Why is Setting Up Microsoft 365 or Google Workspace a Key Part of Tech Coaching?
Setting up Microsoft 365 or Google Workspace is a key part of Tech Coaching because it simplifies your business setup, reduces tech overwhelm, and ensures all your essential tools work together seamlessly.
Without a structured system, it’s easy to end up using multiple disconnected tools — one for emails, another for file storage, something else for video calls.
This creates scattered files, too many logins, and a more complicated way of working.
Sarah, an executive coach, experienced this first-hand. She used Gmail for emails, Dropbox for storage, and Zoom for client calls — but none of these tools connected easily. As her workload grew, so did the time spent switching between apps, searching for files, and managing different accounts.
Microsoft 365 and Google Workspace solve these problems by bringing everything into one place.
They provide business-grade email, cloud storage, document editing, and collaboration tools — all designed to work together effortlessly.
By choosing one of these platforms as your main business toolkit, you’ll:
Keep everything in one place — No more searching through different apps for lost files.
Reduce the number of login details — One account gives you access to everything you need.
Make tech easier to learn — Their tools share a consistent design, making it easier to build transferable skills.
A Tech Coach helps you decide which platform is best for your business — so you can simplify your setup and focus on running your business, not managing tech confusion.
In this article, we’ll explore why it’s important to consider Microsoft 365 or Google Workspace in your business and how a Tech Coach helps you make the most of your setup.
Why Microsoft 365 or Google Workspace?
If your business tools feel disorganised, scattered, or inconsistent, it’s probably because you’re using too many disconnected platforms.
Thomas, a maths tutor, learned this the hard way. He stored worksheets in Google Drive, student progress notes in iCloud, and videos in Dropbox.
Whenever he needed a document, he had to search across multiple accounts, often struggling to remember where he saved what.
Microsoft 365 and Google Workspace solve this problem by consolidating everything into one platform — so all of your files are stored in one place.
What Microsoft 365 and Google Workspace Offer that Free Tools Don’t
A single, organised system — No more wasting time searching across multiple cloud storage apps.
Branded business email — A custom domain builds trust ([email protected] looks far more professional than a free Gmail or Outlook account).
Collaboration without confusion — Edit documents in real-time without needing multiple versions saved in different places.
Security & compliance — Business-grade security ensures your data is protected and GDPR-compliant.
Why Free Tools Cause More Problems Than They Solve
Many business owners rely on free accounts because they seem like the easy option and save money.
But as your business grows, relying on these tools can cause problems and adds unnecessary complexity:
Lost or duplicated files — Storing documents across Google Drive, Dropbox, and iCloud makes it harder to track down the latest version when you need it.
Security risks — Free tools don’t always offer two-step authentication and access controls offered by paid-for business versions, leaving sensitive client data vulnerable.
Limited support — If something goes wrong, you’re largely on your own with free versions.
GDPR concerns — Free storage solutions or other tools and services may not meet compliance regulations, which could expose your business to legal risks.
After months of frustration, Thomas switched to Microsoft 365. Now, his files, emails, and student records are all in one place, saving him hours of admin time each week.
By choosing one of these platforms as your business’s core system, you’ll simplify your workflow, improve organisation, and reduce tech stress.
How a Tech Coach helps you Choose the Right Platform
Microsoft 365 or Google Workspace?
But with both options offering loads of features, multiple plans, and add-ons, it’s easy to feel overwhelmed.
What if you pick the wrong one?
What if you commit to something that doesn’t work for you?
Claire, a hypnotherapist, faced this exact challenge. She liked the familiarity of Gmail but needed a better way to organise client records. She also worried about GDPR compliance and whether Google Workspace would integrate with her booking system.
A Tech Coach helped her break the decision down by focusing on what actually mattered for her business:
Ease of use — Would she feel comfortable navigating the platform?
Integration with existing tools — Would it work with her scheduling software and client management system?
Storage and collaboration — Would it allow her to securely store client records and share resources?
Scalability — Would it support her business growth in the long run?
With expert guidance, Claire trialled both platforms and quickly realised Microsoft 365 was the right fit for her.
Now, she has one secure platform that keeps everything organised — without the stress of switching between different apps and tools that don’t work well together.
A Tech Coach helps you avoid decision fatigue. Instead of spending weeks researching, you’ll get expert support to help you to make a confident, informed choice.
With the right platform, you’ll spend less time on admin and more time running your business, confident that you’re using a platform that offers excellent security, keeps you organised, and that’s ready to grow with you.
The Pitfalls of DIY Setup and Why IT Support is Recommended
Think setting up Microsoft 365 or Google Workspace is just a few clicks?
It’s not quite that simple.
Without setting things up correctly, you may be at risk of security issues, problems sharing files between different devices, and major issues with sending and receiving emails.
And if something goes wrong, it’s not always easy to fix — And while Microsoft 365 and Google Workspace offer some technical support, there is only so much they can do to help.
Emily, a physiotherapist, assumed setting up Google Workspace herself would be straightforward. Only to discover it wasn’t as simple as she thought.
A few weeks later, clients started saying they weren’t receiving her emails — some messages landed in clients’ spam folders, and others never arrived at all. After hours of troubleshooting, she realised her custom domain settings weren’t configured correctly.
Here are some of the most common mistakes business owners make with DIY setup:
Skipping security protections — Failing to enable two-step authentication and spam filtering, leaving your accounts open to phishing attacks.
Incorrectly connecting your domain (e.g. yourbusiness.com) — Emails not delivering properly because DNS records weren’t set up correctly.
