Unparalleled Benefits of Google Workspace

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While all those features above are great, now it’s time to dive into some of the real benefits of using Google Workspace for your business.

Google Workspace Logo

 

It’s never recommended to host your email with the same company you use for WordPress hosting. That’s why we don’t and will never offer email hosting to our clients (other than perhaps a Google Workspace add-on down the road in MyKinsta. 🤫) We go into great detail about the reasons here. But we’ll give you a quick summary of why below:

  1. If you use your host, you’re tied to IP addresses that your host has configured for outgoing email. If something goes wrong with that, such as a client suddenly spamming, there is a chance the IP address could get blacklisted for spam. Then you’re suddenly left hanging with no control.
  2. One of the biggest downfalls to relying on your WordPress host for emails is deliverability issues. With Google Workspace, you can authenticate outbound mail using DKIM and SPF records which can positively impact your spam rating.
  3. Sending emails via your WordPress host could potentially result in server resources issues. By offloading email to a third-party, especially Google Workspace, you’ll never have to worry about this.
  4. Spreading services across multiple providers is always a good thing. We always recommend separating DNS (we include Amazon Route 53 DNS for all clients), WordPress hosting, and email. This way if anything goes wrong with one, your email is always flowing. Most likely your DNS will still route regardless, but by using multiple providers you can guarantee this.

So as you can see, going with a third-party for email hosting is actually beneficial to your business.

Caveats (Transactional and Marketing Emails)

While Google Workspace accounts don’t have an SMTP limit, for those of you sending thousands of emails every month, we generally don’t recommend them for sending bulk emails or transactional emails (purchases, registering, resetting a password, etc). You can read the laundry list of their bulk sender guidelines. For these types of emails we recommend the following transactional email services:

Mailgun transactional email service
Mailgun

If you’re small and just starting out, don’t worry about your transaction emails until you start sending out large volumes. You can get started with just Google Workspace for everything and be just fine. Also, some of the providers like Mailgun above, let you send 10,000 transactional emails per month for free. So in a lot of cases, this doesn’t have to be an extra expense. And additional emails after that are pennies to send. Read more about transactional emailsSMTP ports, and free SMPT servers for WordPress.

You then have marketing emails, such as newsletters. The same thing applies here. Typically you’ll want to use a third-party provider due to better deliverability rates and tools for list building, A/B testing, etc. Here’s a few we recommend:

MailChimp email marketing software
MailChimp

Some of the transactional providers above also handle marketing emails and mention that on their sites. So in some cases, you could always combine your transactional email service and email marketing software. Read more about email marketing software.

Familiar, Compatible, and Easy to Use

One of the greatest benefits of going with Google Workspace for your business is that most of your employees are probably already used to using products like Gmail for email and Google Docs. This makes the transition super easy and ensures you don’t have to waste time explaining to new hires how to utilize company tools; unlike Zoho or Office 365 where there might be more explanation needed.

Google Workspace also has the best compatibility on mobile devices compared to any other email provider. It simply works, everywhere!

And if you already have a personal Gmail account, Google makes it super easy to one-click switch between accounts (personal Gmails and Google Workspace accounts).

Google Workspace switch accounts
Google Workspace switch accounts

Uptime

When it comes to uptime, Google is one of the best when it comes to reliability. If you want to dig into the technical details, Google Workspace offers a 99.9% Service Level Agreement (SLA) for covered services, and in recent years they’ve actually exceeded that. Also due to the fact that email is such an important part of every business, Google Workspace has no scheduled downtime or maintenance windows. All of their data centers are built with redundant infrastructure.

But just like any service, they can never be up 100% of the time. Therefore, you can always bookmark the Google Workspace status dashboard for updates on all of their products.

Google Workspace status dashboard

Google Workspace Isn’t The Cheapest, But It’s Extremely Affordable

There are other providers out there that are cheaper, such as Zoho (we’ll dive into a comparison further below). However, just like we always recommend you invest in WordPress hosting, your business email is not one of those areas you should try to save a buck. Having an email host that you can rely on can save you money down the road.

Here’s a look at Google Workspace’s pricing and what’s included in each plan.

Google Workspace Business Starter

Google Workspace Business Standard

Google Workspace Business Plus

$6/user/month $12/user/month $18/user/month
Business email through Gmail Business email through Gmail Business email through Gmail + eDiscovery, retention
100 participant video meetings 150 participant video meetings + recording 250 participant video meetings + recording, attendance tracking
Shared calendars Shared calendars Shared calendars
Docs, Spreadsheets, Slides Docs, Spreadsheets, Slides Docs, Spreadsheets, Slides
24/7 support (phone, email online) 24/7 support (phone, email online – Enhanced Support upgrade available) 24/7 support (phone, email online – Enhanced Support upgrade available)
Security admin controls Security admin controls Enhanced security admin controls, including Vault and advanced endpoint management
30 GB cloud storage per user 2 TB cloud storage per user 5 TB cloud storage per user
Cloud search Cloud search
Vault (archive and retention) Vault (archive and retention)
Audit reports Audit reports
Data loss prevention (Gmail + Drive)
Hosted S/MIME for Gmail
Gmail third-party archiving
Enterprise-grade security
Gmail log analysis

Here are some quick estimations for you:

  • For five employees you’re looking at $30/month
  • For 10 employees you’re looking at $60/month
  • For 15 employees you’re looking at $90/month

For everything that Google Workspace includes, that’s a pretty great deal and kind of a no-brainer!

You can also opt-in to a discounted rate by switching to an annual subscription. An annual subscription offers savings of up to 20% more than the standard monthly subscription. The great part is you can still be billed monthly on the annual subscription if you prefer.

 

Google Workspace Is as Secure as It Gets

Google Workspace is built on top of Google Cloud Platform, which offers the highest security on the market. It’s trusted by some of the biggest companies in the world; such as HP, Verizon, Whirlpool, and Salesforce. As Google says, they are leading with a “security-first mindset.” They have industry-leading knowledge and expertise backing each and every one of their products, including Google Workspace.

Google Workspace security

Here are a few highlights of ways Google Workspace protects you and your data:

  • Google Workspace Admin: Offers administrator the ability to control how data is protected, view reports, and even control mobile devices. Google Workspace administrators can also disallow employees from having the ability to enable “less secure apps.”
  • Encryption (TLS): Google Workspace provides email encryption in transit.
  • Certs, Audits, and Assessments: Google Workspace undergoes several independent third-party audits on a regular basis.
  • Data Retention: Google Workspace offers the ability to retain, archive, search, and export your data.
  • Privacy: Google does not collect, scan, or use your data in Google Workspace services for advertising purposes. There are also no ads in any of the Google Workspace products. You own your own data.
  • Transparency: Google continuously provides transparency reports to keep consumers informed.

You can check out Google Cloud’s security and compliance whitepaper for more information.

Unparalleled Benefits of Google Workspace

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