If your organization uses Google Workspace you have access to Google Groups. Kind of like a listserv but so much better.
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What are Google Groups?
If your nonprofit uses Google Workspace, you can use Google Groups to manage tasks via an email group, with granular controls and monitoring if you need it. Google Groups can improve security for email addresses like “donate@mynonprofit” or “info@mynonprofit” if that email directs to a group and is not its own account that’s credentials could be hacked.
Director of IT Consulting Steve Longenecker explains the ins and outs of using Google Groups and some issues to consider including Google’s Fedramp certification if you are trying to use Google Groups with federal workers.
Since few MSPs can help nonprofits using Google Workspace, please contact us if you have more questions we can help with. We know that so many nonprofit startups start using Google Workspace. We can help you stay with Google Workspace as you grow.
Some Key Takeaways:
- Google Groups works like a listserv, allowing multiple people to view and respond to group emails right from their inbox. No new tools needed like slack or discord. Keeping it simple can help your team or volunteers engage easily.
- Google Groups allows granular permissions and allows a manager to assign certain email threads to specific team members, so you can make sure all donation inquiries get a quick response, for example. Managers can get valuable insight into email thread status and team members can easily collaborate without checking and back-checking to see who is taking which inquiry.
- Google Groups can be useful in keeping volunteer groups organized and engaged. You can assign any email to Google Groups, making a partly external volunteer team more functional and making it easier for busy volunteers to participate, right from their inbox.
- Google Groups has many security features that make it preferable to listservs. And Listerv tools are becoming harder to find and manage. Everyone uses email – if you already use Google Workspace you have a listserv tool already available to you, for free, that has many features and security that listservs just don’t have.
- Google Groups is relatively easy to set up and manage, and Google provides lots of helpful how-to tutorials and advice that are accessible to non-technical managers.
- If you are trying to use Google Groups with federal employees and encountering resistance, be aware that Google has Fedramp certification. This means your federal friends are allowed to use it from a security perspective.
Google Groups is a tool you should consider if you are struggling to manage a team or volunteer group. It is easy to get started and easy to expand as you learn the capabilities.
We know that few MSPs serving nonprofits are experts in Google Workspace. Community IT has developed expertise in Google Workspace support since we serve nonprofits exclusively, and so many nonprofits use this platform. If you are worried you are outgrowing Google Workspace as your nonprofit has grown, let’s have a conversation and help you do an assessment of keeping Google, moving to Microsoft, or managing a hybrid of the two. We have clients who have been there and we will help you find the best solution for your organization.
Presenters
As Director of IT Consulting, Steve Longenecker divides his time at Community IT primarily between managing the company’s Projects Team and consulting with clients on IT planning. Steve brings a deep background in IT support and strategic IT management experience to his work with clients. His thoughtful and empathetic demeanor helps non-technical nonprofit leaders manage their IT projects and understand the Community IT partnership approach.
Steve also specializes in Information Architecture and migrations, implementations, file-sharing platforms, collaboration tools, and Google Workspace support. His knowledge of nonprofit budgeting and management styles make him an invaluable partner in technology projects. He has developed expertise in supporting Google Workspace and using Google Groups.
Steve is MCSE certified. He has a B.A. in Biology from Earlham College in Richmond, IN and a Masters in the Art of Teaching from Tufts University in Massachusetts.
Carolyn Woodard is currently head of Marketing and Outreach at Community IT Innovators. She has served many roles at Community IT, from client to project manager to marketing. With over twenty years of experience in the nonprofit world, including as a nonprofit technology project manager and Director of IT at both large and small organizations, Carolyn knows the frustrations and delights of working with technology professionals, accidental techies, executives, and staff to deliver your organization’s mission and keep your IT infrastructure operating. She has a master’s degree in Nonprofit Management from Johns Hopkins University and received her undergraduate degree in English Literature from Williams College.
She was happy to have this podcast conversation with Steve Longenecker about using Google Groups.
Ready to get strategic about your IT?
Community IT has been serving nonprofits exclusively for twenty years. We offer Managed IT support services for nonprofits that want to outsource all or part of their IT support and hosted services. For a fixed monthly fee, we provide unlimited remote and on-site help desk support, proactive network management, and ongoing IT planning from a dedicated team of experts in nonprofit-focused IT. And our clients benefit from our IT Business Managers team who will work with you to plan your IT investments and technology roadmap if you don’t have an in-house IT Director.
We constantly research and evaluate new technology to ensure that you get cutting-edge solutions that are tailored to your organization, using standard industry tech tools that don’t lock you into a single vendor or consultant. And we don’t treat any aspect of nonprofit IT as if it is too complicated for you to understand. When you are worried about your email safety and phishing attempts, you shouldn’t have to worry about understanding your provider.
If you have questions about using Google Groups you can contact us here.
We think your IT vendor should be able to explain everything without jargon or lingo. If you can’t understand your IT management strategy to your own satisfaction, keep asking your questions until you find an outsourced IT provider who will partner with you for well-managed IT.
If you’re ready to gain peace of mind about your IT support, let’s talk.
Transcript coming soon!
Photo by Brooke Cagle on Unsplash