30 Time-Saving G Suite Tips to Help Your Employees be More Productive (Cloud Next '18)
My. Name is Zane always and I'm a product manager on the G suite team, during. This session my colleagues, Stacy and Mario will also be joining me on stage. GCE. Has long been known and loved by users, because. It makes them more productive, there. Are GP apps that many of you here in the room probably know and use, think. Gmail, Google. Docs Drive, calendar. All of, these apps are. Designed to boost your productivity at, work. Some. Of the features that we're going to cover during this session, have. Been around for a while on our staple 4G, suite but, others actually have been announced Google, cloud next this year so, keep an eye out for these we're gonna indicate, that on the slides. You're. Probably wondering what this illustration is. My. Colleague Bradley, helped me visualize what. It feels for a lot of people at work today. They. Often find themselves in, a sea of information. And. They're. Also always racing for efficiency. So. Now looking at this illustration how, many of you here relate, to this image I. See. A few hands, going up and at. Work you're always juggling, tasks. Drinking. From the fire hose of information and. Your. Work flow is being continuously interrupted, by pings from your colleagues requests, from clients. Let's. Look at this stat up here, what. It says that, each time you're interrupted, it, takes you 23, minutes or a little over 23, minutes to get back to the task in hand, that's. A lot of time for each interruption, that you get so that's why you should tell your coworkers each time you may interrupt you you're, wasting 23 minutes of my time. Another. Stat that is. Top of mind for me is the, average number that a knowledge. Worker so now someone that sits behind their desk spends. Reading. And responding to emails a week and that. Number is 11, hours. Now. Some of that work is creative work that's work that you were hired to do and you want to probably continue doing, it, but, a big portion of these 11 hours, are. Actually just wasted. Time and they can be really sped up on the. Product team that I'm on on GCE, we, actually look at these two stats and think how, can you how can Jesus. We are the tools that we build keep, you more focused so you don't context, switch that much and how. Can we speed up these eleven hours, that. You spend on email. On. G. Street we decide we designed our product to do two things we. Want to help you do more things and we want you to do things faster. So. This is one. Staying focused, and. To. Doing more faster. Today. As I said we want to showcase how, we actually do these two things that we claim we do. To. Do that I'm gonna introduce Irene, Irene. Works, at a company, a great company called kitchen appliances, and for. The rest of this presentation I'm gonna, walk you through a month, or so of Irene's work. Irene's. Day, at the office and. Throughout. The presentation, we're, gonna highlight features, in the apps I mentioned earlier that actually boosts the, productivity, productivity of Irene and her team. So. Here's the story there's a big review on the calendar. Irene. Is preparing, and her team is preparing, to launch, a new line for the kitchen appliances, line a new product for the kitchen appliances line and it's called the ultra stove and. The. Reviews on the calendar in three weeks. Now. I'm sure a lot of you now, are thinking about that big project that you have lined up on the calendar or maybe it's next week or next month and when, you think about a task like that you think of a few, things one. Is that the big review cannot be pulled and on all nighter and in. One step it's, actually a game of multiple milestones, there, are deadlines, and there are dependencies to. The. Reviews like these are not just about the final slide act that you present or the proposal there's, a lot of busy, work and technical, work that goes behind the scenes this. Information, is usually spread, and stored all over the place multiple folders, some, of it is discussed over email threads. Some of it is lost over instant messaging and. Three. Is that you're rarely working, in a siloed you're, working with stakeholders there are people who need to approve your work what's. Worse is that beep these people in this day and age are all over the world they're, working, actually on different time zones in different offices and, finally.
