Friday, August 4, 2017

Become a power G Suite administrator with this handy checklist!

G Suite applications create a world of possibilities for businesses of all sizes. They present an intuitive way of working that goes beyond simple business email systems. From real-time document collaboration to engaged video conferencing, the vast range of tools make it incredibly easy to boost user productivity and data security. With such great usability and functionality, it's imperative to understand the utility of the console that administers these powerful applications; The G Suite Admin console.
The G Suite Admin console is designed to provide administrators an easy way to add users, manage devices, configure security, and tweak several other settings. Centralized administration allows users to work efficiently and the ability to focus on more important tasks. The G Suite Admin console also provides access to advanced insights and usage reports. If configured and used correctly the console can be a powerful way for administrators to optimize G Suite for their users. With a broad array of functions (which can seem intimidating at first), we hope this short list will give you a better sense of administrating G Suite.
  • Add users and manage Google cloud services
    • If you're a growing company, you'll probably be hiring new staff. You can add new users via the admin console individually or several at once. Once new users have been added, they can begin communicating and collaborating with fellow users immediately.
  • Add layers of security and privacy 
    • G Suite provides excellent security features to protect your invaluable data. It's important to utilize features like enabling 2-step verification across your domain. 2-step verification blocks the majority of hacking methods to better protect your organizations data. If you haven't yet enabled 2-step verification, it's only a matter of time before one of your users has their account compromised. This can lead to an embarrassing email broadcast to your customer base!
    • The console also provides access to user behaviour reports designed to help identify users that are disregarding security procedures. The reports show risky user actions, such as the installation of external apps that may threaten the integrity of the user's account.
  • Control users' access to services and features
    • Administrators can activate/deactivate or even tailor how certain services work for specific users or everyone. This means users can only see the services they have been granted permission for when signed in. For instance, you can activate Google Hangouts for your support team while exclusively allowing the marketing department to share public Google Sites. (Note: by default, G Suite applications are turned ON for all users and there is no action required to make the services available to users.)
  • Use Google training and deployment resources
    • To ensure a smooth rollout, be sure to use Google's learning resources that contain guidelines for in-app training. We often find frustrated users abandon the system simply due to lack of education and understanding. Adopt best practices and learn hidden, yet useful features, by utilizing the videos, tips, and guides in the G Suite learning centerThe deployment site features templates for building an in-house learning center and planning a successful rollout.
    • You can also set Chrome extensions for G Suite training that facilitate self-paced interactive lessons for your users. For full featured and thorough training on G Suite, we recommend getting in touch with us (Interlockit.com).
  • Grant admin privileges to other IT staff members
    • Share the power! But we recommend doing so very carefully and only with trusted users that are responsible for managing users, devices, and configuring other management settings. Remember, granting admin permission to a user means you are giving them access to the admin console!
  • Google's mobile device management for iOS, Android, and Chrome devices
    • Users by default have access to their G Suite accounts from their mobile devices. This creates the need to manage and enforce security policies to protect the user data. G Suite's mobile device management tools provide a way for admins to remotely wipe data from lost or stolen devices. Admins also have visibility on mobile audit logs that help determine usage.
  • Add domains as aliases or separate entities for free
    • Unfortunately many admins don't know that the admin console allows organizations to add many domains at no extra cost. Users can be linked to identities at one or multiple domains without compromising their ability to share services. Admins can also add domains separately or as a domain alias.
Still need assistance with the admin console? No problem! InterlockIT.com offers training, not only on G Suite applications such as Gmail, Drive, and Calendar, but also on the feature rich admin console for administrators like you! We're here to help you with a range of things, from deployment and migrations to training and day to day management. Get in touch with us today to learn more about administrating G Suite for your organization!