5 Tips for New Google Workspace Admins - YouTube

Unknown: So next up, I'd like to talk about tips for new admins.

And these are my best tips for anyone who's just become

responsible for managing a Google workspace account. So

maybe you're an IT consultant, or you're someone who works in

an organization and you've been labeled as the IT person. Or

maybe you're a business owner, who wants to just, you know,

make sure they know the basics of how things run inside their

workspace account, I'm going to give you five of my best tips

for things that we educate all business owners on to make sure

that you know when you get started inside your fresh

workspace account.

First up is enabling two factor authentication. And I've talked

about this on nearly every single live stream that I do.

But I will continue to talk about this on nearly every

single live stream that I do, because it's absolutely

mandatory. Switching on two factor authentication, not just

for your account, but also for everyone in the business and

enforcing that across all of your Google accounts, is the

number one way that you can stop your accounts becoming

compromised, and having data shared, or potentially from

having spam emails sent out on your behalf on your domain,

which looks terrible in front of other business owners and your

audience. Maybe your clients, maybe your your, your contacts,

maybe your suppliers, you just don't want that to happen. So

when you switch on two factor authentication, and it's super,

super simple to do, what that does is actually locks down your

accounts so that when someone has your username or your

password, hopefully you're the only person that does but if

anyone else gets access to your username and password for your

Google account, when they go to login, it's going to drop a text

message down to your mobile phone. And from there, you will

have to enter that six digit code before anyone can get

access to the account, which means it's safe and secure from

any hackers or anyone who gets access to your account. Now, I'm

going to guess that you probably use the same password for your

Google account, then you do that you do for other accounts, and

most people do. It's absolutely no shame. But when you do that,

it means that if someone compromises another website,

they may already have your Google password. And the first

thing they're going to try is your business account. Second

tip is to consider backing up. And this is for you to protect

your data inside your Google account, and ensure that not

just protecting from the risk of something happening with Google,

because that's pretty damn impossible. But more protecting

from the risk of human error. What can happen inside a

business is that from time to time, staff will think they're

doing the right thing and do a cleanup of a Google Drive. Or

maybe you've worked with a contractor in the past, and

they've got all their files owned by a Gmail account, and

they just shared it with you, but they're still the owner of

the files. Well, what can happen is when that person goes and

cleans up their account, all those files disappear from your

Google Drive. And if you're not using the shared drives feature,

then you don't basically have control or ownership over those

files. And so having a backup in place can protect you from those

kind of events. But also having a backup in place can protect

you from the evil cryptolocker virus. And a cryptolocker virus,

or ransomware, as it's sometimes called, is when someone encrypts

all of the files on your computer, and they start

demanding Bitcoin to decrypt them, and for you to get your

data back. Now it sounds like a bit of a laughing matter. We've

all had, you know, one or two people that we probably know

about that have had that happen. But the very real risk is not

only the downtime in your business, but also the potential

to not actually get those files back. Now you might think people

aren't safe, you know, I've got it in Google Drive, and Google

Drive is in multiple locations. And that's correct that Google

Drive does store your data in multiple locations. But as soon

as your computer is infected with one of these viruses, it

actually synchronizes all of those changes across to Google

and the cloud, and to Google on your other devices. And you can

restore from backup inside your Google Drive account. But you

have to do each file one by one. If you've got 10,000 files in

your Google Drive, one by one, you have to restore every single

one of those files. Now, why don't Google have a click button

point in time restore? I don't know, we've tried going through

support, they won't do it either. And so the only way to

prevent that is to have a backup for your Google accounts, which

is one of the features of our concierge service. If you're

interested in checking that out, we actually give free disaster

recovery cloud backup licenses for all Google workspace users

who are concierge customers. So if you're interested in that,

jump on the link below and check out our concierge program and

see if we are a good fit to work with you for your support needs.