These Reviews are never linear you don't go from point A B to C there's a lot of back-and-forth and. You. Have to go back to point a after. You got to B and then go back to C just, to iterate, on the work that you're doing the. Product teams on GS we studied, problems, like these or user journeys, like these we talked to customers like you to understand, how can we get that process a lot more efficient, and we. Concluded. That there are four main stages when you're trying to work on a task, like that. One. There, is a project lead or one, point person who is starting the project they're putting the plan together and, then. There's product up plan with their teammates and stakeholders, so they're communicating, with. A team and. Then. They're, collaborating, on the analysis, on the slide deck on the technical work other deliverables, and. Finally. They're, presenting. The proposal, or the plan and that is where, that final, stage comes in. Mario. Is going to walk us through this, first stage the getting started trees. So. Getting started getting, started as sometimes, the hardest, part of the whole process right. Eirene. Even, from the get-go knows, that she wants to work efficiently and effectively. And she, wants to stay focused, so, let's take a look at how G suite helps her out there. So. As a dimension, you. Know a review, is scheduled for Irene and like many of us Irene's checking, email all the time and the way that she's alerted to the review is she gets an invitation in her inbox now. The nice thing about the way that G suite works especially Gmail, and calendar integration is that, you have actionable, emails, when you get these these invites so, in this case, Irene's, told when the meeting is who's gonna be on the meeting where to go but, she's also given button does quickly respond. Sure all of you are familiar with the yes no maybe but. The nice thing about the way that we're integrating, G suite in a more cohesive way is that Irene can even get a little bit more information using. The G suite side panel how many people are familiar with this and the new gmail, awesome. I see a lot of hands so. In this case Irene can actually open up calendar in the side panel and take a look at the day of the review and verify that oh yeah okay I have no blockers I can go ahead and say yes to this or, a worst-case scenario if there are blockers the reviews pretty important, she can go ahead and edit those other events, and move them around as needed so that the calendar event has not blocked. In. Addition, Irene, knows she has a deadline she has to work towards and she can use the mini month view on the in the calendar side panel to take a look at how many weeks she has left to work she's, got about three weeks to get this whole thing ready to go and she's got a lot of work to do so. Irene knows that in order to get this thing kicked off she wants to get all the relevant information needed, together and start organizing the team so.
Let's Take a look at how she does that. Now. Finding. The right files finding, the right information, that's sometimes the hardest part of the whole process and, what's, really interesting is we looked at a couple of different studies one from McKinsey one from IDC and we, found that 20% of the time people are actually using, that time to find, the right files that's a lot of searching a lot of hunting. More. Shockingly, 38%. Of the time people are actually looking for files not. Finding, them and then, recreating, the content, that's, redundant, work and it's totally wasted, fortunately. For Irene she's, on G suite and so, all of the things that her team and Irene, has, created, are all available at her fingertips using cloud search so. For example she's working through the ultra stove proposal, and she realizes you know there's an area of the project, that I'm not super familiar with and there's a whole team driving the AI portion, of that a simple, keyword search for ultra stove AI she, gets a lot of files but she also gets indexed. Emails that she was cc'd on about. Ultra stove AI all, in the search results, so she can go back and review those things in Gmail or she can open up those files and take a look to start gathering the right information to prep her team. So now Irene's got a bunch of file she wants to look at she's kind of poking through different decks and different design documents, and you, know she finds some interesting stuff like for example the AI team actually did a go live event back in March she wants to include that in her proposal of like when the timeline for the ultra stove launch is coming around because you don't want to launch AI ahead of schedule so. She takes a note and the nice thing here is that we're getting a sneak peek at something that's coming to not only Docs and slides, but sheets and calendar, which is that same G sweet side panel that you saw in Gmail we're. Gonna be rolling that out in the coming months so.
