Google Workspace vs. Microsoft Teams: Which Is Right for Your Small Business?
When it comes to running a small business, you’re juggling a lot—clients, finances, deadlines, and the endless stream of admin tasks. So, it’s no surprise that choosing the right tools to keep everything running smoothly is a top priority.
Two of the most popular collaboration platforms out there are Google Workspace and Microsoft Teams. They’re both packed with features that can help keep your team on track, but they have some key differences that might make one a better fit for your business.
Let’s break it down in a way that actually makes sense for small business owners like you.
What is Google Workspace?
In simple terms, Google Workspace is a suite of tools that brings all your essential business apps under one roof. From Gmail and Google Calendar to Docs, Sheets, and Drive, everything is built to help your team collaborate in real-time, no matter where they are.
For many small businesses, the appeal of Google Workspace lies in its simplicity. The interface is clean, intuitive, and easy to pick up, even for non-techy team members. Plus, since it’s all cloud-based, your team can access and edit documents from anywhere—no need to worry about losing work because you forgot to save.
Best for: Simplicity, real-time collaboration, and anyone who loves Google’s clean and user-friendly setup.
What is Microsoft Teams?
Microsoft Teams is more than just a chat app—though it’s great at that too! It’s a hub for team collaboration, bringing together file sharing, chat, video meetings, and app integrations all in one place. It’s part of the larger Microsoft 365 suite, so it integrates seamlessly with apps like Word, Excel, and PowerPoint.
If you’re already using Microsoft 365 for your business, then Teams is a natural extension of those tools. It allows for easy collaboration on documents and projects while keeping everything neatly organised within your team channels.
Best for: Teams that already use Microsoft 365 and need to centralise their workflow in one place.
Google Workspace vs Microsoft Teams: A Side-by-Side Comparison
| Feature | Google Workspace | Microsoft Teams |
|---|---|---|
| Gmail | Outlook | |
| File Storage | Google Drive | OneDrive and SharePoint |
| Document Collaboration | Google Docs, Sheets, Slides | Word, Excel, PowerPoint (via Teams) |
| Video Meetings | Google Meet | Microsoft Teams (integrated) |
| Chat & Team Collaboration | Google Chat | Teams Chat and Channels |
| App Integrations | Google’s native apps + third-party | Microsoft 365 apps + third-party |
| User-Friendliness | Very simple, intuitive | A bit more complex, but powerful |
Key Differences
1. Simplicity vs Power
If you’re looking for a simple solution to communicate and collaborate, Google Workspace might be more your speed. The tools are straightforward and intuitive, making them easy for your team to pick up with minimal training.
However, Microsoft Teams is designed to be a bit more powerful and feature-rich. It integrates with the full range of Microsoft 365 apps, making it perfect for businesses that already rely on tools like Word, Excel, and PowerPoint. But with that extra power comes a bit more complexity.
2. Real-Time Collaboration
Both platforms allow for real-time collaboration, but Google Workspace tends to shine in this area. Since everything is stored in Google Drive, your team can collaborate seamlessly in Google Docs, Sheets, and Slides. Multiple people can work on a document at the same time, making it super easy to draft, edit, and finalise together.
Microsoft Teams also allows for real-time collaboration, but it’s built around Microsoft Office files—so if you’re working on Word or Excel, you’ll need to use the Office apps that are integrated with Teams. It’s still collaborative, but it can feel a little more “formal” compared to the fluid nature of Google Workspace.
3. Storage and File Management
Both platforms offer ample storage space for your files, but there’s a difference in how files are managed. Google Drive (part of Google Workspace) uses a cloud-based system where everything is stored in your Drive, making it easy to organise and share files with your team.
On the other hand, Microsoft Teams relies on OneDrive and SharePoint for file storage, which integrates smoothly with the rest of the Microsoft 365 apps. It’s a bit more structured, which can help large teams keep their files organised, but may not feel as simple as Google’s Drive.
4. Communication
When it comes to communication, both tools excel—but in different ways. Google Workspace has Google Chat and Google Meet, while Microsoft Teams offers a fully integrated chat feature alongside its video calls. Teams also allows you to create channels for different topics or projects, which can help keep communication organised for larger teams.
For small businesses that don’t need too much structure, Google Workspace is great for quick chats and ad hoc meetings. If you need more formal collaboration with teams or clients, Teams is ideal for creating dedicated spaces and focusing your efforts on specific topics.
5. Third-Party Integrations
Both platforms support a range of third-party integrations. Google Workspace integrates well with apps like Slack, Zoom, Trello, and a variety of others, making it ideal if you use a mixed tech stack.
Microsoft Teams, however, integrates deeply with Microsoft 365 apps, and you can easily plug in other tools via its App Store. If you’re already living in the Microsoft world, this deep integration might feel like a major benefit.
Which One Is Right for Your Small Business?
The decision between Google Workspace and Microsoft Teams largely depends on your existing tech stack and how you like to collaborate.
Google Workspace is great if you’re looking for a simple, easy-to-use platform that keeps things simple while offering the essential tools for real-time collaboration. It’s ideal if you’re already a Google fan or need a low-maintenance solution.
Microsoft Teams is perfect if your business already uses Microsoft 365 and you need a more structured platform for collaboration. If you’ve got a growing team and need powerful features like file versioning, team channels, and extensive integration with Microsoft tools, Teams is the way to go.
Final Thoughts
No matter which platform you choose, the key is to find something that fits your team’s needs. If you’re unsure, remember this: Google Workspace is great for simplicity and collaboration, while Microsoft Teams is better suited to businesses already working within the Microsoft ecosystem.
**Whichever you choose, it is absolutely vital that the system is implemented well from the start, introduced to your whole team and then implemented by everyone involved. Anything new takes time to adjust to. However, when it’s half-done, that’s when everyone gets frustrated and really helpful systems are abandoned early on. This costs your business, unnecessarily, both in time and finance.
Need help setting up or getting the most out of these tools for your business?
That’s where we come in! We work extensively with Google Workspace, Microsoft Teams and much more! Whether you need support with setting up your admin systems or just want to streamline your processes, we’re here to help.
