When Singapore SMBs think about Google Workspace, the first things that come to mind are usually Gmail and Google Drive. While these two tools are essential, they represent only a fraction of what Workspace can actually do. Hidden features and automations within Workspace can save hundreds of working hours annually and help SMBs cut unnecessary costs — but many remain underutilised.
In this article, we’ll uncover the lesser-known Workspace tools and automations, along with real-world SMB use cases from Singapore. You’ll also see how Exabytes SG helps businesses unlock the full power of Google Workspace.
What we’ll cover:
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Smart features in Google Docs & Sheets
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Google Chat & Spaces beyond basic messaging
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Google Calendar automations
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Advanced features in Google Forms
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Google Keep and hidden note-taking tricks
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Workflow automation with AppSheet & Apps Script
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AI-powered features with Gemini for Workspace
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Security & compliance features that SMBs often overlook
Why This Matters for Singapore SMBs
According to the Singapore Department of Statistics, over 99% of businesses in Singapore are SMEs, employing nearly 70% of the workforce. Yet, productivity challenges remain high. Research found that employees in Singapore spend up to 57% of their workday on communication rather than focused work.
By leveraging hidden Workspace features, SMBs can:
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Automate repetitive admin work
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Improve collaboration without adding new apps
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Enhance data-driven decisions
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Reduce dependency on third-party tools
Hidden Google Workspace Features Worth Exploring
Smart Chips in Google Docs
Where to find it: Open a Google Doc → type @ → select “People,” “Files,” “Events,” or “Variables.”
Most SMB teams in Singapore still share multiple attachments or paste links, leading to versioning chaos. Smart Chips solve this by embedding people, files, or events directly into Docs. Hovering over the chip shows details instantly.
Example: A marketing team preparing a campaign plan can insert team members, the creative brief file, and the launch event in one Doc. No more wasted time searching through email threads.
Connected Sheets for Big Data
Where to find it: In Google Sheets → Extensions → Data connectors → Connect to BigQuery.
While most SMBs use Sheets for small reports, Connected Sheets lets you analyse millions of rows from BigQuery without slowing down.
Example: An e-commerce SME analysing thousands of daily sales can connect Sheets to BigQuery, visualise performance, and forecast trends — all without hiring a data analyst.
Google Chat & Spaces as Project Hubs
Where to find it: In Gmail sidebar → “Chat” or “Spaces” → Create or join a space.
Unlike WhatsApp or standalone chat apps, Spaces integrate with Gmail, Calendar, and Drive. You can assign tasks, store files, and manage discussions in threads.
Example: A logistics SME can create a “Daily Delivery Ops” space, where dispatchers post updates, drivers share delivery issues, and tasks are tracked in one hub.
Data Validation & Automation in Google Forms
Where to find it: In Google Forms → Question settings → Response validation OR “Go to section based on answer.”
Most SMBs only use Forms for simple surveys. Advanced settings allow clean data collection, branching forms, and auto-grading.
Example: An HR department can onboard employees with a form where the path changes depending on the role chosen. Responses flow into Sheets for tracking automatically.
Google Keep for Quick Collaboration
Where to find it: Access via keep.google.com OR in Gmail/Docs/Calendar sidebar.
Keep is often overlooked, but it’s ideal for shared notes, checklists, and quick reminders. Unlike Evernote, it’s tightly integrated with Workspace.
Example: A catering SME can create shared event prep lists. Staff check items off in real time on mobile, ensuring no details are missed.
AppSheet – No-Code App Builder
Where to find it: Visit AppSheet → Sign in with Google Workspace → Connect Sheets/Drive data.
SMBs can build custom mobile/web apps without coding.
Example: A car repair shop can use AppSheet to track repair jobs and notify customers automatically via SMS. Professional workflows without developer costs.
Google Apps Script for Automation
Where to find it: In Google Sheets → Extensions → Apps Script.
Apps Script automates tasks like generating reports, sending reminders, or cleaning data.
Example: An e-commerce SME can set up a script to compile daily sales into a formatted PDF and email it to managers. Saves ~3 hours daily in manual reporting.
AI-Powered Gemini Features
Where to find it: Available in Gmail, Docs, and Sheets → Look for “Help me write,” “Help me organise,” or “Help me analyse” icons.
Gemini can draft emails, summarise Docs, and analyse data instantly.
Example: A startup can use Gemini to summarise financial data in Sheets and draft an investor proposal in Docs — turning a week’s work into a day.
Security Dashboard & Access Management
Where to find it: Admin Console → Security → Dashboard & Access Controls.
These tools help SMBs comply with Singapore’s PDPA. Admins can enforce 2-step verification, prevent data leaks, and monitor suspicious logins.
Example: A healthcare clinic can prevent staff from sharing patient data outside the company domain, reducing compliance risks.
Conclusion
For most SMBs in Singapore, Gmail and Drive are only the surface of what Google Workspace offers. By exploring these hidden features, SMBs can unlock powerful automations, reduce manual work, and enhance collaboration without adding more tools or costs.
With Exabytes SG, local SMBs get not just access to Workspace, but also hands-on support, training, and compliance guidance, ensuring they maximise the full value of their investment.
Frequently Asked Questions (FAQ)
- Why do many Singapore SMBs underutilise Google Workspace’s hidden features?
Many SMBs only use Gmail and Drive, overlooking automation tools like AppSheet or Apps Script. Without training, features remain unused. According to Google Workspace stats, over 3 billion users rely on Workspace, but adoption of advanced features is low compared to core apps.
- How can Smart Chips improve daily workflows?
Smart Chips reduce clutter by embedding people, files, and events in Docs. Instead of searching through emails, staff can access everything in one place.
- Is connected sheets too advanced for non-technical staff?
No. Connected Sheets is designed for business users, with drag-and-drop queries and charts. It allows SMBs to analyse millions of rows without SQL. Google Cloud Connected Sheets explains how.