Irene, Select something from the slide deck and she's bright clicks on it and saves a note in keep right from the side panel what's. Cool about this integration, is that when she takes that note there's. A reference link added to the note automatically, for Irene so, she can jot down information and keep there's, a reference note there for her and later on when she accesses, that note either on key or in another instance, of the keep side panel that, link is there for her taking her back to the source where the note was created, an, even. Cooler, thing is the next time she comes back to this slide deck all the notes that she took in that deck are now automatically. Pulled up in focus no matter where they are in her key purpose because, it's related to the deck that she's looking at. Irene. Also notices, that hey it might be a good idea to, go ahead and create, a note. To herself about sharing, this with her US counterpart Mike. He's. Gonna be working on some of the ultra stuff presentation. And she wants to schedule a meeting to review the deck with him so, she puts a note and again there's a reference link to it so she can use it for future reference. Okay. Irene's gone through all these different things she's pulled together a bunch of information she's, taken a bunch of notes now it's time to outline a plan so she creates a new blank, document and, she, starts pulling information together and again, the G suite side panel with its keep integration, allows her to quickly drag and drop things into her outline and add, them to her document, immediately those. Reference links are available so even when she's in a different dock she can add those links to this dock and share them with her team. So. Let's take a quick look at how getting, started worked for her using some of the G suite tools. She. Was able to quickly take action in Gmail when the calendar event arrived in her inbox, calendar, in the side panel not only let her check to see if she was available and confirm ahead of time but, it also allowed her to quickly move any blockers, out of the way and and take a look at how much time she has to actually prep with her team, cloudsearch. Put everything in G suite at her fingertips, her emails were indexed, along with her documents and she was able to do simple searches to find those things and then. Reference links and keep notes helped, keep all the information that she got from the sources, that she took them from and used, them again later when she's creating new documents to share and collaborate with the team. Next. Up we need to communicate these things with the team on a regular basis and Stacey would you like to come up and share how I mean, is going to do that. Everyone. I'd, like to give you a little bit more context, on Irene so, before Irene, use G suite the, simple task, of creating a group meeting was, daunting, she. Had to she had to find where everybody was she would often get distracted she was always contact, switching. Now. That, Irene uses G suite and as, we saw her using the side panel, things, are getting a lot easier. Irene. Uses the, side panel for for, making updates to her calendar invites she can also check. Her schedule in, this, case, Irene remembers, that there's something she forgot to add to, the leadership review, so, she wants to make a quick update to the meeting description, right, from within her Gmail she, can do this and everybody, on the invite, is instantly, updated and, in. This at the same time she hasn't missed any important, email. And. As. We heard from Mario, Irene. Also uses keep notes she's. Made quite a few keep notes as she's been organizing, for the, big review. And. Today. I'm gonna share with you a special sneak peek, at a feature coming out and keep on your, mobile so. She. Had previously met, that I just made that note for Mike that they were going to later.
On Sync, on a document, and, what. Do you know in between meetings she checks her phone and goes, in to keep and sees that keep has given her a nice reminder, it. Says create, a meeting with Mike. So she can easily click, on that suggestion and the meeting gets set up right. Into her calendar she doesn't have to pre-populate anything. And her and Mike are all set to, go, that. Neat feature of keep Explorer will also suggest, not. Only calendar, meetings but also suggesting. Write writing emails suggesting setting, reminders. There. She is setting, up the meeting with Mike. So. Speaking, of meetings. Finding. Conference rooms and setting up meetings can be a real pain point and we, know this I'm sure many of you work with people across the globe and setting up meetings is not always easy even, Mario and I work, in different offices and we meet a lot he's in Sunnyvale I'm in New York so. We, have to figure out we don't want to waste a lot of time setting. Up the meeting to make our meeting productive. Thankfully. Google, has something new that we can share with you today called, automatic, room suggestions, what. This does in, in calendar, once, you put in your attendees, Google. Calendar automatically, can see where, the attendees are located, how many people are in the meeting invite, what. Kind of equipment is in the room and all, you need to do is knowing, the attendees, you don't need to know the buildings it makes it really simple so, Irene is really happy with this because she has some weekly meetings to set up for her for, her review and for. All the check-ins they're having up, in the coming weeks she, can use this automatic, room suggestions, and once her meeting, his book she feels really confident that nobody will be scrambling, and they, can focus on the content of the meeting. So. The other thing about meetings, is we. Want to keep them effective, and productive so. I'm sure there's some of you here that have walked into a meeting, had. A meeting by, the time you leave the meeting you're kind of not sure did anybody take notes is anything. Happening after this meeting can I see if anybody has kind of been in a meeting like that I know I have yeah. I see some, hands there so so. Google has something new also that we're excited to give you a sneak peek of it's called quick meeting notes this, way right, from calendar. Irene. Is able to select this quick meeting notes template. Within the template it's it's very easily, structured, for her to capture just what they need in the meeting they, can take notes they can track action items and have all them all the info that they need in one easy document to capture what, they need for a productive meeting. So. Now that they're there in their productive meeting they're coming up with some things to do there's, always a lot to do and that these things can be hard to manage but. Thankfully, in Google Docs Google Docs is giving her some great suggestions. She's, Google. Docs can see the content, of their meeting notes and sees that, some of the items relate, to Mike or relate to Irene so. Google, Docs gives, them an option to assign these items and, Irina. Team are thrilled with this because it's helping them keep them more organized, as you can see here on the screen Irene.
