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How to use Google Tools in the routine of small agencies

Organize the day-to-day of your Digital Marketing agency’s services starting with the basics of Google Tools: passwords, emails and tasks!

If you are a frequent consumer of the materials produced by RD, you have certainly seen the article on Google Tools applied to the company’s Marketing on our blog. In addition, there is also a fantastic compilation detailing the use of these 20 tools.

But what if we could create opportunities for improvement in the day-to-day within an advertising agency using some of Google’s free tools?

Whether for work management, organization of demands, communication or customer relationship.

Come on! I’ve set aside some tools – and their respective uses – that I consider fundamental to increase productivity and reduce the headache of lost logins, disorganization, lack of methods to collect customer approval/information and internal project management.

Tool: Google Chrome, more than a browser

The preferred browser of 66.8% of users worldwide has many features besides a bar to type the website!

This is probably the most common function for agencies that deal with multiple clients and, consequently, multiple passwords, logins, users, platforms, etc.: register a Google Chrome user for each client.

In this way, passwords are centralized, saved and the best: if you need to pass everything to someone, just pass a single user and a single password – the account used in Chrome.

For every time you meet a customer’s demands, you enable a user, Chrome automatically opens separate browsers, and you can navigate between more than one customer quickly and easily.

One of the most recurrent difficulties of small customers (and large ones too) is to have centralized passwords. By doing this, you not only ensure the smooth running of your routine but also enable you to deliver to the client at the end of the project a single login and password that will centralize all users and passwords in his company for all the tools used in the project.

After all, everything you save to favorites, the most accessed pages, and other information are saved in the browser and are synchronized with more than one user.

If the customer is no longer served by you, simply disconnect this account and it disappears from your tab.

Bonus tip: Do you know when you’re going to fill out a form somewhere and there are old emails or other information that shouldn’t be there anymore? In order for them to disappear and no longer appear as a suggestion, just select with the keyboard arrow and press shift+del. The information disappears from the registry and you no longer worry about wrong entries cluttering and hampering your productivity.

Tool: Google Contact – More than friends, friends

Few companies explore the vastness of Google Contacts.

This tool saves almost all contacts that have already related to your email address, whether calendar invitations, drive sharing, or of course, messages by email or hangout.

The use of markers can be explored, for example, to group people involved in a project or to notify the responsible team for each client/project. Thus, optimizing communication between the team. It’s almost a WhatsApp group!

Another advantage that saves several seconds of the routine is that, when sending an email, it creates an

invite in the calendar or share some file from the drive, you don’t need to include each of the emails of the team members, just type the name of the marker (group) you used.

By going to you can click on each of the contacts and access a history of all invites you shared and emails exchanged in chronological order.

Tool: Google Docs, simple and useful 

Documents Google is constantly associated with Word and used to enter text. And it is exactly the creation of shared texts that gives us one of the biggest benefits of using this tool.

Do you know when no one comes to a consensus on email copying or when the customer wants to revise the eBook’s technical nomenclature? This is the time to use the “Suggestion” mode to access the document.

With this active mode, the person can make all the changes they want and they will appear as a suggestion for you – so you will know where they changed and what they proposed.

You can see who signed in, when they signed in, and what suggestions they made. To do this, simply access the activities panel.

Tool: Google Keep, your helper 

Another little-used feature, but with great advantages, is this simple and efficient task manager and note creator. Applying it to a project allows sharing demands among a team and monitoring the development of each stage.

If you already know Minha Jornada, at RD Station Marketing, you will more easily understand the power of this tool. Very practical when used by cell phones, it allows you to create a board with a checklist, notes, and even images.

Tool: Google Jamboard, creative enabler

Get ready to have a darling when discussing a strategy or even approving an idea with a client. The interactive whiteboard can contain multiple simultaneous users taking notes and discussing the scope or even approved artwork of a campaign.

Do you know that phone conversation where the customer tries to explain a change that doesn’t make any sense (in his head)? Well, incall and with this open board you can score with the pen and include very explanatory notes. After that, you can save as an image or as a PDF and forward it to whoever will take the next steps.

Tool: Google Forms, Ask and Answer 

From collecting a briefing, for example, to satisfaction surveys – whether internal or external.

Important: customers only prioritize tools when they discover their effectiveness. If you choose to receive requests for forms (instead of WhatsApp, for example) you can also create in the customer culture of always providing complete information, increasing productivity and avoiding wear and tear.

Create a form for an internal satisfaction survey where responses are anonymous and find out through numbers good opportunities for improvement in your service. Also create rules so that briefings are sent quickly to responsible service and, therefore, gain in agility and organization of projects.

Another golden tip is to use a form to create an idea bank. Basically with the fields: idea summary, a niche in which it applies and other details. That way you get a repository for those crazy ideas that pop out of nowhere. Bonusing the people who contribute the most to this bank is also a good way to make its existence effective and usual!


It is important to point out that in addition to the traditional tools we know – such as Presentation, Drive, Docs, Sheets and others – there is also a huge library with several options to facilitate the routine and progress of jobs.

→ Highlight here the Loom extension for recording videos showing the screen, Screen Capture to print the entire screen and Kanbanchi, which you can use as the virtual Kanban of your projects.

There is also a specific place to learn all the secrets of Google tools for free.

As a Google enthusiast, I can say without fear that I use approximately 30 company services monthly. From the most trivial, like Gmail and Drive, to others like Waze and Android (yes, both are from Google!).

Of course, there are accessible software that offers a very complete structure for agencies. In fact, RD Station CRM has also shown itself to be efficient in managing agencies, as in the case we showed you a short time ago.

I hope that the tips presented can contribute to the improvement of processes within your agency or even in your entrepreneurial routine!

Please feel free to comment below on any questions and, if I know how to answer, I will definitely do so. I would also like to ask that, if you have any other Google functionality that you use on a daily basis, share it with us.

Good results!