Google Workspace enhances remote work experience

Working remotely has increased in popularity in Singapore as more organizations adopt and open up to the concept of allowing their employees to work from home or other remote locations.

The results of a recent study conducted by Cisco have highlighted a growing preference for hybrid work arrangements across ASEAN markets. Specifically, in Singapore, 71% of employees surveyed expressed a preference for flexible work arrangements that allow them to work from both the office and remotely.

This trend towards hybrid work reflects a desire for greater flexibility and work-life balance, as well as the increased adoption of digital technologies that enable remote work.

With the rise of remote work, team collaboration tools such as Asana, Trello, Lark Suite, Microsoft 365, Google Workspace, and Wrike are becoming increasingly popular, playing a crucial role in helping teams stay connected and productive.

With powerful features like chat messaging, video conferencing, document sharing, and task management, team productivity tools can make it easier for everyone involved to stay on top of tasks and collaborate with their team members.

In this article, we will identify the challenges of remote work and how collaboration tools such as Google Workspace can help overcome them seamlessly. 

Some of the Main Challenges of Remote Work

remote working at home

There are several advantages to working remotely for both employers and employees. It allows employers to tap into a larger talent pool, seeking out more potential talents and opportunities, reducing overhead costs, and increasing productivity.

Meanwhile, employees can enjoy more flexible working hours and the freedom to work from anywhere.

Additionally, employees can focus on their tasks more efficiently with fewer interruptions from the working environment while still having more time for themselves and their families.

While working remotely has numerous advantages, there are also a number of difficulties that must be overcome.  

1# Communication and Collaboration

One of the main difficulties of remote work is staying connected and working productively with other team members. It could be difficult to ensure collaboration goes well and smoothly when working from different locations.

It may be challenging at times to establish rapport and trust with team members who are not physically there, and remote workers may feel alienated and disconnected from their coworkers.

2# Productivity and work-life balance

People working from home could have a harder time distinguishing between work and home life, potentially leading to an unhealthy work-life balance. Distractions and a lack of structure hurt productivity for remote workers who don’t manage properly.

This could lead to lower productivity, an increase in stress levels, and an inability to focus on life. The key is making sure that remote workers are taking breaks from their job if needed, whether that means visiting the office once in a while or staying home.

Related: Useful Productivity Tools for Freelancers Working from Home

3# Technology and infrastructure

In order to be successful with remote work, it’s important to find reliable and secure technology and infrastructure, including high-speed internet, virtual private networks (VPNs), and collaboration tools.

Without these tools, remote workers struggle to access important files and information, and their productivity suffers because of it; hence, investing in these necessities is a must. 

4# Management and leadership

Compared to managing employees who are physically present in the office, managing remote workers involves a different set of skills and techniques.

Managers and leaders need to learn and adapt different ways to communicate effectively with remote workers. Set clear expectations, and provide support and feedback.

5# Cultural and social challenges

Working remotely might potentially present cultural and social difficulties, especially for employees who are new to the company or who are located in various time zones or regions.

When some team members are not physically present and working at the same office, it can be challenging to create a sense of community and culture.

How Google Workspace Overcome Your Challenges and Improve Remote Work Experience

Working remotely comes with its own set of challenges as well, such as:

  • Communication 
  • Collaboration issues, 
  • Productivity 
  • Work-life balance
  • Technology infrastructure
  • Management 
  • Leadership
  • Cultural differences 
  • Social challenges

Fortunately, collaboration tools such as Google Workspace can solve these issues, providing remote workers with the technology and infrastructure they need to work effectively and efficiently while also facilitating teamwork and communication among team members.

1. Stay Connected and Collaboration

Google Workspace includes a wide variety of different tools like Gmail, Google Meet, and Google Chat that enable teams to keep in touch and stay connected regardless of their location.

This allows for seamless collaboration on documents, spreadsheets, and presentations in real time.

a. Create a Google Groups for email lists

It’s simple. Start by creating a group and adding your desired team members to the list. After the group is successfully set up, use its email address to send status updates and share important resources among the team, such as team calendars and Google Drive documents, to everyone at once.

This approach ensures that everyone is on the same page, keeping updates to the latest information. 

