Understand users' Google Workspace adoption

After you've deployed Google Workspace, use Work Insights to gauge how well users are adapting to their new productivity tools. You can find out:

  • Which teams aren't adopting the apps at the same rate as other teams
  • Which apps team aren't using
  • Which legacy apps teams are still using

If you find any problems, you can consider ways to increase Google Workspace adoption.

Step 1: Check the number of active users

  1. From the Work Insights dashboard, in the left menu, click the Adoption category.
  2. In team filter at the upper-right corner of the page, select a team. For details, see Filter Work Insights data by team.
  3. (Optional) In the time filter at upper-right corner of the page, select a different time range.
  4. Find the chart "How many users are active in Google Workspace?"
  5. Check the number of active 7-day and 30-day active users:
    • 7-day active users tab—The number of users should be high for apps you expect users to use on a weekly basis, such as Sheets, Docs, and Slides. 
    • 30-day active users tab—The number of users should be high for apps you expect users to use less frequently—that is, only on a monthly basis.

Step 2: Identify teams with fewer active users

  1. On the chart "How many users are active in Google Workspace," click View details.
  2. Identify teams with fewer active users.
  3. (Optional) To see metrics for different teams, use the team filter at the top of the page.

Step 3: See which teams are still using legacy apps

  1. On the Adoption page, find the chart “What percent of users work with non-Google Workspace apps?”
  2. Check the percentage of users sending Microsoft Office file attachments from Gmail. 
  3. Click View details to see the breakdown of non-Google Workspace use by team.
  4. Identify teams with high usage of Microsoft Office files.
  5. (Optional) To see metrics for different teams, use the team filter at the top of the page.
  6. Click the Macros tab to see if teams are using Microsoft macros.
    • If a team's use of macros is high, they might not know that Google Workspace supports macros.
    • If a team's use of macros is low, they might be using Microsoft Office only because their working with external clients or vendors who use it. 
  7. Click the Productivity app use tab to see if users are using Google Workspace only, Google Workspace and Microsoft tools, or Microsoft Office tools only. Then select the app you want to learn more about.

Step 4: Solve Google Workspace adoption problems

After you've examined the adoption metrics, you're ready to address any problems you found.

Explore common reasons for low adoption

Reason for low adoption Possible solution
Users aren't aware of the benefits of Google Workspace. Create internal campaigns to better communicate the benefits of Google Workspace and why your organization is switching to Google Workspace.
Users don't know how to use their new productivity tools.

Provide users with self-directed or classroom training based on their level of expertise. 

Users aren't aware of how Google Workspace can enhance collaboration, especially if they're in different locations. Provide support and training for team members who haven't switched to Google Workspace. Share the resource How to build virtual teams.
Users are working with people outside your organization who use Microsoft Office or other third-party tools. Share the resource Top 10 ways to work with people not on Google Workspace.
Users aren't aware of all the features that Google Workspace includes to support their jobs. Provide Google Workspace training that's tailored for users' roles. Share various resources for different types of jobs.
Users with expertise in Microsoft tools might need more information on how to do their tasks in Google Workspace—for example, how to create macros. Share resources on switching to Google Workspace from Microsoft.
The leadership team is continuing to use legacy tools and isn't setting an example for employees to switch to Google Workspace. Encourage your leadership team to make a commitment to switch to Google Workspace.
Some users might be non-native speakers of your organization's primary language and might need more support. Make sure your Google Workspace communications and training are available in users' native languages. If necessary, contact your human resources department for translation support.
Users with disabilities might need more help to become productive with Google Workspace.  Consider providing one-on-one training and implementing assistive technologies for users with disabilities.
Users don't need to use specific apps because of their role—for example, they're deskless workers. Assign the appropriate license type to users based on their role in your organization.
Deskless or mobile workers don't have the tools they need to use Google Workspace.  Provide users with the tools they need to go deskless or mobile more efficiently. Learn more

Find out more with surveys

To learn more about why users aren't switching to Google Workspace, use Google Forms to send a survey and get their feedback. Based on survey responses, create customized solutions for different teams and users. Learn more about using Google Forms.

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