Sharing files between different devices — Some files and emails not showing on all devices properly, leading to lost data and issues accessing important information.
Failing to review access controls — Leaving security settings at default, which exposes your business to risks if an account is compromised.
How IT Support Prevents these Issues
A Tech Coach will help you choose the right platform and understand how to use it, but setting it up correctly is a job for an IT professional who is knowledgeable about the platform you’ve chosen.
Here’s what IT support ensures:
Secure account setup — Configuring multi-factor authentication and advanced security settings.
Correctly setting up your domain and emails — Making sure your emails are delivered reliably (not lost in spam folders).
Data protection — Ensuring your files sync correctly across devices and are automatically backed up.
Ongoing security updates — Keeping your business protected from cyber threats.
After struggling with email issues, Emily worked with an IT professional to fix her domain settings.
Within a day, her emails were working flawlessly, and she had security protections in place to prevent future problems.
The main thing to keep in mind is that it’s best to set up Microsoft 365 or Google Workspace from the start to avoid some of the pitfalls of taking a DIY approach.
How a Tech Coach Helps You Make the Most of Your Subscription
You’re paying for Microsoft 365 or Google Workspace — but are you actually using what you’re paying for?
Most business owners barely scratch the surface of what these platforms can do. But underused features aren’t just wasted money — they mean wasted time, inefficient processes, and unnecessary manual work.
James, a sports massage therapist, had no idea how much time he was losing. He used Outlook for emails and apps like Word and PowerPoint for creating documents and presentations. Yet, his scheduling, planning, and task management were all handled in other tools — tools he was paying extra for, but could’ve been handled by Microsoft 365.
A Tech Coach helped him make better use of the tools included in Microsoft 365, so his business could run more smoothly:
Microsoft Bookings (instead of Calendly) — Clients could now book directly into his calendar, saving him money on an extra subscription.
Microsoft Planner (instead of Trello) — He moved all his business tasks into Planner, keeping his workflow structured and centralised.
Microsoft To Do (instead of Todoist) — He used To Do for daily reminders, syncing them directly with his Outlook calendar.
OneNote (instead of Evernote) — He started storing client session plans and progress notes in OneNote, all automatically backed up and accessible anywhere.
Now, instead of paying for multiple apps, everything James needed was already included in his Microsoft 365 subscription.
Unlocking the Full Potential of Your Microsoft 365 or Google Workspace Subscription
A Tech Coach helps you identify the best tools for your business needs — so you’re not paying for features you never use.
They’ll guide you through:
What’s available in your plan — Understanding the full set of tools included in Microsoft 365 or Google Workspace.
Which features match your business needs — Identifying tools that could replace manual processes or disconnected apps.
How to integrate them into your workflow — Making sure these tools actually save you time, rather than adding complexity.
Every unused feature is money left on the table. If you’re not making the most of your subscription, you’re paying for tools you don’t use.
You’ve already invested in Microsoft 365 or Google Workspace — now it’s time to unlock their full potential.
The Long-Term Value of Microsoft 365 or Google Workspace
As your business grows, is your tech setup keeping up — or slowing you down?
Many business owners start with free tools or a mix of different apps. But over time, scattered systems lead to lost time, inefficiencies, and unnecessary admin work.
Laura, a music tutor, thought she had her setup figured out — until her business grew.
She used a free Gmail account for emails, Dropbox for storing sheet music, and Zoom for virtual lessons. Her lesson plans were in Google Docs, but student schedules were tracked manually in a spreadsheet in Notion.
Managing everything across separate, unconnected apps took more time than she realised. Files were spread across different platforms, lesson links had to be copied and sent manually, and student bookings didn’t sync properly — leading to last-minute reschedules and confusion.
Switching to Google Workspace transformed how she worked:
Gmail & Google Calendar — She upgraded to a professional email with her own domain, and all student lesson bookings now synced automatically with Google Calendar, reducing scheduling conflicts.
Google Drive and Docs — Instead of using Dropbox, she stored all her lesson materials in Google Drive, making it easy to share resources instantly with students.
Google Meet — She replaced Zoom with Google Meet, which automatically generated and sent lesson links when students booked sessions, cutting down on admin time.
Many business owners assume their current setup works well enough — until they realise how much time they’re losing on inefficiencies.
How Google Workspace Supports Long-Term Success
Boosts productivity — Everything is in one place, reducing admin time and keeping you organised.
Grows with you — Google Workspace grows with your business, allowing you to add users, expand storage, and integrate more tools as needed.
Builds tech confidence — Because all Google tools share a similar interface, the more you use them, the easier it becomes to adopt new features.
For Laura, switching to Google Workspace meant less time on admin and more time teaching. She no longer had to manually send lesson links or search for files across multiple apps — everything was in one place, and her workflow was smoother and faster.
Conclusion
Microsoft 365 and Google Workspace are an essential part of your small business setup.
By choosing one of these platforms, you:
Keep everything in one place – No more scattered files or disjointed workflows.
Reduce admin time – Automate tasks and simplify processes so you can focus on your clients.
Grow with confidence – Whether you’re a solo business owner or growing a team, these tools adapt to your needs.
But if you keep managing your business across disconnected apps, you’re making things harder than they need to be — wasting time on admin, struggling with security risks, and limiting your ability to grow your business.
Not sure which platform is right for you? Consider working with a Tech Coach to explore your options and start making the most of your business tools. If you would like some help just get in touch using our contact form.
