile phone. This is a valuable tool for remote work and connecting with external partners or clients.

Information management & file sharing

Google Drive: Drive offers cloud storage and file-sharing services, enabling you to upload any type of file and share it with others. Files can be accessed and synced across multiple devices, including Windows, macOS, Android, and iOS systems. As part of Google Workspace, Drive includes additional business-focused features:

• Storage: Depending on the plan, you can receive 30GB, 2TB, 5TB, or unlimited storage per user.
• Admin Controls: Gain control over your data with advanced administration features that allow monitoring and access management.
• Audit and Reporting: Track user activity with built-in auditing and reporting tools.

Security features

Two-Step Authentication: Google Workspace provides two-step verification, which we highly recommend enabling to secure your organisation's data. This feature requires users to authenticate with both a password and a verification code, significantly enhancing security. Given the increasing number of cybersecurity threats, this added layer of protection is essential for NFPs managing sensitive data.

Google Workspace Discounts for NFPs

Not-for-profits qualify for discounted pricing on Google Workspace plans. Depending on your needs, there are plans with varying levels of storage, features, and support.
NFPs can explore Google Workspace with a trial version here.
 

Read next

What every not-for-profit should expect from Microsoft 365