5 Hidden Google Workspace Features That Will Boost Your Team's Productivity
5 Hidden Google Workspace Features That Will Boost Your Team's Productivity
By: The One Click Enterprise Team | May 5, 2025
Most businesses in South Africa use only a fraction of their software's full potential. You're already invested in Google Workspace, but are you truly getting your money's worth? Beyond the basics of sending emails in Gmail and storing files in Drive, there's a treasure trove of powerful, time-saving features hiding in plain sight.
Mastering these tools is the difference between simply having software and actively using it to create a more efficient, collaborative, and productive team.
Today, we're pulling back the curtain on five "hidden" Google Workspace features that will transform how your team works.
1. Turn Docs into Dashboards with Smart Chips (@-Mentions)
You probably know you can @ mention a colleague to tag them in a comment. But this feature has evolved into a powerhouse for interconnecting your entire workflow.
The Game-Changing Feature: In a Google Doc, you can now type @ to link to almost anything without leaving your document. You can instantly insert:
Files: @ followed by a file name to link directly to a related spreadsheet or presentation.
Calendar Events: @ a meeting title to pull in a smart chip with the date, time, and attendees. You can even generate meeting notes from it with one click.
People & Places: @ a colleague's name for a contact chip or @ an address to open it in Google Maps.
The Productivity Boost: This turns a static document into a dynamic project hub. A project plan can now contain live links to every relevant file, meeting, and contact, eliminating the need to hunt through dozens of folders and tabs.
2. Stop Typing Repetitive Emails with Gmail Templates
The Problem: Your team likely sends the same types of emails over and over—sales follow-ups, responses to common inquiries, or project update confirmations. Copying and pasting is slow and can lead to errors.
The Game-Changing Feature: Gmail has a built-in Templates feature (formerly known as Canned Responses). You can write a perfect email once, save it as a template, and then insert it into a new message with just two clicks.
The Productivity Boost: This saves a massive amount of time, ensures all communication is professional and consistent with your brand's voice, and dramatically reduces mistakes.
3. Eliminate Scheduling Headaches with Google Calendar's Appointment Slots
The Problem: The endless back-and-forth email chain: "Are you free Tuesday at 10? How about Wednesday at 2?" Finding a meeting time with clients can be a huge waste of administrative effort.
The Game-Changing Feature: Google Calendar has its own built-in appointment scheduling tool, similar to Calendly. You can create an "Appointment schedule," set your available hours, and share a single booking page link. Clients can then see your real-time availability and book a slot that works for them.
The Productivity Boost: The event is automatically added to both of your calendars, complete with a Google Meet link. It's a professional, efficient system that eliminates scheduling chaos entirely.
4. Find Anything Instantly with Advanced Search Operators
The Problem: You know that PDF invoice from a client exists somewhere in your Gmail or Drive, but a simple keyword search brings up hundreds of irrelevant results.
The Game-Changing Feature: Supercharge your search bar by using "operators" to narrow your results. Try these in the search bar in Gmail or Drive:
from:client@example.com has:attachment filename:pdf (Finds all emails from a specific client that contain a PDF attachment).
before:2025/01/01 type:spreadsheet title:budget (Finds all Google Sheets with "budget" in the title created before the start of the year).
The Productivity Boost: This turns a frustrating five-minute search into a precise five-second task. It’s a true productivity superpower for anyone who deals with a high volume of files and emails.
5. Make Hybrid Meetings Inclusive with Companion Mode
The Problem: You're in a hybrid meeting—some of your team are in the boardroom in your Pretoria office, while others are remote. The remote attendees often feel like second-class citizens, unable to easily participate in the chat or polls.
The Game-Changing Feature: Companion Mode in Google Meet. Team members in the physical meeting room can join the call on their laptops using this special mode. It disables their microphone and camera to prevent audio feedback but gives them a personal screen where they can:
Participate in the text chat.
Vote in polls.
Use the digital "raise hand" feature.
See the presentation up close.
The Productivity Boost: Companion Mode creates meeting equity, ensuring that every team member, regardless of their location, can fully participate and contribute.
The difference between a good team and a great one is often how well they use their tools. By integrating these features into your daily workflow, you can reclaim hours each week and foster a more collaborative environment.
Knowing these features is one thing; implementing them effectively across your whole team is another. As Google Workspace partners, we specialize in training and optimization for South African businesses.
If you want to ensure your team is getting the absolute most out of your Google Workspace subscription, contact One Click Enterprise for a personalized team training session or a free productivity audit.