Hot Tip number three, let's talk about Device Management. And so

I strongly recommend enabling Device Management inside your

Google workspace account. Now you may not know that this

exists, but there is the ability to actually control the mobile

devices within your business from within your workspace

account. Now what that means is you can enforce policies onto

the mobile devices like every device in my business should

have a passcode every device in the business should have

encryption enabled on the backups every device in the

business may

Do you want to lock down the camera, if you've got staff that

are entering hospitals, I know that's a bit of a weird one. But

we have medical customers who have those kind of policies that

want to put in place. At an absolute minimum, you should

make sure that each one of your staff has a passcode on their

phone. Because if they don't, if they're on the train, they leave

their phone there, all of a sudden, all of your business

data is exposed to whoever picks it up. Or if their passcode is

1111, you can enforce things like making sure they actually

have a decent passcode on their phone, because anyone who steals

the phone is going to try something like that first. Now,

to enable Device Management inside of Google workspace, it's

pretty straightforward, you head to the admin panel. And you can

see here that once I've gone to devices and endpoints, I can

configure the settings in here. But every one of my stuffs

phones actually connects inside the workspace account. And I can

see the last time that it connected. And with some phones,

I can even remote wipe them. So if you have a staff member who

maybe hasn't bothered to enable something like Find My iPhone,

and they lose their phone, and you're concerned about having

company data on that phone, you can actually choose to with one

button, either wipe all the data, or do what's called a

corporate wipe, and a corporate wipe is basically wiping only

the business data. And that can all happen remotely. So that's

Device Management inside of workspace. And if you'd like any

help configuring that, then let our team know to work with you

on that one. Next up is to double check your DNS. We know

that most people who configure Google workspace themselves

don't get it quite correctly. And by that I mean, you just

don't know what you don't know. Now for many business owners

setting up DNS, SPF DKM. And demark are not the kind of

things that you kind of naturally know how to do, unless

you've got a background in it. And most people will follow the

wizard on Google, which just tells you how to do one step of

the process. But there's actually three more steps that

you need to get done to make sure your emails don't land in

people's spam. And so if you're finding that your emails are

going to people spam from time to time, or you're not receiving

all of your emails, or maybe your emails are coming through

slowly, then you may have an issue with your DNS. Or you

might be blissfully unaware, you might not have an issue at all,

maybe your email emailing out customers from your database.

And that might be MailChimp or Infusionsoft. And you're just

getting really poor open rates and wondering why you might that

might be so well, if you don't have your DNS configured

correctly, then they may be some symptoms that come up for you.

So I'm going to share with you how to check it out yourself.

And that is to go to this URL, it genius.com forward slash DNS.

And when you go to that URL, it will take you to a Google

website, which helps you to check your domain name. Now when

I enter this URL, let's go there now.

And that's going to run checks on my domain.

You can see here that we have that issue with SPF on my

domain. And this is something that our team will need to look

at.

But everything else has been confirmed. Now if you run this

report, and you find that there's any issues with your

domain, you might be interested to check out our video on

checking your domain and DNS settings for your account that's

on our YouTube channel. Next up, let's get your profiles sorted.

Now, inside of your workspace account, you can do some really

groovy things like automatically pushing down and enforcing your

team to use certain plugins and add ons inside Google Chrome.

And so any add ons that you want the whole team to use, like

maybe LastPass for your password security, or maybe you want

everyone to use a certain kind of screenshot tool or loom for

recording videos, where you can actually push those down. So

anytime a newcomer starts inside your business, they will

automatically have the correct plugins available inside Google

Chrome. But for that to work, everyone needs to be logged into

Google Chrome with all of their business email address, and all

of their business data will actually synchronize into Google

Chrome. Now, how do you do that, when you first log into Chrome,

or open the Chrome browser, you'll see you have the option

to sign in. And you want to make sure you're signed in with your

business account. When you sign in with your business account.

All of the business policies apply automatically. And it

means that anything that you set inside the chrome settings

inside the admin panel will be pushed down to each person's

machine. So if I go to my Google Admin Panel here, I'll just go

back to the dashboard, show where it is. And of course, it's

going to ask me to sign in again. Thanks, Google.