Is Able, to assign an item to herself. The. Other thing that Irene and her team are taking advantage of is the templates, that are in Google sheets they. Found a great project timeline, template, that's helping them keep track of all of these action items there's, a lot they want to keep track of up until their big review and they're still you. Know there's, still many ways that they could have kept track of it but this is really working, well for them it's. Just what they needed so they don't miss anything important. They, were able to find this right in the sheets template gallery. So. Now Irene, and her team have they've, had a bunch of meetings they're well underway they have a lot of good. Work done but, they're, not always in a meeting and they're always busy. Doing things so a great, thing that they've found is, chatting. With each other through hangouts, chat they. They're, able to do quick chats when they need to just catch, up on something offline, or, even. Group chats Irina has set up some chat rooms for the team to communicate which have worked really well for them this. Way they can have discussions, in the chat room and even refer back to them later the chat rooms are searchable and they, are always available so they've had great success with this. So. Now we've talked about a bunch of ways that Irene and her team are communicating, better with G suite I'm just going to recap some of them so. We saw how Irene was using the side panel in Gmail to be able to update her calendar and check, her schedule we. Also saw how the. New feature that we gave you a sneak peek and keep of Explorer, offers, nice suggestions, so that Irene, could make notes and then get. Helpful suggestions, to keep her items on the, right track we, also saw in. Calendar, how difficult, it can be to schedule meetings when we're all across the globe in different places automatic. Room suggestions, is helping us with this. Bye-bye, with just the attendees, the, calendar, system knows which, size room you need which location, is close to your desk and all, of those things to give you the confidence when you book a meeting that it will actually happen. We. Also saw the quick meeting notes template which is helping us keep, our meetings effective. And productive. And. Then once, you're in the meeting and taking those good notes Google. Docs is offering action, items so that you can assign, items to each other and make, sure that you're getting things done, the. Project tracking. And sheets has been awesome for Irene and her team as well they, have a they found a good template so they can keep all of their action items on track and and. Finally we looked at chat chat, is quick and easy and the team can all communicate no, matter where they are they can chat individually. And then they can chat as groups and they love that they can search from past conversations so, they don't they, don't lose any information, so, they've. Made a lot of progress Irene, and her team now, they're, getting really close to the review it's, really important that they have tight collaboration. Zena's. Gonna come up and tell you more about how they're collaborating. So. Earlier in the session I was mentioning that it's. Not just about that final slide deck there's. A lot of work that actually happens, behind the scene mostly. Technical work data, analyses, etc. Irene's. Team actually has a spreadsheet like this one it's, tracking, sales. At various retailers, for the old stove, model in, the old world you, would actually go through a big, data set like this one and type, in formulas, to, extract, insights data insights, and everyone. Probably had a favorite, formula, in sheets, or their favorite spreadsheet, tool mine. For example is index and match I'm, sure some of you really like vlookup, but. Google sheets, actually. Wants you to not care about these formulas, we. Want to save you the, time of memorizing when the right parameter, is and typing, in a multi-line formula, so. We have an answers tool as you see here in the side bar you can actually type, in questions, in natural language what does that mean you.
