The 9 Best Ways to Use Google Workspace Apps for HR Management

The 9 Best Ways to Use Google Workspace Apps for HR Management

Working as an HR manager or executive could overwhelm you as there are a lot of tasks on your to-do list. Furthermore, many tasks demand operating multiple software windows/webpages, eventually making you feel exhausted or lose productivity.

However, if you could bring all of your human resource management tasks into one workspace, it’ll sharply increase your workflow and productivity. Read on to know how Google Workspace apps can let you accomplish that.

1. Properly Document the Job Descriptions

Being a hiring manager or an HR associate, recruiting the right candidate for a vacant post can be challenging. The recruiting workflow starts with the creation of a job description document.

You can combine Google Docs and Forms to create a winning job description and attract the right candidates. Docs let you develop content via real-time collaboration, while Forms is a powerful tool to collect expectations like skills, qualifications, portfolio, etc., from the operations.

Through real-time content creation on Google Docs, you can add feedback and comments on the job description content that the HR team member creates. Hence, the hiring team can create required content faster without waiting for the supervisor’s approval.

2. Be Part of Multiple Career Fairs at Once

As an HR manager, it’s difficult to attend every career fair happening globally. It would incur huge expenses on your team, and you can’t be in two places simultaneously, either. Here, you can utilize the powerful online conferencing features of Google Meet.


For physical career fairs, you can recruit any local event management agent to attend the fair on your behalf, while you can virtually interview any potential candidate at the event.

Related: What Is Google Meet and How Does It Work?

Google Meet features like recording, screen sharing, whiteboarding, and live proctoring, will help you pick the right job applicant.

Since Google Meet comes with an unlimited participant feature, you or your recruiting manager can interview thousands of candidates at various career fairs from all over the world.

3. Streamline Interviews via Collaboration

An image of an interview database

Since your hiring team needs to fill different job positions, they need to manage numerous candidates for those varying roles. Furthermore, the process becomes more complex when multiple interviewers need to interact with one candidate in a few days.

Google Workspace apps like Sheets, Docs, and Calendar let you avoid confusion and clear the clutter by streamlining the entire process. You can create a database in Sheets with the candidate’s name, resume, interviewer’s name with comment doc, and Calendar schedules.

Each interviewer will access the designated doc during the interview according to the schedule and leave notes. Now, your hiring team has everything they need to move a candidate to the next level by just reviewing the database.

4. Ensuring Online Test Integrity

A visual showing full screen sharing option in Meets

You can choose to conduct your online interview exams through Google Meet. Its screen sharing feature lets you see the entire device screen and every window the candidate visits.

So, if you’re not in the position to buy specialized proctoring apps, utilize Google Forms to create powerful quizzes and invigilate the exam session through Google Meet.

You also don’t have to be there when the candidates attempt the quiz. Put the Google Meet session on recording mode and review recorded videos when you’re grading submissions.

5. Make Interviews Insightful

You can successfully conduct interviews by performing all assessments during the early stage than waiting to assess the candidate again in your office.

The process is beneficial for job positions that come with online skill demonstrations like coding, content writing, graphic designing, website designing, and so on.

Related: The Best Remote-Friendly Career Opportunities You Should Consider

You can effortlessly share a coding challenge or writing task in Google Docs while reviewing the problem-solving skills and thought processes in real-time.

You can even ask questions to gauge their in-depth knowledge during the practical demonstration of skills. During the session, Google Meet will help you to invigilate the candidate’s progress.

6. Track and Publish Interviewee Statuses

An image of a Google Sites page for interview status

You’ll find Google Sheets truly helpful for accurate tracking of interviewee statuses. In high-volume hiring scenarios, many hiring teams face the frequent challenge of interviewing the same candidate multiple times, since they lack real-time updates across the team.

You can create and design a powerful spreadsheet database that’ll contain minute details on the candidate’s status. Share the sheet with a protected view so that the relevant resources can only view the status and avoid duplicate interviews.

You can also utilize Google Sites to publish candidate status, so the applicants can check their job application phase easily online. Thus, you’ll avoid emailing each candidate manually.

7. Virtual Onboarding

New recruit onboarding is a crucial event that enables the employee to learn your policies and procedures. You can conveniently induct the newly hired individuals via Google Sites for remote or on-site job positions.

Create a new site for employee onboarding and strategically place all training resources, employee guidelines, storage access request forms, project management/communications app access procedures, and so on so that the new joiners can get started faster.

You can also upload keynote videos on the website to avoid setting up virtual meetings between stakeholders and new joiners.

8. Store and Distribute Training Materials

A visual of a training hub site

You can start using Google Drive for training material storage and distribution. Instead of manually keeping track of updates to the course curriculum or learning materials, let Google automate this job for you.

Create a shared drive space on your Google Drive account and invite the instructors to edit and trainees to view the resources. Whenever an instructor makes any changes to Docs, Sheets, or Slides, Google sends an email notification to all participants.

Your instructors can offer constructive feedback on the new training materials, while the trainees always learn from the latest resources.

9. Train a Remote or Office Team

You can utilize Google Meet to train the office and remote team. Thus, you don’t need to invest in two separate trainers since one trainer can manage all the trainees via remote meetings.

Utilize the Google Meet recording feature to save training sessions and distribute that among all new joiners for convenient learning at home or office.

During live sessions, use English captions or translated captions in German, French, Portuguese, and Spanish to cater to your multilingual workforce. Currently, this feature is only available to paid subscribers of Google Meet.

Google Meet’s whiteboard feature is simply a virtual replacement of office whiteboards. Creating a Whiteboard will open a Jamboard session for visual collaboration via mind maps, flow charts, workflows, and so on.

HR Management Made Easy

If you apply a few or all of the above-mentioned methods in your regular human resource managing workflow, you’ll experience a dramatic change in work quality and quantity. All Google Workspace apps integrate easily and are popular among the present digital workforce.

You can speed up the task completion rate of your team by introducing a familiar workspace like Google that’ll eliminate the learning curve from the workflow. Moreover, accessing work-related files and data becomes effortless since Google saves your work on Google Cloud.

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