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Google Workspace: How We Simplified Operations Without Slack & Asana

Google Business Strategy Project Management Team Building Client Management Tools Sep 18, 2023 2:06:14 PM Ginny Grimsley, PhD 7 min read

A collection of technology tools in white with purple highlights on a black background: a laptop, keyboard, gaming controller, etc. The title of the article

We know you're working overtime running unique, sustainable brands—and it’s not easy these days. 

We get it! Our team is driven by the same ideals: elevating our industry while running a tight ship. 

And in challenging times like these, efficiency is key. 

So, we wanted to share our recent journey from using multiple platforms like Slack and Asana to consolidating all our communications and project management on Google Workspace.

Let’s get into it. 

Why We Made the Switch

Like many of you, we used to juggle Slack for team communications, Asana for task management, and Google Workspace for email, calendar, and document-sharing. 

But, why keep spinning plates when you can have everything on one robust platform? 

And when Slack is $12.50 per user per month & Asana is $13.50 per user per month - cutting back on those just allows us to buy more HubSpot—the true business-builder. (Want more about that? Just ask us). 

The cost of a business starter plan for Google Workspace covers everything we need.

Here are the deets: 

Google Workspace Business Standard
$12 USD
per person / month
  • Custom and secure business email (did you hear the word "custom?"🥳)
  • 150 participant video meetings + recording (the real reason we needed this)
  • 2 TB pooled storage per user (like, that's a LOT of storage we didn't have before)
  • Security and management controls
  • Standard Support (paid upgrade to Enhanced Support)

By making Google Workspace + HubSpot our centralized hubs, we've not only improved efficiency but we’ve also significantly cut down on our overheads. 

For our four-person team, this saves us $1248 annually.👏🎉

Imagine what it can save for an even larger team in your small business.

Here's the nitty-gritty about how awesome it is. Who knew?!

Google Spaces: Chat Up Your Culture

Imagine being able to ping your designer about a project update and not having to switch tabs to give them access to a file or assign a task. 

With Google Spaces' chat feature, that's our reality now.


  • Real-time, seamless communication with team members and clients
  • Inline replies and threads help keep discussions organized

  • Integration with Google Calendar, Drive, and other Workspace apps keeps everything streamlined


  • Set up different Spaces for various departments or client projects to avoid clutter
  • Use the "@" symbol to tag team members for specific tasks or announcements
  • Create Channels for every aspect of your business & define how to use each one with your team. 
  • Create channels for each of your clients and open communication between them and your team within those channels. 

Google Spaces: Files 

Everyone has that one 'Downloads' folder that’s a chaotic blend of important documents and "someday I'll need this" files, right? 

Google Spaces puts an end to that. 

You can directly upload, share, and even collaborate on files within the Spaces interface.


  • Easy retrieval and organization of client-specific or project-specific files
  • Real-time collaboration on Google Docs, Sheets, and Slides
  • Full compatibility with various file formats


  • Use Google Drive’s advanced search features to find files quickly
  • Encourage team members to keep files updated to ensure everyone works with the latest information
  • Collect files under each client’s channel to keep everything organized and easy to find. 

Google Spaces: Tasks 

Task management is where the true brilliance of Google Spaces shines. 

By integrating tasks within Spaces, we've negated the need for external task-management tools like Asana.


  • Assign tasks and deadlines directly within the chat or project space
  • Easily mark tasks as completed or in progress
  • High visibility ensures everyone is aware of pending and completed tasks
  • Automatically puts the task on your Google calendar


  • Use task labels to categorize responsibilities by project or department
  • Utilize recurring tasks for regular, ongoing responsibilities

Google Spaces: Auto-Syncing Tasks to Google Calendar 

This feature is the cherry on top of our Google Spaces experience. We remember the old times—back in our Slack and Asana days—when we had to manually enter each task into our calendars. 

That's a thing of the past, my friends.

Whenever a task is assigned in Google Spaces, it “automagically” appears on your Google Calendar, available for the entire team to see. 

This level of visibility ensures that everyone knows what's on the docket, helping us avoid double bookings or over-commitments.


  • Automatic synchronization saves time and reduces manual errors
  • Greater visibility for the team helps in better planning and resource allocation
  • Seamlessly integrates with existing Google Calendar functionalities like reminders and notifications


  • Make sure your Google Calendar settings allow for automatic task addition
  • Periodically review the calendar to ensure tasks and deadlines align with your other commitments

Google Spaces vs. Slack and Asana: The Cons 

While Google Spaces has been a game-changer for us, it's only fair to discuss some of its limitations.

  • Customization: Slack offers a greater range of customizations and third-party integrations.
  • Advanced Task Management: Asana's robust task management features are unmatched, especially for very complex projects.

That said, for our needs—and possibly yours—Google Spaces offers an excellent balance of chat, file management, and task assignment capabilities.

In Conclusion 

Times may be tough, but remember, the path to sustainable business is paved with smart decisions—like choosing the right tools to run your operation efficiently. 

At White Raven, we aren't just a team; each of us is a full partner in the firm—and strategists with the expertise and experience to help you build a sustainable brand that shines as brightly as you do.

Ready to talk about building a truly sustainable business?

Book a strategy meeting with Jerry to explore how we can help you streamline your operations and achieve your business goals. 

You bring the vision; we'll bring the strategy - Schedule Now.

Ginny Grimsley, PhD

White Raven Creative Partner | Conversion Copywriter | SEO Specialist

Ready to Transform Your Business with White Raven?