This helps reduce the time spent on individual communication and allows others to focus on the important tasks at hand. Overall, creating a Google Groups email list is a relatable way to optimize communication and enhance the working experience within your team.

b. Create a Space in Google Chat

In Google Chat, users can create a space sorted by conversation topic via the “Create or find a space” button and click “Create space” on the Space tab. They can then name the space, add members and choose an access level for the organization.

A space can easily be turned into a group chat just by clicking on the down arrow next to the group chat name and then “Turn this chat into a space”.

As for mobile users, they can do the same in the chat space from the Chat or Gmail app by tapping on “Spaces” or “Rooms”, then “New space” and “Create a space”. They can then proceed to name the space, add members and choose an access level.

c. Create a Shared Drive

You can create a shared drive by opening Google Drive and search for your shared drives, and clicking on “Shared drives” on the left-hand side.

If your organization supports shared drives, you can create a new one by clicking “New” at the top, giving it a nice and catchy name, and clicking “Create”. Congrats! you’ve successfully created a shared drive.

You can add folders and files, and share them with your team as you like.

d. Start Video Meeting

You can start or join video meetings from Gmail or the Google Meet app.

To start a meeting from Gmail on a web browser, click Meet in the sidebar and then New meeting. To join a meeting, just click “Meet” in the sidebar and then choose “Join” a meeting or join a scheduled meeting.

To start a meeting using the Google Meet app, open the app and choose “New meeting” or enter a meeting code to join.

You can add other people to a meeting by choosing the ”Add others” option and selecting a name or entering an email address; even a phone number would work.

If you’re away from your organization, you will need someone from your organization to give you access to the video meeting.

To share your screen or a window during a Meet video meeting:

google meet video meeting

Step 1: Click on the Present Now” button at the bottom of the screen.

Step 2: Choose to present your entire screen or a specific window.

Step 3: Click on the screen or window you want to present.

Step 4: Click on the “Share” button.

Step 5: To attach a presentation or other resources to your Calendar event:

google calendar event with video conference

You can Create a new Calendar event or edit an existing one by:

Step 1. Click on “Add conferencing” and choose “Google Meet”.

Step 2. Click on “Add attachment” and select the file you want to share.

Step 3. Click on “Save”.

google meet chat function

Follow these steps to use the chat feature during the meeting:

Step 1. Click on the “Chat” icon at the bottom of the screen.

Step 2. Type your message and push “Enter” to send 

Step 3. Click on the People icon to see a list of participants and choose the ones you want to chat with.

2. Time Management to Work Remotely

Google Workspace offers a wide range of tools such as Google Chats, Google Calendar, and Google Sheets. Helping you manage your home life and work schedules. These tools provide a seamless way for you to stay on top of your home life and work schedules.

1# Set Up Working Hours

Use Google Calendar to help you balance your work and home life when telecommuting and organize your schedules. Letting others know if you’re available to meet.

You could adjust your working hours in the Calendar settings so that people who invite you to events outside of these hours could receive a notification.

Google Calendar Setting

To set up working hours in Google Calendar on your computer:

Step 1: Open Google Calendar and click Settings, then Settings again.

Step 2: Under “General,” click “Working hours” (or “Working hours & location” if your admin has turned on working location).

Step 3: Click “Enable working hours” and select the days and times you work.

Calendar may suggest working hours based on a few factors, like your time zone, the work hours in your country, and most importantly, your schedule. You can choose to accept, decline, or edit these given suggestions to your liking.

When you set up your working hours, others can check and see when you’re available to meet and plan each event accordingly.

If someone invites you to a meeting outside of your working hours, they’ll receive a notification that you are currently not available

2# Share Your Availability

When you need to step away from work for a while, there are a few ways to let your team know. You could send a message to a Chat space dedicated to your team, send a quick email, or set up an “Out of Office” autoresponder in Gmail.

You could also create a shared calendar to show when everyone in the team is out of the office.

Create a shared calendar by opening Google Calendar on your computer, clicking “Add other calendars” > “Create a new calendar”. Next, add a name and description for your calendar, then click “Create calendar” to finish up.

