"With the transition to the new plan from Workspace, we immediately felt the difference in the work process, exchanging documents and holding meetings. After starting to use Shared Drives in individual teams and seeing the results, we decided on the next project - to transfer the entire document flow by teams and directions on Team Drives and abandon the use of Personal Drives as much as possible, which we managed to do. Thanks to the professional implementation by Cloudfresh specialists of all the necessary tools for security and data control, we no longer worry about the protection of important files or access to the necessary information that makes the work of our IT team much easier."
Anton LypovskykhIT Director at Welltech
How Welltech gets the most from Google Workspace with the Enterprise Standard Plan
Welltech is an IT company that develops applications in Health & Fitness. According to the results of 2021, Welltech ranks 6th in the world ranking of Health & Fitness companies according to AppMagic data.
Welltech’s products include popular apps like FitCoach, Muscle Booster, Omo, WalkFit, and Yoga-Go, which have more than 170 million downloads worldwide. The company currently has more than 500 specialists, and Welltech’s head office is in Cyprus.
Project start date: June 1, 2021
Project end date: August 20, 2021
Challenge: The Welltech team has been working in the cloud infrastructure of Google Workspace (from now, GWS) for a long time, using such instruments as Drive, Docs, Slides, Meet, etc. However, as the company scaled and grew rapidly, Welltech had several critical requests that were not covered by the current service package from GWS. One of them was the depersonalization of ownership of files and quick access of teams to the necessary materials so that important materials were assigned not to one person but to the team and were not lost, for example, after the termination of cooperation with one of the specialists.
In addition, the team needed to optimize the volume of Drives for internal users due to the insufficiency of standard sizes for working with large files, saving data, and structuring them. Also, Welltech wanted to improve the management and control of data, and the regulation of access to them, because important information was often lost during changes in the team.
With hybrid work becoming increasingly popular in the company, it has become equally important for the team to conduct high-quality video meetings with many participants, with meeting recordings and attendance tracking.
Solution: Considering the company’s needs when working with Cloudfresh, Welltech upgraded the GWS licenses and switched to the Enterprise Standard plan. The transition to the new package provided the Welltech team with an expanded functionality of tools for more effective cross-functional interaction.
Since one of the main requests was the ability to save and manage files on a Drive that would not depend on one specialist, the team first got access to Shared Drives, which closed this request. The Cloudfresh team helped Welltech implement and patch Shared Drives, and now specialists can store files in special folders, work on them together, and quickly find the information they need. At the same time, files belong to teams and not to individual users, so if one of the specialists stops working with the company, his files will be saved on a shared disk, and other colleagues will be able to continue to use and share all the necessary materials.
With the transition to the Enterprise Standard plan, the company received unlimited disk space, which completely solved all the inconveniences of storing files and Google Drive volumes. In addition, the experience of using Google Meet to hold meetings with colleagues, clients, and partners has also been greatly improved. From now on, the company can record any meetings, conduct live broadcasts for users of the corporate domain, hold video meetings with the participation of 500 people, and also has noise reduction and attendance tracking functions.
An equally important request from the company was to improve data security, management, and control. Cloudfresh’s GWS specialists implemented Welltech many of the features available in the Enterprise Standard to optimize safety and data control:
Context-sensitive access. Welltech has configured access control rules for applications connected to GWS data and can control access to the service account from a specific IP, significantly improving data management’s security.
Notification rules. With the help of notification rules, the Welltech team can receive a notification if a user has logged into a service account from a specific IP.
Google Safe. A data management tool that can store, search and export GWS user data, allowing the company to keep data for as long as needed and automatically delete unnecessary information. From now, even after the specialist leaves the company, the necessary data will remain on the company’s side.
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Results: In cooperation with Cloudfresh, Welltech managed to make the most of all the available functionality of the selected plan, improved the level of protection and security of the company’s data, optimized the work of specialists with documents and their collaboration using shared drives, brought the experience of participating in video meetings via Google Meet to a new level, and got an unlimited amount of disk space to save the necessary materials.
100% of professionals actively use Google Meet for daily meetings with enhanced meeting functionality.
The efficiency of interactions with shared team files has increased by 85%.
100% of specialists use Shared Drives. The time lag in accessing files has disappeared because they are now on the team drive.
GWS tools help keep the company flexible, even with a hybrid work format; specialists can access all necessary files and work efficiently from any place and device.
All this affected the overall productivity of the Welltech team, freed the company from any restrictions on working on new applications, and allowed it to grow and scale without worrying about its specialists’ comfortable and safe workspace.
"With the transition to the new plan from Workspace, we immediately felt the difference in the work process, exchanging documents and holding meetings. After starting to use Shared Drives in individual teams and seeing the results, we decided on the next project - to transfer the entire document flow by teams and directions on Team Drives and abandon the use of Personal Drives as much as possible, which we managed to do. Thanks to the professional implementation by Cloudfresh specialists of all the necessary tools for security and data control, we no longer worry about the protection of important files or access to the necessary information that makes the work of our IT team much easier." Anton LypovskykhIT Director at Welltech
Cloudfresh role: The Cloudfresh team consulted with the Welltech team, analyzed their requests, and offered the most optimal tariff plan based on the company’s business needs.
Google Cloud Collaboration Cloudfresh engineers implemented Google Safe, context-sensitive access, notification rules, and Shared Drives, conducting training and demos for Welltech specialists of all new security functions and other available settings provided in the Enterprise Standard plan.
After the end of the implementation process, Cloudfresh specialists, if necessary, continue to provide technical support to the company in case of difficulties in using new services and are always happy to consult and conduct familiarization training with the available functionality for new specialists.
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"Google Workspace has opened up many opportunities for us to collaborate faster and more effectively. Our teams spend much less time on processes that require a lot of their participation and attention. Team meetings, project collaboration, file storage, control, management, and all communication with partners and clients have moved to a completely different level. The implementation of Google Workspace went smoothly for the team, and thanks to consultations and technical training from Cloudfresh, our specialists quickly figured out the service's functionality."
Volodymyr AvanesovHead of Development at Netpeak Group
"Often, when implementing services for project management, they are poorly used due to an inconvenient interface and lack of flexibility. In search of the optimal solution, we tested about five different platforms, and Asana turned out to be the most convenient platform. In addition to the fact that, with proper use, you turn chaos into a system, you also positively affect the company's efficiency."
"We love Asana for its simplicity. It has many features, but what is most important - you can use key features (like projects and planning) after 30 minutes of experience with Asana. The implementation of Asana in our agency was almost trouble-free. After almost 5 years of using Asana, we still think it was one of the biggest game changers to our organization."