Can Type in something like what, is the store with the highest revenue we, figure out where that revenue column is we, figure out what, does it mean what is this word store, and we interpret your question. That came in in natural language and give you an answer a number. Behind-the-scenes. We actually had to, figure out a formula like, this one that's shown in the blue box on the sidebar and. In. The same sidebar, we often, also suggest, charts. Or pivot, tables that we extracted, from the big data set without you even typing, in a question, now. A lot of this work like, for example spreadsheet analysis, happens at your desk, but. We can't underestimate the time you spend commuting, to meetings or to conferences, like this one or. Even flying, to different cities mobile. Apps on both iOS and Android helped. Irene and her team work, while on the go and. Irene. Steam is actually often traveling, because they visit factories, production, factories and they. Often have poor, Wi-Fi or even no Wi-Fi on the plane. So. They, when, they had where the, when they're in that scenario not, only can they view their files offline but they can also edit them so for example they're editing the slide deck making changes to the images typing in text all of that edit. Or, all these edits are happening, offline, actually. Sync with the latest version of the slide deck once they're online again so, yes your files are in the cloud but we actually save an, offline version for, you to access, while, you don't have internet. And. With. A busy travel schedule, Irene's TM, not only has to, work, on the go but they also have to meet on the go. Elfi makes, it easier for Irene to connect with her team because with every calendar, invite that she sends out there, is an easy to join video call link so, you don't actually have to set up a video conferencing, code Irene's. Team has a hangouts me call by default like shown here. They. Also benefit, from hangouts made on their mobile phone so they don't have to pull out their laptop at airports, you. Can actually take video calls on your phone as well. Finally. A lot of people prefer to dial in from their phone if they don't want to have their picture up or they don't want to, be. On a high.
Internet Bandwidth, and. These phone numbers the u.s. dial and phone numbers appear for all geez GG, sweeeeet, customers by default when they you create a calendar invite and. Anyone. Can actually dial in to this number even, if they're not on G suite just like they would dial in a regular phone number on their phone. Now. Like, many people at work Irene, and, her team are heavy on email, with. So much movement as they're racing, against that deadline in three weeks, sometimes. Things fall through the cracks and they. Need a nudge in order to remember the important emails the. New nudge feature in Gmail reminds. Irene, of outgoing email that she didn't get but she didn't hear back on that. Way she can resend, it and remind, the recipient, that they need to take an action item nudging, also works the other way around for incoming, email, Irene. Could be reminded, that she received this email three days ago and she needs to reply. The. Nudge feature is part, of that new gmail experience, that we rolled out to the early program, early, adopters program back, in April, and earlier, this week we actually announced that the new Gmail with the nudge feature and other new features that I'm going to go over is generally. Available to, all G Street customers, starting this week and. As. You can see here there's one. More feature that I want to mention is the smart compose and it's, much more than just the type-ahead feature that you used to on your mobile phone it, actually, completes, full phrases, and even full sentences, so, you can tap through to complete emails. That, have common. Phrases, that you type over and over again. Now. Back to darks, a lot. Of the legal contracts actually happen in Google Docs today Eirene, leverages, red lining features, to suggest changes without actually changing the original content so the original owner in this case it could be a lawyer has, to approve the changes before it actually goes, goes, then sorry. The the video is not working but, a lot of these redlining features, are. Used today not just for legal contracts but also documents, are you collaborating with the t-bond. And. This. Also translate well in Google, slides that supports synchronous collaboration at, no, point does Irene have to play version, Berlin where, she sends a v1 of the slide deck wait for changes to come in and then, take. The new version edit again and send it back and in the meantime there's, a lot of wasted idle time well you see on the screen here is AG is how, collaboration, happens in Google slice today this is actually how mario stacey and myself prepare the slide back today that you see here, there. Are multiple multiple. People making changes in real time without overwriting, each other's changes. Now. So much great work went into producing that final, draft of the legal contract, of the slide deck and there's always the approval, work the approval, process where. You can get stakeholders, from PR, or legal, to approve your final, proposal. And, without. GC I read on her T or probably use a third-party tool, to track that they would export, the final product into a PDF upload, it to some project tracking tool and ask for approvals, and that, would work just fine however, if some one of the approvals actually asked for a change before they approved they would have to go edit the same file export, it again send it over for approvals, and version, rillettes are just. Really. Inefficient and does an irene doesn't actually like them so is with, GV this approval workflow is a lot more streamlined we're. Excited to announce drives, upcoming, document-centric, workflow. Which. Will allow users to get formal approvals on their file with this feature Irene, can submit her file for approval for specific co-workers and once, it's once, that's done it actually gets locked the, approval has who has, time to approve it once it's approved it also stays locked and, nobody else can editor.