To share your calendar, click on the left bar and select “Share with specific people”. You can set an alarm on your Android device to remind you to sign off for the night and shut down your devices.

Tips & Tricks for Managing Remote Employees 

work remotely

1. Collect a team mailing list

Sharing information with team members across the globe can be challenging. However, you can simplify communication by creating a Groups email list for your team. This allows you to email everyone at once instead of sending individual messages.

You can even share resources like team calendars and Drive documents by using the group’s email address. This makes it easier for everyone to stay informed and work together with ease.

Tools: Groups, Drives, Calendar 

2. Team visibility

Sometimes it’s tough to schedule meetings when your team members are located in different time zones. But with Google Calendar, you can check when everyone is available by looking at their schedules all in one place.

You could even make separate calendars for different team events like meetings, training, or time off. This way, scheduling events will be a breeze. 

Tool: Calendar

3. Effective communication

To stay connected your team members who are located in different places, create a Chat space or Chat in Gmail. This will make it easy for everyone to stay in touch, share ideas, discuss best practices, and build a sense of community. 

Tool: Chat

4. File sharing and editing from anywhere

Keep all your team’s files safe and accessible by storing them in one folder on Google Drive or Shared Drives. Share the folder with your team, and they can access the latest files from any device, anytime.

Plus, you’ll get notifications when someone makes changes to the files, so everyone stays updated on the latest version.

Tools: Drive, Drives, Sheet

5. Project planning and schedules

Managing team projects and schedules across different time zones can be difficult at times. To simplify things, create a project plan in Sheets that tracks progress and completion.

Each team member can directly update their progress in real-time, eliminating the need for long email chains. By accessing and updating the same plan, it’s easier to distribute tasks and manage schedules. Plus, you can see changes as they happen in real-time.

Tool: Sheets

6. Video meetings and online events

Need to stay connected with your team members who are located in different parts of the world?  This is where video meetings would come in handy. Use Meet or Gmail to participate in team meetings for discussions, brainstorming sessions, and virtual events from your computer or mobile devices.

It’s a fast and convenient way to stay connected with your team without the need for expensive travel and still get the benefit of physical meetings.

Tool: Meet

7. File edit in real-time

Collaborating with your remote team on files can be a hassle, especially when you have to deal with multiple versions and attachments. But with Docs, Sheets, and Slides, you can edit together in real-time, chat within files, and give targeted feedback using comments.

Plus, changes save automatically, so everyone is always on the same page. You can even share and collaborate on files in a team space using Chat or Chat in Gmail.

Tools: Docs, Sheets, Slides, Chat

8. Do presentation remotely

When in-person meetings are difficult or straight up not possible, you can use Meet to present your Slides, Docs, and other files during a video meeting.

You can even record your video meetings so that team members in other time zones can view them later. With captioning turned on, your team members can watch without sound.

Tool: Meet

9. Create surveys and questionnaires online

Easily gather information from large groups of people, including internal teams or external clients, using Google Forms. Create and analyze surveys directly in your mobile or web browser.

Collect feedback on documents, conduct opinion polls, or create a customer satisfaction survey. You can then get notified when people answer your survey, look at the results, and use charts and graphs in Forms or Sheets to summarize the data.

Tools: Forms, Sheets

Frequently Asked Questions:

1. How does Google Workspace help me while working remotely?

With the help of Google Workspace, you can access your files through a web browser on any mobile device, anywhere, at any time. Making it a breeze for you and your team to stay in touch at any location across the globe.

2. How do I ensure the security of my files and information while working remotely with Google Workspace?

Google Workspace includes advanced security features, such as two-factor authentication and data encryption. Ensuring the security of your files and information.

You could set access permissions for individual files and folders for extra security to control who has access to the said information.

In Closing

Google Workspace is a valuable solution for companies with remote teams, as it offers a centralized platform that enables team members to connect and collaborate from any location.

This suite of productivity tools overcomes many of the obstacles that can hinder online work, including communication gaps and limited access to resources.

By using Google Workspace, companies can enhance their workflow, improve productivity, and ensure that their remote teams are connected and engaged. 

Related articles:

10 Surprising Reasons to Consider Google Workspace Tools

Gmail vs Google Workspace (G Suite for Business) Comparison

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