6 Google Workspace tips to be more productive at work

Google Workspace is a set of Google features geared towards workplaces. With it, users have access to different tools that optimize their performance and make team activities more productive, especially in hybrid work routines, a common reality among Brazilians since 2022. However, not all users take advantage of the features of Google Workspace and some interesting features of the platform are still unknown to many employers and employees. Subsequently, the TechAll brings together six Google Workspace tips for being more productive at work.

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Discover Google Workspace features to be more productive at work — Photo: Unsplash/Grovemade

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1. Use Google Calendar features to know how you spend your time

Google Calendar has very useful features for anyone looking to keep an organized work routine. If you have a busy schedule, try naming and using colors to organize your tasks for the month or week. Once this is done, you can take advantage of the “Time Insights” function to see, in the form of a graph, an estimate of the time spent on each activity. This way you can identify possible production bottlenecks and reorganize programs and activities to achieve your goals.

Google Workspace’s Time Insights feature helps users gain insight into the activities that are making up their day — Photo: Divulgation/Google

2. Configure working hours and location

With the “Time and place of work” function, you can determine your place of work and the start and end times of your shift. The feature helps avoid scheduling conflicts: If someone tries to set up a meeting at 9am, for example, but you work from 10am to 7pm, the person will get a notification. Also, it’s a good way to track your working hours and prevent them from overdoing your workload.

The workplace definition, in turn, is helpful in facilitating meeting scheduling. By knowing the days you will be at company headquarters, your colleagues can schedule important face-to-face meetings for those dates.

“Working hours and location” feature control panel — Photo: Disclosure/Google

The feature can be activated on the computer through the Google Calendar settings, but the user must have a school or work account or be a Google Workspace premium subscriber. The information must be entered in the “Working hours and location” option. Once this is done, the data will be available to all other users connected to the same Workspace.

3. Make time for dates

Google Workspace lets you determine the times available for appointments. This feature is useful for organizing meetings with busy people who have little free time in their routine. Additionally, the tool prevents attendees from forgetting meetings or not being updated on them, by sending confirmation, reminder, cancellation, and even event update emails.

Google Calendar lets you book appointments — Photo: Disclosure / Google

To make an appointment, just click on the time slot you wish to book, select the “Agendamento de Appointments” option and add a title. The process can only be done on computers and, like the previous feature, is limited to those with the school, business, or premium version of Google Workspace.

4. Create and track tasks

Google Workspace offers a dedicated space for creating and tracking tasks. The resource is a good option for those who need to organize several activities throughout the day and cannot forget any of them. Once added, tasks are organized in Google Calendar, at the time determined by the user. In addition, Workspace allows you to track overdue requests and recover them.

You can complete tasks with just a few clicks on Google Calendar — Photo: Divulgation/Google

To add an activity to Google Workspace, click on the “Activities” button, located on the left side of the screen. In the option you can define the name, day and time of the task, as well as determine whether the task will be repeated daily, monthly or yearly. This process can be done both from your computer and from the Google Calendar app on Android and iPhone (iOS) phones.

5. Create filters to organize emails faster

You can intelligently organize your inbox with Gmail’s filters feature. Thanks to it, users can prioritize important messages, such as emails from the boss or meeting schedules, and prevent the inbox from being polluted by spam. You can define different criteria, such as sender, message size and date, so that the tool automatically performs actions such as ignoring the message, deleting it, setting it as a priority or adding a label.

Gmail filters identify spam and promotions and make it easier for you to find important emails — Photo: Disclosure / Google

The resource can be used for free on the computer. To use it, just open the mailbox, click on the settings icon, define the filter criteria and click on “Create filter”. Next, the tool lists options for automatic actions. Select them according to your preferences and click “Create Filter” again.

6. Edit documents collaboratively with Google Docs

You can create and edit documents with other people in Google Docs. Users can work with text files and allow others to write, edit and comment on the project. To bring people to collaborate in drafting the document, just type the “@” symbol everywhere and select who you want to add. The feature is free and can be used on Android and iPhone (iOS) computers or phones.

Adding people to documents is convenient and makes projects easier to visualize — Photo: Divulgation/Google

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