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Google Workspace Resource

Google Workspace Security Basics for Small Businesses

Google Workspace is easy for teams to use, but security settings still need review. Small businesses should know who has access, what is shared, and which protections are enabled.

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Why this matters

Google Workspace often contains email, files, shared drives, calendars, forms, and customer information. If accounts and sharing are not reviewed, sensitive information can spread too widely.

Use this resource when

  • Your business uses Gmail, Google Drive, or shared drives.
  • Employees share files outside the organization.
  • 2-Step Verification is not required.
  • You are not sure who has Google administrator access.

What to review

  • Active and suspended users.
  • Google administrator roles.
  • 2-Step Verification status.
  • Shared drives and file permissions.
  • External sharing settings.
  • Recovery email and phone settings.
  • Former employee accounts and file ownership.
Step by step

Practical checklist

  1. Review active Google Workspace users.
  2. Confirm administrator roles are limited and documented.
  3. Require 2-Step Verification for users.
  4. Review shared drives and external sharing.
  5. Transfer file ownership when employees leave.
  6. Document settings that need cleanup.
Avoid these issues

Common mistakes

  • Letting files remain owned by former employees.
  • Allowing broad external sharing.
  • Not requiring 2-Step Verification.
  • Giving too many users administrator access.
  • Using personal Gmail accounts for business work.

Need help turning this into a working process?

J3 Systems Group can help review Google Workspace users, shared drives, administrator access, and basic security settings.

Schedule a consultation

Related resources

Microsoft 365 Security Checklist for Small Businesses

Use this checklist to review the Microsoft 365 settings that most small businesses depend on every day. It is designed for business owners and office managers who need a practical way to reduce account, email, and access risk.