Let's. Recap all of these tips and tricks during the collaboration, phase in. Google sheets we offer answers about your data and you can type in questions in natural language, we. Empower you to work on the go and you, don't have to have access to Wi-Fi all the time we. Save you time while, working, while, typing emails, with smart compose. We. Also make sure that you stay stay, on top of your inbox and emails with the nudge feature in the new Gmail. Last. But not least our real-time collaboration, features, that. We take for granted for Google Docs sheets and slides the, red lining features, that. Organize, collaboration, and then, you document, approval workflow in Google try and Google Drive save you a lot of time along the way and. All. That brings us to that final stage the presenting. Phase. Where. Irene and her team are ready to present the product plan for ultra, stove. So. They're back can hangouts me but. This time people, from around the world are dialing in because. They don't have to be there in person the. Slides can be presented on a screen in the room that they're presenting in there, are also on, everyone's. Laptop, or a mobile phone and this. Applies to meetings no matter the size at next, we announce that we will be increasing the maximum participants. Size, from, 50, to 100 participants. Will. Also allow live streaming to up to a hundred thousand people and that number sounds huge but it's actually the size of all hands that company is like Google. And. To. Minimize, interruptions, while presenting the ultra strove proposal, Irene, actually, asked the audience to hold off on their questions and submit questions, at. A URL where. She can take the questions at the end of the meeting I'm, actually gonna try out this feature right now so you can ask me, and Stacy. And Mario. Some questions get. On the mouse over, here. All. Right so you have this. URL at the top of the screen and it will stay on for the remainder, of this, presentation. So, go ahead the. URL. At the top and type in your questions that you have about G suite. You can also vote on questions that other people submit and will, be up onstage to answer the top voted questions later. Now. In some of the meeting rooms kitchen, appliances Inc they. Actually have jam board devices, how many of you have seen the job or device or some of them next that's awesome so all of you know it's a digital whiteboard, except, that it's really collaborative in fact it supports up to 16 touches, at once, and. It actually works really well on present, for presentations, multiple speakers because I can put the slides up wirelessly. And then, I can also, use. The hand just, you hand touch input to flip, through the slides. So. We covered a lot of features they're all listed here on the slide and it's. All about taking your productivity to that next level and our. Hope that we inspired, you to take the tips that you learn today back to your company and, share. With your team the collaboration, capabilities that, g3 offers and, all. Of that is in order to improve. The collective, productivity, at work and as. Googlers we, live and breathe d suite we use it every day but, we also want you to hear from other G suite customers, and, you. Can do exactly that are at our transformation. Gallery or the Learning Center both, URLs will be, here on the screen for, a bit and, you. Can actually try a lot these features that we talked about today like the sheets questions, and answers on your mobile phone so pull, out your phone and. Try. It out. You.