At SpinWeb, we are always looking for ways to streamline our business practices, create more efficient systems, and implement smart customer service methods. We have noticed over the years that email and communications has always been a pain point for many organizations and so we would like to share a way that we’ve found to enjoy a more zen-like state of email and group communications. We use Google Apps.

Google Apps (short for “Google Applications”) is a suite of applications from Google that includes email, calendaring, instant messaging, and shared documents. Google Apps allows organizations to implement a full groupware suite at no cost at all. There is no setup fee, no hardware to buy, and no ongoing fee. Though there is a corporate level which includes a nominal yearly fee, the basic services are all free. So what does Google Apps include?

Email. If you’ve ever used Gmail, you know how powerful and easy to use it is. By using Google Apps for your business, you get Gmail but branded with your organization’s domain name. All of your employees or team members can have “yourname@yourcompany.com” email addresses and can access it via a Gmail web interface. You also have the option of using Outlook, Apple Mail, iPhones, Blackberries, or pretty much any other email program or device.

Spam/Virus Filtering. Email through Google Apps comes with outstanding spam and virus filtering. It is all handled seamlessly with no setup or configuration. We have found the accuracy of Google’s filtering to be excellent.

Group Calendaring. Google Apps includes a robust group calendering feature which give you the ability to manage multiple calendars as well as see other team members’ calendars for group scheduling. Calendars can be synced with Outlook, iCal, iPhone, Blackberries, or almost any other major calendaring program. Syncing can also be done “through the air”. For example, if you add an event on your iPhone, it will instantly show up on your Google calendar and vice-versa.

Group Instant Messaging. Google Apps also comes with built-in IM via Google Talk. Your organization can utilize the built-in chat server to see when other team members are online and can keep in touch via instant messenger.

Group Document Management. One great feature of Google Apps is its free office suite. Using Google Docs, Google Spreadsheet, and Google Presentation, your organization can have a free set of office applications that are hosted “in the cloud”. Additionally, your team can collaborate by editing a single document as a team and track changes online.

At SpinWeb, we manage Google Apps accounts for our clients as a courtesy. We have found that utilizing Google Apps has given us a powerful business communication system that rivals many of the “enterprise” systems in use today. Interested in implementing Google Apps in your organization? Contact SpinWeb to learn how.