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Google Chat keeps us connected - starting now, it keeps us connected to clients and vendors, too. It's easy, fast and secure and opens a whole new dimension for working together.
I can't wait to show you! Let's dive in.
The door to a better world opens.
Completing your toolbox
Completing your toolbox
Everyone and their mother is using Meet (everyone is talking to clients, the mothers mainly want to know why you didn't answer their emails).
There also is a good chance you are already collaborating with your clients using Google Workspace. You can invite clients to collaborate on documents - that is not simple document sharing, but full-blown collaboration. They are be able to edit Docs, Sheets, Slides together with you, at the same time. It works for editing Microsoft Office files as well.
One thing has been missing so far: Instant messaging. Tight deadlines might require working together closely, answering questions, agreeing on next steps. Until now, Chat didn't reach them - but now it does. Goodbye legacy tools, goodbye shadow IT!
Before you get started
3 seconds of your attention, this is important!Before you get started
Who you can chat with
Who you can chat with
You can chat with anyone, as long as
they are using Google Chat. That limits the audience somewhat.
their domain is allowlisted, meaning you can already share Google documents with them. That excludes @gmail.com accounts.
their organization allows external Chat.
Know the rules
Know the rules
Read up on the business rules governing the use of external chat.
As usual, stay professional - assume everything you type is monitored (it probably is).
How it works
How it works
Finding a chat partner and sending an invitation
Finding a chat partner and sending an invitation
As usual, you find a partner by typing their name in the "+" box. If this is your first time messaging them, you will need to type in their email address in full.
Notice the "External" marker by their name - this is how you know you are talking to a client.
When you send them a message, they will have to agree to talk to you. Once they do, both of you can message freely in the future.
What if I get an error?
What if I get an error?
Double-check the email address you're inviting.
Remember they need to use Google Chat as well.
If you need help, open a ticket with your service desk.
Being invited
Being invited
Clients and partners you have been sharing documents with always wanted to resolve things more quickly, without email. If they reach out first, you will find their message requests under the "+" menu, as well.
Chat will remind you per email if you do not open a request within a day.
Making magic happen: Setting up Chat spaces
Making magic happen: Setting up Chat spaces
Once you are talking to an external person, you can add them to a chat space. Note that external persons can't just stumble into your existing spaces - you need to set up a new space and mark it as "External persons can join" from the beginning.
Your new space will have the "External" label attached to it, as well. Even before you invite your clients, your colleagues will know that this is an external room that people from other domains could potentially join.
Adding external persons
Adding external persons
Created your space? Time to add your clients to it, just as you would add your colleagues. Note that you need to have a messaging conversation going on - the chat space invitation can't be the first time they hear from you. Say hi first!
External domains can add you to their spaces as well. It is advantageous to be on your home turf, though: You can rename it, add your colleagues and kick people out if needed.
Make use of all your space offers
Make use of all your space offers
Once everyone is on board, you will have a central place to share and manage documents. You can assign each other tasks for light-weight project management, and much more. External spaces unlock collaboration.
External Chat has easily been the most requested feature, and now it's live and available. If collaboration is easy within your team and saves you a ton of emails, imagine what it can do once you break free from email. Know the business rules your organization has put in place, and start reaching out to your Google-using counterparts today! Thanks for reading!
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#chatPublished 2022-02-15 by Holger Matthies.Modified 2022-02-15 by Holger Matthies.Written listening to Ashley Wallbridge & Gareth Emery - Amber Sun (extended mix)
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