Our journey to better efficiency, cost savings, and streamlined operations

At Matthew Temple Consulting, we’ve always been focused on finding tools that help us best serve our clients. As a small business, Google Workspace was a part of our foundation—it offered intuitive tools, and we genuinely loved using it. Even today, it holds a special place in our hearts. However, as we grew from a team of one to four, we began to encounter limitations that Google Workspace couldn’t overcome. This led us to make the shift to Microsoft 365—a decision that revolutionised how we work.

What Went Wrong with Google Workspace?

Google Workspace started strong, but as our team expanded, cracks began to show. We found ourselves struggling to adapt its basic features to meet our needs, and as a result, resorted to paying for third-party apps to bridge the gaps. Here are some of the specific challenges we faced:

• Task Management: While Google Tasks is simple, it’s far too basic for a growing team. We had to turn to Basecamp to manage projects effectively.
• Shared Email Accounts: Google Workspace required complete account switching to share email access, forcing us to adopt Spark Mail for smoother collaboration.
• eSignatures: The tools offered by Google Workspace were too limited for handling contracts and documents, leading us to use Adobe Sign.
• Communication Scaling: Google Voice fell short as our team expanded, prompting us to use CircleLoop for reliable and scalable communication.

By the time we realised the extent of the problem, we were spending over £200 per month on apps and tools to patch the limitations of Google Workspace. A frustrating and unsustainable approach for a team of only four people.

The Move to Microsoft 365

Microsoft 365 presented itself as the solution we needed: a comprehensive platform that not only addressed all our pain points but brought everything under one cohesive umbrella. Here’s what made the difference:

• Cost Efficiency: Switching to Microsoft 365 reduced our monthly expenses from £200 to £120—a significant saving for a small business. With Microsoft 365, we no longer needed separate subscriptions for task management, email sharing, eSignatures, or communication tools.
• Centralized Data: All our data was consolidated under one compliance framework, making it easier to secure, back up, and manage. The peace of mind in knowing everything is stored safely in one place is invaluable.
• Feature-Rich Applications: Microsoft 365’s suite of tools, including Teams for communication, Planner for task management, and SharePoint for file sharing, seamlessly replaced every third-party app we had been relying on. The integration between apps eliminated inefficiencies and boosted productivity.

Real-World Examples: How Microsoft 365 Reshaped Our Workflow

When we used Google Workspace, sharing emails was cumbersome. Spark Mail solved the issue, but it added complexity and cost. With Microsoft 365, shared mailboxes are built-in, allowing effortless collaboration without additional subscriptions.

Similarly, eSignatures were a headache. Adobe Sign was functional but came at an extra cost. Microsoft 365’s built-in electronic signature tools streamlined contract management with no added expense.

Task management, previously split between Google Tasks and Basecamp, unified under Microsoft Planner, providing clarity and coherence in how we organise projects.

Finally, CircleLoop replaced Google Voice for team calls, but Microsoft Teams offered a far superior experience, integrating our phones with messaging, video calls, and file sharing—all within Microsoft 365.

Migration: Quick and Painless

The thought of migrating systems can be daunting, but our transition from Google Workspace to Microsoft 365 was surprisingly straightforward. In just two days, we had fully moved our data, set up our team accounts, and configured security protocols. The process was smooth and well worth the effort.

Migrating our phone system took a little longer as we had to wait for number porting. The process was still simple, and once complete, we immediately began reaping the benefits of integrated communication through Microsoft Teams. Having both calls and messaging unified in one platform made interactions with clients and colleagues more streamlined than ever before.

Our Recommendation

Looking back, the decision to switch to Microsoft 365 was one of the best we’ve ever made. It saved us money, simplified our operations, and gave us tools that genuinely work for a growing business. If you’re just starting out, take our advice: don’t waste time and money on Google Workspace. Set up with Microsoft 365 right from the beginning. It will be easier, cheaper, and far more effective in the long run.

At Matthew Temple Consulting, we believe in empowering businesses with tools that make growth easier and success achievable. Microsoft 365 has been an essential part of that journey, and we couldn’t recommend it more highly. Let’s get started—your business deserves it.

Ready to simplify your operations, save costs, and supercharge your team’s productivity? Let us help you unlock the full potential of Microsoft 365—from seamless collaboration to streamlined communication. Contact us today to get started and take your business to the next level. Your success begins here!