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Best Practices To Use G Suite Admin


G Suite which, earlier known as ‘Google Apps for Work’ is a service offered by Google. It is like a cluster of web applications developed by Google for business or professional services.

The primary focus of G Suite Admin is to enhance the productivity of the people working in the professional environment. Google Suite Admin offers a variety of services that are simple and effective for business growth. Some of the services provided include access to custom Gmail addresses, 30 GB of extra storage in Google Drive per user, Docs, Sheets, Slides, etc. 

The access to make changes to the G Suite is with the Google G Suite Admin. Adding or removing users, manage their accounts, creating groups, monitoring usage, managing the company and many more is done by the G Suite Administrator Account.

Easy addition and removal of accounts

G Suite Admin account has access to adding and removing accounts much conveniently. While onboarding a new employee, the admin can make use of his access to Google Forms and create a simple form with the details of the new employee like name, email, contact, joining date and can attach the offer letter as well. Once the form gets added to the database, the Admin can get going with the creation of a new G Suite account. 

Similarly, the removal of accounts is also very simple. One the termination of the employee, the Google Admin G Suite has two options of account removal.

He can either suspend the account, this allows the admin access to all the details and data available in the account, or he can delete the account permanently, losing all the details and data.

Adding an extra layer of security

Augmenting an additional layer of protection for a G Suite is always a good practice by any G Suite Admin. An extra tier of security can be added by opting for two-step verification on each login. It is a crucial task, as this makes sure that all your company’s data is kept secure. 

On each account, two-step verification can be added with a single click. A prominent aspect of this feature is that even if the account’s password gets leaked, one cannot pass through the second step of verification unless he is given the details by the admin himself.

Monitor closely

With each account created, the responsibility of any happenings lies with the G suite admin. To prevent any mishaps, the admin must keep the following in check.

  • Any suspicious activity like a breach of account.
  • Regular checks on account storage, all the login activity and files being shared.
  • Regular checks on which apps are being installed and keeping less secure apps away from your G Suite.

These steps allow the Admin’s account to be secure and prevent any losses that might occur. Monitoring once a week for a large company and once a month for a smaller company is always a healthy practice.

Auditing users annually

Auditing the G Suite users annually is a healthy practice. The G Suite Admin should be sure that all the accounts created for the employees are being used or not. For this, the admin can work on the Spreadsheet where he can list all the employees with their department and fill other necessary details about them. After its completion, the admin must make sure that the account of the former employees has been shut down.  

The admin should also make sure with the head of the employee’s department that if the Google suite is being utilised to the company’s advantage and that it is adding value. If it is not, the admin can shut down the account or suspend it immediately.

Limit Calendar Sharing 

In an organisation, it is a common practice of employees to share calendar information which tells about their schedule, loud and clear, with other outside organisations. This can pose a threat of social engineering attacks and the data saved becomes vulnerable to get leaked. 

To protect the G suite from such attacks, the admin must limit the calendar information sharing. The admin can seamlessly change the settings through which the calendar information won’t be visible to the public, but only Busy/Free will be visible.

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