Technology

Microsoft 365 or Google Workspace - which is best for UK SMEs?

With similar pricing for business users, how do you decide which productivity and collaboration tools to use?
Microsoft 365 or Google Workspace - which is best for UK SMEs?

One of the biggest decisions when starting a business is what email, productivity and collaboration tools you decide to go with. Much like the smartphone market, it essentially boils down to a choice between two computing giants – in this case, Google and Microsoft.

Launched in 2011, Microsoft's 365 (formally Office 365), is ubiquitous in the corporate word, but is it the right solution for small and medium-sized enterprises (SMEs)? Google’s recently rebranded Workspace (formally G Suite) offers a similar range of features, so which is right for you?

Understanding the basics

Microsoft 365 is a comprehensive suite of productivity tools. It includes well-known applications like Word, Excel, PowerPoint, Outlook, and more. With Microsoft 365, users can access these applications online or install them locally on their devices including smartphones.

Google Workspace offers a suite of cloud-based productivity tools. It includes Gmail, Google Drive, Google Docs, Google Sheets and more. Google Workspace is designed to facilitate collaboration and communication with colleagues in real-time.

Pricing and scalability

Microsoft 365 offers various subscription plans, including Business Basic, Business Standard, and Business Premium. The pricing is flexible and allows SMEs to scale up or down as needed. Microsoft also offers non-profit and educational pricing, making it accessible to a wide range of organisations.

Microsoft 365 Business Basic starts at £4.90 per user per month and provides web and mobile app versions of Office apps with 1 TB of cloud storage per user. To access the desktop version of the apps you’ll need Business standard which starts at £10.30 per user per month.

Google Workspace provides three pricing tiers: Business Starter, Business Standard, and Business Plus. It is known for its competitive pricing, which can be cost-effective for SMEs and also has specific plans for non-profit organisations.

Their Business Starter plan is priced at £5.00 per user per month and provides essential apps such as Gmail, Google Drive, and Google Docs. Business Standard is £10 per user per month and includes additional features like 2TB cloud storage and 150-participant video meetings which can be recorded.

Google workspace desktop
Google Workspace

Collaboration and communication

Microsoft 365

• Microsoft Teams is a standout feature of Microsoft 365, offering a robust platform for team collaboration, video conferencing and chat.

• OneDrive for Business provides secure cloud storage with seamless integration.

• Outlook is a powerful email client that many professionals are already familiar with.

Google Workspace

• Google Meet allows for video conferencing and webinars, making it easy to connect with remote teams or clients.

• Google Drive offers file storage and sharing in the cloud, emphasising real-time collaboration.

• Gmail is a widely used email service known for its simplicity and reliability.

Security and compliance

Microsoft 365

Microsoft prioritises security, offering advanced threat protection, data loss prevention, and identity management. Compliance features are robust, ensuring adherence to regulatory requirements.

Google Workspace

Google Workspace also provides strong security measures, including anti-phishing and anti-malware protection. It also complies with industry standards and regulations, though some organisations may have specific compliance needs.

User experience (UX) and Integration

Microsoft 365

The familiar Microsoft interface can reduce the learning curve for users already accustomed to Office applications. Integration with other Microsoft products like SharePoint and Azure is seamless.

Google Workspace

Google Workspace has an intuitive and user-friendly interface, particularly appealing to organisations that prefer cloud-first solutions. Integration with third-party apps through the Google Marketplace is a strength.

Deciding which is best for you

Ultimately, the choice between Microsoft 365 and Google Workspace for your UK SME depends on your specific needs. While Microsoft's offering may resonate with those who appreciate a familiar interface and robust integration, Google Workspace shines in its simplicity and cloud-first approach. Consider factors such as pricing, collaboration requirements, security, and user experience. Ultimately, your decision should align with your unique business needs and priorities.

FAQs

1. Which is more cost-effective for a small business: Microsoft 365 or Google Workspace?

The cost-effectiveness depends on the specific needs of your business. Both platforms offer competitive pricing, so it's essential to evaluate the features that matter most to your organisation.

2. Can I use Microsoft 365 and Google Workspace together?

It's technically possible to use both, but it may lead to complexities in terms of data and user management. Most businesses choose one platform to streamline their operations.

3. Are there data migration tools available if I want to switch between the two?

Yes, both Microsoft and Google offer data migration tools to help you transition from one platform to the other smoothly.

4. Does Google Workspace have offline capabilities?

Yes, Google Workspace allows you to work offline by enabling offline access to your documents and emails.

5. How can I get started with either Microsoft 365 or Google Workspace?

You can visit the respective websites and sign up for a trial or subscription to get started:

Google Workspace

Microsoft 365

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