How do G-Suite’s Enterprise Collaboration & Productivity Apps help your team work faster?

Part two of our G Suite Enterprise collaboration discussion drills in on how apps are helping teams work faster. In this episode we discuss smart replies, smart compose, and creating email templates (formerly known as canned responses) to keep organizations stay productive anytime, anywhere.

Meet the Speakers

Nick Bathke

Change Manager PROSCI Certified

Mark Erlandson

Senior Director of Collaboration Services

Transcript

– I think what we’re trying to do here is to work faster. Right?

– Right.

– So, if we’re trying to work faster, Google is pretty smart, and so it can fill in the blanks of what we’re trying to say. All right, Nick, today we are gonna see how G Suites collaboration and apps help us do work faster. And by faster we are talking about things like smart replies, smart compose, even creating some email templates, formerly known as canned responses.

– So, when you talked about working faster, you mentioned a couple things, I can’t remember what they were.

– Well, not working slower, we wanna work faster, I think we should not work slower. Things like, smart replies, I think.

– Gotcha, okay. I use those all the time, I kind of actually love those and if you don’t know what those are, let me see if I can just share my screen here. And so when you say smart replies, you’re talking about I get an email, I get quite a few emails throughout the day, I get an email, I don’t wanna write a long email reply, I just wanna get my reply out to that person. So, Nick’s assistant sent me this email, I hop into it. Google is gonna do the work for me. So I see these smart replies down here, I use it all the time. Nick’s asking me “Can we meet to discuss new hire planning?” I don’t think so, and I’ll just send that right off to him, just like that. So it gives me three suggested replies. I can just, two clicks and get a reply out, I love it.

– I know we’ve talked about this before, we’ve never actually done it but, I’ve heard of people having entire conversations with smart replies and not typing anything.

– I feel like you were trying to tell me this a different day and it sounded like a nightmare to me. You get up to 40 replies, and what is it replying to at that point?

– You’re not really giving it a whole lot, you’re just letting the machine talk to the machine.

– Right.

– It would be fun to do.

– Well, I have nothing going on this weekend because I can’t leave my house. You send me the first one and I’ll send you the first smart reply.

– I have to initiate it? Okay, I can do that.

– Okay, cool. You also mentioned smart compose, right? So I got my screen up here, can you walk me through what that looks like?

– Well first you have to compose something. So I would click on compose.

– Perfect. I’ll send an email to you.

– You just start typing, yeah. I think what we’re trying to do here is to work faster. So if we’re trying to work faster, Google is pretty smart so it can fill in the blanks of what we’re trying to say basically. So, it will get the context of what you’re starting to type and it will start to automatically fill in what it thinks you’re gonna type.

– Oh, all right that sounds good to me. I usually send you emails about smoked meats. Or I guess meetings, we send a lot of emails about meetings. Meeting on client. Okay, so if I start typing it should just contextually know what I wanna say next.

– I mean you need to give it a little something.

– That’s pretty cool.

– Okay, so, hi, Mark, are we still meeting tomorrow? Look at that.

– So it would be silly of you to type out what it is trying to suggest to you so what are you doing there to automatically fill in?

– I guess I just inherently knew what to do but, it’s tab, I’m just clicking tab and it’s immediately filling that sentence out. That’s pretty cool.

– Are there any other things that you would do to work faster, Nick?

– Well, I was just gonna delete this ’cause this is something you’ve talked to me about in the past and that’s creating templates for emails. I think, everyone in whatever role they have can probably create some template for an email. Historically, this was called canned responses. When I’m training people now, they’re saying, “What do you mean templates? “I’m familiar with canned responses”. Because they might have used it in their personal Gmails. But templates is what it’s called now and it just allows you to have that templated email ready to go. If I send a lot of net promoter surveys out to our clients. So, I just have one set up, net promoter, and I type this out, I always capitalize the I and then ’cause I do this.

– So we haven’t seen the magic yet is what you’re telling me. You just typed in a regular email and it wasn’t fast?

– No it’s not fast, I’m gonna go here because I wasn’t getting as much smart compose but I can have this ready to go. So I go into my menu andin G Suite menus, most of the time gonna be the three vertical dots. Go into templates, click on save draft as template. So now, it will pull in that subject, net promoter score or survey. That’s pretty cool. I won’t send this out and I’ll just go back to compose and now I’m gonna end that out later on. I go to templates, it should have net promoter survey right there. The one other thing you should always do that I didn’t do, is delete your signature. But now because you have this, I can just go no signature. And there we go. We’re all set. And now I can have these things personalized.

– Now that is working, that was much faster than the first one.

– Yeah, exactly so you can still personalize it and enter that recipient and then send it out. So you’re not rewriting that email every time. So that’s how I work faster because of your suggestion.

– Well, thanks everybody for sticking with us through the banter. I wonder how people are using G Suite themselves?

– Let us know how you’re using G Suite.