Sometimes the time we spend at our workplace could be used more efficiently, and the worst thing is that we often realize this but don't know what to do about it.

From the countless hours we spend answering emails to the time we spend formatting work documents and presentations, many hours are spent on activities that are not necessarily the focal point of our work.

Increase your work productivity with G Suite

However, the use of technology could help us to speed up some administrative tasks, such as the possibilities offered by some of the tools that Google offers with its G Suite. That is why in Business Time we want to present some tips that will help increase productivity at work by using some of the facilities offered by this popular service:

1.- Formatting presentations

Creating presentations is a fundamental activity for a large number of people, regardless of their position or industry.

We all know the great effort involved in preparing an executive presentation, from the process of gathering relevant information to its condensation into a few lines that can briefly synthesize and punctuate the message to be conveyed.

However, in this whole process we often divert much of our attention to the proper formatting of these presentations, often spending more time deciding the font of the text, looking for an appropriate image and then deciding the most suitable place to place it, than we invest in the development of the content.

For these cases, G Suite offers an interesting tool: Explore in Slides. This tool is capable of generating design suggestions for your presentation through a virtual assistant that can be activated by clicking on the button located in the lower right corner of any presentation. Explore in Slides will be able to make suggestions on the placement of images and text, while combining them with different preset template options to facilitate the design process.

Also, the search for images to insert will become easier, as this tool will make suggestions based on the content of our presentation, directly in the tools menu without having to open the Google search engine in a separate window. With these tools, Google estimates that the time spent on formatting will be reduced by up to 30%.

2.- Remembering formulas and formatting spreadsheets

Whether you are not very familiar with using spreadsheets, you don't remember a specific formula, or you simply want to try different calculations to decide what information to include in your next report without having to go through the manual process, Explore in Sheets can offer valuable help in deciphering important information contained in your spreadsheets.

In addition to the ability to format tables using G Suite's suggestions, the most valuable time-saving feature is the ability to ask natural language questions in the Explore window. From requesting sales information by a product type identified in one of the columns, to quickly charting, Explore in Sheets can help reduce time and facilitate spreadsheet tasks.

According to internal Google data, only 30% of corporate users report feeling comfortable manipulating formulas within spreadsheets. This means that these tools can help a large portion of users.

3.- To make documents with reports and researches

From looking for sources of information that will help us to make our report solid, to remembering how it was titled and in which folder that document we skimmed and saved somewhere is stored, making a report can be quite a complex and demanding task.

With Explore in Docs, these tasks can be greatly simplified. In the Explore menu on the right side of your screen, G Suite will make suggestions of sites that contain information related to the content of your documents, including small excerpts of relevant paragraphs. The suggestions will also include images that you can easily insert.

In addition, Explore in Docs will allow you to get those files related to what you write in your document, which are stored in Drive, avoiding the task of remembering the precise folder where a document was stored and opening a separate window to access Drive.

4.- Reduce the time spent answering e-mails

According to Google, the average employee spends at least 13 hours a week responding to incoming emails. This implies that people spend almost a third of their work time each week dealing with what they receive in their inbox. Trying to make email management more efficient is therefore a strategy that can save workers a lot of valuable time.

With Smart Reply, G Suite's Gmail makes use of artificial intelligence and machine learning technologies to manage emails by saving the time it would take to think and write a reply, by suggesting texts based on the content of the email received.

Smart Reply is capable of suggesting up to three responses to simple emails in natural language automatically, while also allowing the editing of a suggested response to enable users to customize it according to their own style. This tool will take into account rejected or accepted changes and suggestions to improve the quality of the text presented each time.

We know that every second saved in the office not only makes work more efficient, allowing you to focus your time on more productive activities, but also takes the pressure off your shoulders to meet tight deadlines. That's why using the tools available can help you streamline these processes, saving you time and perhaps generating more money.

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