So if I go into my admin panel,

I need to go to devices.

And then you can see we have Chrome devices. And Chrome

devices includes all of the settings for managing Google

Chrome.

All right, hopefully, that was useful, guys. I'm going to give

you a little bonus and that is to make use of shared drives.

Now, many business owners if they've been using Google a long

time, maybe with Gmail

I'm not quite aware that shared drives exists. And shared drives

is a special place inside of Google Drive for those using the

Business Standard accounts and above, which lets you have

excellent and more advanced sharing properties and

permissions for your Google account. So when I go into my

shared drives, here, you can see I've got a number of shared

drives already set up and configured for my Google

account. And each one of these shared drives allows me to set

different levels of access for different team members. So when

I go to Manage members here, you can see I can manage different

groups of people. And I can allow each one of them to have

different levels of access. Now, one of the best features of

shared drives is the ability to set up a shared drive, where

staff or even people outside the business can place files into

the drive, but they're not allowed to take files back out.

And so if you've got anyone you're working with who's a

contractor or not a permanent employee of the business, you

may want to set up a shared file so they can actually contribute

files, but not have the ability to delete or even move them. And

it allows you to keep your Google Drive nice and cleanly

organized. I love this feature, because it means that for my

team members, I know that any shared file they're working on

when they share it with the team, once they plunk it in that

shared drive, it's then owned by the company and no longer owned

by the individual. And that's especially useful if you have

anyone outside the business that you want to collaborate with,

just to make sure that you're keeping all of your company data

secure. Now, we can help you if you are a member of our

concierge service, just let us know drop us an email. If you

want help with anything you've seen in this presentation, we'll

be very happy to help out. And if you don't already know, you

can just chat to us via messenger, just chat to it

genius. And it is nice and easy for you to get access to our

team. If you're not yet a member of cloud concierge, well, you

may be interested in a free consultation with our team,

we'll do a full audit of your Google workspace account and

help make sure that things are set up correctly, we are all

about helping businesses grow and getting you to the scale

stage, which means that you as a business owner has a lot more

time for freedom and time to do more of the things you love, and

a business that works for you. And so we want to make sure the

right technology is in place at the right stages of your

business. So you've got the right foundation in place to

build a really, really great company with technology at the

forefront of your strategy. So if you're interested in working

with us, and you're not quite ready for concierge, that's

absolutely fine, you might be interested to take advantage of

our transfer in offer. And that is completely free and available

to all businesses on Google workspace. Now when you transfer

your billing to us, it doesn't cost you any more for the

licenses. But you get access to a bunch of features. Now you get

access to the IQ genius classroom, which is a library of

free videos, which show you how to get things done inside your

Google account. So a lot of the things that we cover on our

YouTube channel, don't go into the technical nitty gritty,

because we save that for customers who can reach out to

us for support if they need it. You also get access to our

continuous support team. For some free support, it is

limited, but you do get access to some free support from our

team. When you are transferred into your billing with us. We

will also check your DNS records and we'll make sure you've got

them done correctly. So you don't have to go watch our 30

minute video on how to do it yourself. I will help work

through your DNS records. And you will have access to your

account if you are ever hacked or locked out. Unfortunately, we

see this all the time. Either someone gets hacked and someone

steals their identity and takes their Google account or maybe

have a cryptolocker you know, type hacker person get into your

account and and hold it ransom for you all sometimes it's an ex

partner or or you've forgotten your password too many times and

you get kicked out all kinds of different reasons why that might

happen. We have a safe backdoor to your account when we are

managing your billing which means that you've always got us

as a backup. And also you get access to exclusive workplace

promotions. When discounts happen, which are often you

always get access to those by being a customer of ours. So if

you're interested in that, headlong to it genius.com

forward slash transfer, transfer your billing to us. There's

absolutely no downside doesn't cost you any extra and a bunch

of goodies. Now if you're interested in connecting with

that team, head along to it genius.com forward slash chat or

you can drop us an email help at it genius.com and we will be

very happy to help you out.