Google Workspace Results
Efficiency gains for legal and finance departments
• Improves data protection and compliance with Google Workspace
• Encourages employees to collaborate effortlessly across multiple departments and locations with Team Drives and Google Meet hardware
• Builds in efficiency by integrating applications from across the Google ecosystem
By creating a platform to connect engineering entrepreneurs with customers who need system repairs around the house, Guidion has built a network of over a thousand experts in the Netherlands. The entrepreneurs work flexibly according to their own availability and currently help an average of seven customers every minute with a successful installation. Founded 12 years ago, the company has approximately 730,000 clients and is still growing rapidly, having recently expanded to Germany.
“Security and reporting are our top priorities, in that order. We look after a lot of client data, so we need to make sure all the necessary systems and safeguards are in place to help keep it secure.” - Joris Spermon, Head of Technology, Guidion
Guidion’s experts cover a range of domestic systems, including smart metering, smart thermostats, central heating, solar panels, telecom, and security. Through its website, customers can find experts that are near them and book an appointment. As Guidion looks after all the logistics and invoicing on behalf of the entrepreneur, it has to deal with large quantities of customer data.
Since it handles customer data on behalf of its experts, Guidion wanted to make sure it was compliant with all relevant data privacy regulations, including the recently introduced GDPR. Data security is also a priority for its partners, so it looked for a way to enhance its data privacy compliance posture. Because G Suite Business offers additional features for reporting and auditing and also enables data storage in Europe, upgrading its Google Workspace from Basic to Business helped Guidion design the best solution for demonstrating its privacy compliance.
“Security and reporting are our top priorities, in that order,” says Joris Spermon, Head of Technology at Guidion. “We look after a lot of client data, so we need to make sure all the necessary systems and safeguards are in place to help keep it secure. Our partners also see data security as absolutely key.”
Helping improve security and access control
Keeping client data secure is crucial so clients feel confident in using a company’s services, especially in the home. Guidion wanted to make sure its operations were GDPR compliant ahead of the May 2018 enforcement date and provide its data with additional protections. It was already using Google Workspace for its office workers, but wanted to improve its system’s security.
To enhance its security capabilities, it switched to G Suite Business. “The implementation was straightforward because we already had Google Workspace,” says Joris. “The information that Google provides in terms of security reports was really helpful.”
“Rolling out G Suite Business has helped us to reevaluate how we check what is stored internally and externally. The reporting tools are really useful.” - Joris Spermon, Head of Technology, Guidion
Now, Google authentication is at the core of Guidion’s systems. “For additional services, we use Salesforce and other systems, but everyone needs to authenticate via Google,” says Joris. Using Drive helps Guidion to safeguard its client contracts, thanks to its clear sharing settings. “We use it for storing contracts as we don’t want a network drive that everyone can access. With Drive, you can really limit who is using what or seeing what.”
Drive also helps its office-based workers to collaborate efficiently. “We see a lot of efficiencies in the finance, operations, and legal departments,” says Joris. “You can just share something with a colleague and they can continue working on it.” Since upgrading, Guidion has also implemented Team Drives to improve both efficiency and security. “Google Team Drives are really useful for everybody. When people are leaving or off-boarding, it eases the process,” says Joris.
“Rolling out G Suite Business has helped us to reevaluate how we check what is stored internally and externally. The reporting tools are really useful, in terms of reporting on Drive usage and links shared outside of the domain.”
An advanced-thinking team
For the switchover, Guidion received support from Google Cloud Partner g-company. In addition to providing guidance during the contracting and implementation process, g-company is working with Guidion to make strategic optimizations. “We have a wealth of Google knowledge and experience,” explains Jeroen Hovinga, Director of Google Sales at g-company. “Joris and his team are very advanced in their thinking. As our focus is accelerating innovation, a client who wants to move forward and challenge new technology is interesting for us.”
“Our risk and compliance department is pleased with the results. Now we can opt in for EU Model Clauses, which is a necessary step for us. I feel a lot more confident because I know we are storing data responsibly.” - Joris Spermon, Head of Technology, Guidion
For example, to improve communication with its new German offices, Guidion implemented Meet hardware. “We have a camera and microphone with a set-top box and a screen in two offices, in two different locations,” explains Joris. “You come in, you click the button, and you’re connected to the other side. We are expanding rapidly, so it really helps to cooperate with colleagues abroad.”
Guidion also uses other products from the Google ecosystem that integrate seamlessly with Google Workspace, such as Keep, Calendar API, and Apigee. “Apigee is well documented, highly secure, and is included under the contract we have in place for Google Workspace,” says Joris.
Expanding the ecosystem
Since implementing G Suite Business edition, Guidion is more confident in safeguarding its customers’ data. “Our risk and compliance department is pleased with the results,” says Joris. “Now we can opt in for EU Model Clauses, which is a necessary step for us. I feel a lot more confident because I know we are storing data responsibly.”
Now, in partnership with g-company, Guidion is looking to expand its use of the Google ecosystem to improve efficiency and appeal to its younger workforce. “It would be great if we could start working with Chromebooks,” says Joris. “The younger employees like up-to-date devices, we wouldn’t need any expensive software licenses and could help extend security of data.”
Guidion is also looking at using Mobile Device Management and App Maker, available with G Suite Business. “We work with a lot of millenials who aren’t afraid of technology. I see a lot of potential in App Maker,” says Joris.
*Google Workspace was formerly known as G Suite prior to Oct. 6, 2020.