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Collaboration in google docs

3 Ways Marketers Can Use G Suite

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If you are in marketing, you know all too well how challenging it is to collaborate with your team and confidently publish great, approved materials. When you’re juggling multiple campaigns, countless creative files and ongoing projects, it can be challenging to keep track of everything and ensure quality control. G Suite, however, do a great job alleviating three common challenges marketers face:

  • Turning around deliverables efficiently
  • Ensuring proper approvals
  • Gaining stakeholder representation in reviews

As such, we’ve partnered with Google to bring you Google Apps Summer School for Marketers. Summer School is a fun series of short videos—none more than five minutes long—highlighting how marketing departments in various business verticals can use Google Apps. The series features Google’s Marketing Director for Google Enterprise, Maureen Bradford, and covers file collaboration, tracking materials and statuses, and working efficiently from anywhere. For now, here are some additional tips for how Apps can help marketing departments improve common processes.

Turn Around Deliverables Efficiently: Share Assets in Google Drive

share files in google drive

Share files in Google Drive and manage editing abilities easily.

Create documents in Google Docs, Sheets, or Slides (which behave much like the word processing tools with which you are already familiar) and save them to the cloud in Google Drive.  Send your team a link to the documents and they can all view and edit these files live in the cloud instantly.

Additionally, Drive doesn’t merely store Google-created files—it stores countless file types including Adobe Creative Suite files, video projects, images and more.  As G Suite users get unlimited storage, your team can store massive volumes of files. You can even upload a single file up to 5TB.

Upsides:

  • Quickly searchable repository of creative assets
  • Access anywhere, on any device
  • Real-time updated documents to review at any time

Sign Up: Free Summer School for Marketers   Sign Up


Simplify the Approval Process: Collaborate on Documents in Google Docs

Collaboration in google docs

Google Apps like Docs, Sheets, and Slides offer real-time non-destructive or destructive editing. Apps also include revision control so edits can easily be reviewed and reverted as desired.

Your team can simultaneously edit the same document with either destructive (permanent) edits or tracked changes in Google Docs saved in Google Drive.  Within Google Docs, simply add a team member’s name in the comments by adding a plus sign and their email address, and they will be alerted via email that the document requires their attention. This applies to other Google App document types like Sheets and Slides as well.

If simultaneous document access and collaboration sounds frightening to you, you’re not alone. However, it bears mentioning that Google Apps also maintains a revision history recording who made edits, and when, so it is always possible to restore previous versions.

The collaborative abilities simply allow you to quickly get eyes on writing projects, read and respond to stakeholder comments via email and even gain a sense of your team’s editing preferences by watching them review documents in real time.  Instruct your project owner to add a comment indicating his or her final  approval to the document upon review to alert the team they can confidently move forward with publishing thereafter.

Upsides:

  • The confidence of a single, finalized file representing all stakeholder input
  • No sifting through numerous drafts in a folder, searching for the most recent copy
  • Inconsistent naming conventions won’t prevent users from finding files

Simplify Stakeholder Involvement: Video Conference with Internal and External Parties in Google Hangouts

If you have had less-than-pleasant experiences scheduling meetings in dedicated solutions like Webex or GoToMeeting, Google Hangouts can be a welcome breath of fresh air.  Let’s say you want to schedule a video conference with an individual or a group of people.  You want to be able to share your screen (or not), give control to allow others to share their screens, and collaborate on a document simultaneously.  You can schedule that meeting in three steps, in seconds.

Open your Google calendar and add a meeting at your desired time slot
Open the meeting, click “Invite Others” and add their name from a drop-down list, then click “Include Video Link”
Click “Save” and “Send Updates to Attendees”
This process will add the meeting to your calendar and send an invite with the video chat link to the other attendees so they can just click to join at the start of the meeting.

Upsides:

  • Increased productivity
  • More efficient meeting scheduling
  • A reduction in reluctance or procrastination to schedule collaboration with key stakeholders

If you want to learn more about saving time by marketing with G Suite, sign up for our Google Apps Summer School for Marketers.




Learn More about Google Apps

Familiar, simple, secure—it's time to give G Suite a closer look.

Organizations are moving to the cloud, and for good reason. Google Apps cloud solutions make it easier to collaborate, access files on the fly, and manage security. Download this free eBook, G Suite: Key Statistics and Use Cases for the Enterprise, to learn how Google Apps are revolutionizing modern work processes.

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