9Media’s G Suite Transition to Google Workspace with TS Cloud

Summary

At 9Media Co., Ltd., the transition from the free version of G Suite to Google Workspace coincided with the service discontinuation and the company’s division. Discover the reasons behind choosing Google Workspace over other services and the decision to purchase through TS Cloud.

Client Information

Company Name	9Media Co., Ltd
Company Profile	9Media Co., Ltd. is a media production company that specializes in creating customer-exclusive owned media. 9Media Co., Ltd works hard to regularly update its website to attract and engage with audiences through insightful column articles. Additionally, 9Media Co., Ltd often undertakes website development projects from scratch, whereby they provide comprehensive support for their client’s audience engagement.
Industry	Media Production, IT
Company Size	Less than 50
Introduction Date	September 2021

Transition to Google Workspace and Choosing Agency Partnership

① Moving from G Suite to Google Workspace During Organizational Restructuring

A decade ago, we sought a unique email address and opted for the free version of G Suite. Operations heavily relied on G Suite, but the impending discontinuation prompted consideration of alternatives like Microsoft 365. Challenges like data migration and onboarding deterred the shift, leading us to stick with Google. During this period of change and prompted by 9Media’s division into subsidiaries, new accounts were launched for group companies. Each subsidiary within the group independently operates Google Workspace.

② Necessity of Data Management to Enable Full Remote Work

Initially, We relied on NAS as a shared server which minimized the use of Google Drive. However, with COVID-19, the limitations of NAS for remote work became apparent. While attempting to use other substitute file servers, usability issues always posed a significant challenge for us. Consequently, the need for a solution to full-remote operations was recognised which led to the utilization of Google Drive for cloud-based data storage.

③ Choosing a Reseller with Data Migration Support

While acquiring Google Workspace accounts for our group’s companies, we considered purchasing directly from Google. However, faced with huge unfamiliarity, recognized the need for data migration support. As a result, we opted to purchase Google Workspace through an reseller, choosing TS Cloud for its supportive infrastructure.

After contacting several resellers who provide Google Workspace support service, TS Cloud stood out by providing detailed guidance prior to any implementation or commitment. Through multiple interactions with representatives of TS Cloud, we assured that they will receive the attentive support they needed in both stages of implementation and post implementation. Based on these experiences, made the decisions to purchase Google Workspace through TS Cloud.

Fast Changes with Google Workspace

① Maintaining a Google-Based Work Environment with Upgraded Infrastructure

9Media initially used G Suite to implement various processes with Google tools like Gmail and Google Calendar. Switching to Google Workspace easily maintained a familiar work environment and ensured a smooth transition to a system that effectively addresses challenges.

② Flexible Access to Shared Drives from Inside and Outside the Office

Limited features in the free edition of G Suite made it challenging us to establish rules for effective file sharing and Google Drive usage. Consequently, the utilization of G Suite features remained heavily restricted.

Today, the Google Workspace edition which we subscribed enables administrators to manage user permissions and control external sharing effortlessly. This has improved IT security whereby file sharing restrictions are still in place at locations outside the office – a significant advantage akin to the traditional NAS system.

Additionally, as Drive was present in G Suite, staffs began adopting the additional tools of Google Workspace with ease and in a short relatively time. This greatly contributed to the smooth transition and integration of Google Workspace into daily operations.

③Smooth Data Migration with Support from TS Cloud

During the data migration process, it was found necessary to transfer files to Drive from existing accounts, and to migrate data from external mail servers to Gmail. Through frequent assistance from TS Cloud, we were able to successfully complete the data migration process without any complications.

Future Outlook

Looking towards the future, our rules regarding the use of Google Drive are currently lax. Therefore bu this chance, replace the traditional shared server, hopes to establish and enforce clear internal regulations for the usage of Shared Drive.

Additionally, while internal file sharing can only be completed with Google Docs, files that are shared to individuals outside the company may need to be shared with using Word or Excel. In such instances, by utilizing the desktop version of Google Drive, uploaded files can be edited and updated in their original Word or Excel formats. However, it is observed that many staff members are unaware of such functionalities. Therefore, today, we aims to promote awareness of such convenient features and they hope to explore even more effective utilization methods based on specific needs.

At the time, amid the increased opportunities for online meetings due to the pandemic, Zoom dominated the landscape. However, the Business Standard edition in use offered features such as recording and breakout rooms, which proved beneficial for casual internal communication. We hopes to begin to do more and become more hands-on with the multitude of tools offered by Google Workspace in the future.

Client’s Comment

TS Cloud has been incredibly helpful in providing the right advice we needed and we are grateful for their support. Moving forward, here at Nine Media, we aim to continue expanding the scope of Google Workspace’s utilization with their ongoing assistance.