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Using Gmail for Business is a BAD IDEA!!! Don't do this! - YouTube
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- G'day there, Pete Moriarty here,
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today helping with why
you shouldn't be using
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a Gmail account for your business data.
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(upbeat electronic music)
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From time to time when
we work with customers
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they come along and they say,
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I'm already on Google for my business,
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and we have to kind of inquire and ask,
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well, are you using your domain name?
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Are you paying for a Google
Apps or a G Suite account?
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And the customer says, no,
I just signed up at Gmail.
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Doesn't everyone get it for free?
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And what seems to then transpire
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is we find out the
customer has just signed up
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for a consumer personal Gmail account
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and inside that Gmail account
they're using it for business.
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Now, there's a few ways
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of kind of bringing in
your business account
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into a personal Gmail account
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and what businesses do sometimes
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is they will forward their email in
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or they'll set up a retrieval
system so it comes into Gmail
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and then goes back out of Gmail as well.
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But that's not quite using
a business Google account,
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you're still effectively
using the Gmail account.
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And the easiest way to tell
if you're using G Suite,
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which is the business version of Google,
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or if you're just using one of those
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personal consumer accounts,
which is just Gmail,
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is to look at your login.
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When you go to Google and you sign in,
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if you sign in @gmail.com
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then you're just using a Gmail account.
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If you're signing in with
your business domain name
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and you're opening up
Gmail or Docs or Drive
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and you're seeing your
business domain name there
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then that means you're on G Suite
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which is the business version of Google.
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Now, let's talk about the risks
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if you are using the
personal version of Gmail.
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Now, Gmail started as a
personal consumer service
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and obviously it's free,
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Google support that with
advertising, that's pretty clear.
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Google don't really do any
nasty stuff with your data
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but they do certainly
make use of that data
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for advertising and for gaining
analytics on their users
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so they can improve the product
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and improve their marketing as well.
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Now, on a personal account,
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because there are literally
over two billion Gmail accounts
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there's basically not really
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much of a support line to go to.
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You do have email support
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but because there are
just so many accounts
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it's next to impossible for
Google to provide any level of,
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let's say, engaged
support for that product.
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And so if anything goes
wrong with your Gmail account
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and, for example, you can't
log in, you lose access,
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maybe it gets hacked, maybe
someone takes it off your hands,
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there isn't really a great
way of getting it back.
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There's no one to just
pick up the phone and call
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if something like that goes wrong.
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Now, from time to time
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we are able to retrieve Gmail
accounts if there is a problem
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but for the most part
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once a Gmail account has
gone, then it's gone.
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So if it isn't already obvious,
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if you're storing business
data inside that Gmail account
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that is a pretty large risk,
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because if that Gmail account
happens to disappear on you
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then you can really run into problems
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if you lose all of that business data.
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And yeah, sure, there
are some backup solutions
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but I probably just wouldn't
wanna trust that Gmail account,
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particularly if you've got email logins
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and sign ins for your business
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all using that Gmail
account as your login.
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The other advantage of working with
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a business G Suite account
instead of using a Gmail account
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is it looks more professional.
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If you're running a business
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and you're using a Gmail
account for all of your emails,
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customers are gonna see that account.
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And you might say, well, Peter,
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I've got my business
email forwarded into Gmail
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and then I'm sending from my
business email address as well.
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Well, yes, that works if you're
doing the forwarding trick
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but when you send a calendar
invite from Calendar
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you're still gonna have your Gmail account
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going out to your customers.
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So it just doesn't look professional.
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If you're running a business
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you really should be using
G Suite for your data.
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Now, let's talk about
some of the advantages
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of using G Suite for your data.
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As well as having control
over your Google account,
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which means that when you set up staff,
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when you set up contractors,
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when you set up anyone else
that's not you in the business,
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you have control over their account.
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Many business owners,
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if they're just using a Gmail address
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for all of their business data,
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you go and share a folder with
someone else in Google Drive,
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someone else puts something
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in that folder from their Gmail account,
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and they remain the owner of that file
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which means that they can
delete that file at any time
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and poof, disappears
from the Google account
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and then it's gone.
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And so you don't really have control
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over what other people are doing.
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Now, on G Suite you have control.
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You can assign accounts,
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you can add or remove different people
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from the G Suite account
using the Admin panel,
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and so all access to your business data
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is controlled by you.
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So what that means is
that you've got everything
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secured and locked down
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and so if you're sharing files
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it's all safe within your business.
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And if you're using an advanced feature
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like team shared drives,
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that lets you do even cooler things
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like let your staff
put files into a folder
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but not delete files from a folder.
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It lets you lock down all
kinds of really cool things
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within the Google account.
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So just to wrap it off,
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once you're on a G Suite account
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you also get access to support.
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Now, if you've signed
up directly with Google
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you get access to Google Support.
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If you've signed up with
someone like us at itGenius
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you get access to premium support
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and what that means is
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as long as you have
access to your domain name
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you always have access
to your Google account.
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It's very, very rare that Google
would shut down an account
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or something gets switched off.
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The only time someone loses
access to their G Suite account
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is typically if you
forget to pay the bill.
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But if something does happen
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and for whatever reason
Google shuts down your account
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or an employee locks you out
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or someone has tried to
hack into the account
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and steal access to your data,
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as long as you are in control
of your business domain name
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you can work with a partner like us
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to help get access to your account.
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And so, at the end of the day,
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it's just absolutely crazy
to trust a Gmail account,
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and I'm talking about a
personal Gmail account,
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with your business data.
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You're putting your business at risk,
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your business data is at risk.
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And so for a couple of bucks a month
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that it costs for the business
licenses with G Suite,
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as well as all of the other advantages
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of working with a Google business account,
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you also have control
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and you have access to support
should anything go wrong.
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So that's it.
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If you need any help
with your G Suite account
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or if, right now, you're
using a Gmail account
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and you're a little bit worried about that
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I would strongly recommend
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you make the switch over to G Suite
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and I would also strongly recommend
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you work with a partner
to actually do that.
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Google has guides and wizards
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and step-by-step guides on
getting G Suite implemented
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but they miss steps,
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and to be honest, if
you're a business owner
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it is not good use of your time
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to be faffing about with trying
to set up G Suite yourself,
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it's better to delegate it
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to someone who's done it a million times
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and knows all the processes
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and can also support you
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through the process
answering any questions.
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So if you're interested in that,
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head along to our website, itgenius.com,
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and our team will be very
happy to help you out.
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Doesn't matter where you are in the world,
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we can help with your Google account,
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and if you need it then
be sure to get in touch.
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'Til the next video, take care, cheers.
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(upbeat electronic music)
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