November 18


Using Google Rooms for Team Collaboration

Your team can stop losing valuable time and wasted effort by using Google Rooms for team collaboration to work on projects together. A recent study by Salesforce indicated that 86% of employees and executives cite lack of collaboration or ineffective communication for workplace failures. According to a study by Visix, 39% of surveyed employees believe that people in their own organization don’t collaborate enough.

This is the third in a series of steps you can take to get your small business organized before the end of the year. My original post can be found here. Last week I discussed how Google Chat can improve your team’s effectiveness. This post can be found here.

What is a Collaborative Workspace?

A collaborative workspace is a shared space that allows 2 or more individuals to work together on a project. Many tools support collaboration, but Google has created an unmatched option for Google Workspace users. Using Google Rooms for team collaboration is an incredibly easy solution to enable a collaborative workspace for your team.

Google Rooms

Google has been supporting work teams for years with G-Suite. Very recently, Google updated G-Suite with a new service called Google Workspace. With this update, you can now access Google Rooms right from the Gmail interface as well as the traditional way through google chat.

How do Google Rooms Work

You can access Google Rooms through the Gmail interface on the lower area of your side panel. You can also access Rooms via Google Chat. Here you can create a new room and select whether people outside your network can access the Room or if you wanted your conversations threaded. The major update to Google Rooms is the ability to invite people outside your organization to a room. This allows you to collaborate with clients, customers, vendors, or suppliers. When you’ve created your Room, you can then add people and bots. What are bots, you ask? They’re super cool tools that can interact as a user and perform and automate basic tasks associated with them. 3rd party vendors also provide bots.

Using Google Rooms

You could set up a room for a specific project that your team is working on for a client or customer. You could also set up a room for an internal project such as a holiday party. Once your Room is created and you’ve included bots and invited other users, you can upload files to your Room. At that point, you can edit together in real-time on a project or task. Another fantastic feature of Google Rooms is assigning tasks to a Room member, which will show up on their individual google task list.

Getting Started with Google Rooms

Adding a Google Room
<noscript><img decoding=async class=wp image 1528 size medium lazyload src=httpsstructuredspacenetwp contentuploads202011Screenshot 2020 11 18 at 115420 300x170png alt=Adding a Google Room width=300 height=170 srcset=httpsstructuredspacenetwp contentuploads202011Screenshot 2020 11 18 at 115420 300x170png 300w httpsstructuredspacenetwp contentuploads202011Screenshot 2020 11 18 at 115420png 478w sizes=max width 300px 100vw 300px ><noscript> Example of how to create a new Google Room

Your Google Workspace administrator will have to ensure that Googe Chat is set up correctly. From there, simply press the + button next to rooms in Chat or Gmail. Give your Room a name and then select whether people from outside your organization can be added to the Room. If you want threaded replies, and if you’re going to notify people via email. Now that your Room is created, you can then add people or bots. When you have a google doc, sheet, or slides added to your Room, you can edit it in real-time with those in your Room. However, you can only add files and setup tasks through the Room’s interface through Gmail or through mobile chat apps.

As a Google Workspace Consultant…

I’d love to share how Google Rooms and other Google Apps can help your team become more effective. You can reach out anytime here to schedule some time to chat.

author avatar
Todd Allan Founder


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