Microsoft 365 vs Google Workspace: Which Is Better for Small Businesses?

With cloud-based productivity suites at the core of modern business operations, choosing the right platform can make a significant difference in how your team collaborates and communicates.  

Two of the leading options are Microsoft 365 and Google Workspace, each offering a suite of tools designed to enhance productivity.  

But which one is the better fit for your business?  

In this comparison, we’ll break down the features, pricing, usability, and performance of both platforms to help you make the right decision. 

Microsoft 365 Overview 

Microsoft 365 brings together familiar Office applications like Word, Excel, and PowerPoint with powerful cloud services, all designed to support seamless collaboration and security.  

As a Microsoft Solutions Partner, we’ve seen how Microsoft 365 transforms businesses with integrated tools like Teams for communication and OneDrive for cloud storage. 

Beyond the well-known apps, Microsoft 365 offers an expanded suite of business-focused tools that give it a competitive edge, including: 

  • Microsoft Loop for creating flexible workspaces for collaborative projects, 
  • Microsoft Planner for task management and team coordination, 
  • Microsoft Sway for creating visually engaging presentations and digital reports. 

These additional apps, coupled with built-in security features, make Microsoft 365 a comprehensive solution for businesses of all sizes. 

Key Features of Microsoft 365 

  • Familiar Office Applications: Most users are already comfortable with tools like Word, Excel, and Outlook, making adoption smoother for teams transitioning to the cloud. 
  • Integrated Collaboration Tools: Microsoft Teams provides a central hub for meetings, chats, and real-time document collaboration, keeping everyone connected, whether they’re working remotely or in the office. 
  • Advanced Security: Microsoft 365 offers enterprise-level security, including encryption, compliance management, and multi-factor authentication to protect business data. 
  • Offline Access: Users can install the Office apps on their devices and continue working even without an internet connection, ensuring productivity is uninterrupted. 
  • Comprehensive App Suite: Tools like Loop, Planner, and Sway offer businesses additional functionality for collaboration, task management, and creative projects, all integrated into the platform. 

Google Workspace Overview 

Google Workspace is Google’s cloud-based productivity suite that includes Gmail, Google Drive, Docs, and other collaborative tools. It’s designed with simplicity in mind, making it a strong option for businesses that prioritise online collaboration. However, its focus on web-based applications can sometimes limit offline capabilities and app variety. 

Key Features of Google Workspace 

  • Real-Time Collaboration: Google Workspace excels at real-time document editing, allowing multiple team members to work on the same file simultaneously. 
  • Cloud-Based Applications: As a cloud-native platform, Google Workspace’s apps are accessible from any device with an internet connection—no installations required. 
  • Seamless Integration: Google Workspace integrates smoothly with other Google services like Calendar and Google Meet, creating a cohesive environment for teams working within the Google ecosystem. 
  • User-Friendly Interface: Google Workspace’s clean and simple interface makes it easy for users to get up and running quickly, but this simplicity may also mean fewer advanced features compared to Microsoft 365. 

Pricing Comparison 

Both platforms offer subscription-based pricing models tailored for businesses of all sizes. 

Microsoft 365 Pricing 

Microsoft 365 offers a range of business plans with different levels of functionality, including: 

  • Business Basic: Starting from £4.90 per user/month, including web and mobile versions of apps, 1TB of OneDrive storage, and Teams. 
  • Business Standard: £10.30 per user/month, adding full desktop apps and additional collaboration tools. 
  • Business Premium: £18.10 per user/month, with advanced security and compliance features. 

Google Workspace Pricing 

Google Workspace also offers tiered business plans, starting from: 

  • Business Starter: £5 per user/month, offering 30GB of cloud storage per user and access to core apps. 
  • Business Standard: £10 per user/month, providing 2TB of cloud storage and enhanced collaboration tools. 
  • Business Plus: £15 per user/month, including additional security features and 5TB of storage. 

Usability 

Microsoft 365 Usability 

Microsoft 365 builds on the familiarity of its traditional Office apps, offering a wealth of features that integrate smoothly across desktop, mobile, and web platforms. While the wide range of apps might take time to fully explore, this depth offers greater flexibility for businesses looking for a tailored solution. 

Google Workspace Usability 

Google Workspace’s simplicity is its strongest suit, with a clean interface that prioritises ease of use. The platform’s cloud-native approach means everything is browser-based, making it accessible from any device with an internet connection. However, businesses that require more complex workflows or offline access may find the feature set somewhat limited compared to Microsoft 365. 

Performance 

Microsoft 365 Performance 

Microsoft 365 performs well across all devices and offers the flexibility of offline access for its core apps. This makes it a strong choice for businesses where internet access may be unreliable or where hybrid working is common. 

Google Workspace Performance 

Google Workspace excels in cloud-based collaboration, particularly when real-time editing and file sharing are needed. However, its reliance on constant internet connectivity can be a drawback, especially if your business works in locations with inconsistent internet speeds. 

Conclusion 

For businesses that need a robust, feature-rich platform with advanced security, flexibility, and a wide range of applications, Microsoft 365 is the ideal choice. The additional apps like Loop, Planner, and Sway enhance productivity, organisation, and creativity, making it more than just an office suite—it’s a comprehensive business toolkit. 

If your business prioritises simple, real-time collaboration in a fully cloud-based environment, Google Workspace may be a better fit, but it lacks the depth and offline capabilities of Microsoft 365. 

If you’re unsure which is right for your business, book a free discovery call with us today. As a Microsoft Solutions Partner, we can help tailor Microsoft 365 to your business needs, ensuring maximum productivity and security for your team. 

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