Schools aren’t just places of learning, they’re busy hubs juggling lesson plans, financial records, timetables, student data, marking, reporting, staff communication and more. It’s a lot to keep up with. The good news? Schools can use Google Workspace for Education to help lighten the load.

When used correctly, Google Workspace can seriously cut down on admin chaos, save money, and free up time for the stuff that really matters, like teaching and connecting with students.

Here’s how schools can unlock more value by streamlining their admin processes:

From Local Tools to Cloud Power: A Smarter Way to Work

Most schools today use technology in some form – whether it’s emails, spreadsheets, or software installed on local machines. But relying on offline or device-specific tools can create silos, increase the risk of data loss, and limit collaboration.

If your school is still using legacy systems, moving to cloud-based tools (like Google Workspace) is a smart first step. It allows you to centralise everything, access your data from anywhere, and keep things running smoothly, even during power outages or hardware issues.

Here’s how you can level up from traditional or local tech to smarter, cloud-based solutions:

What’s New

Google Class Tools

Recently announced, Google Class Tools brings teacher-friendly features directly into ChromeOS. Tools like Screencast, Cast Moderator, and on-screen annotations give educators more control without the need for extra software, great for managing lessons more intuitively, especially in Chromebook-enabled schools.Read more.

AI-Powered Tools

The latest evolution in Google Workspace is its seamless integration with AI-powered tools, like Gemini for Workspace and NotebookLM, which are rapidly transforming how schools manage information, automate workflows, and support teaching.

• Gemini for Google Workspace

Gemini is Google’s AI assistant that’s built directly into tools like Docs, Gmail, Slides, and Sheets. It can help schools:

• • Draft Emails & Reports Faster: Need to send term reports or parent newsletters? Gemini can help administrators to generate polished drafts in seconds. 
  • Create Lesson Plans or Timetables: Input a few key ideas and let Gemini structure the content.
  • Summarise Long Documents: Quickly review policies, training guides, or meeting notes with AI-powered summaries.
  • Automate Repetitive Tasks: From filling out forms to analysing student data in Sheets, Gemini streamlines it all.

• NotebookLM for Research & Learning

NotebookLM is like an AI research assistant that helps teachers and students get more out of their notes and readings. It can:

• • Answer Questions Based on Uploaded Content: Upload syllabi, past papers, or policies and ask questions directly about them.
  • Generate Quizzes or Summaries: Teachers can turn lesson notes into ready-to-go quizzes, revision summaries, or teaching aids.
  • Personalise Learning Support: Students can get explanations tailored to what they’re working on, right from their notes.

These AI tools are designed to save time, reduce admin burden and enhance learning experiences, especially in environments where staff often juggle multiple roles. 

Key Benefits of Google Workspace for School Administration

• Centralised Data Management: Store and access all school data in one place, from any device, anywhere.
• Improved Communication: Tools like Gmail, Google Chat, and Google Meet simplify interaction between staff, students, and parents.
• Automated Workflows: Speed up admin tasks like attendance, grade reporting, and scheduling.
• Collaboration Tools: Docs, Sheets, and Slides enable real-time collaboration across teams.
• Offline Access: Many tools can be used offline, ideal for schools with unstable internet.
• Low Power, High Impact: Chromebooks paired with Workspace are energy-efficient and last up to 12 hours, perfect for areas with unreliable electricity.
• Optimised for Low Bandwidth: Google tools adjust performance for slower internet speeds.
• Secure and Compliant by Design: Google Workspace for Education is built with security and compliance at its core, helping schools protect sensitive data and meet local or international data protection standards like GDPR.

Success Stories from Across Africa

We’ve helped schools across Africa make the most of Google Workspace with real impact.

Dominican Convent School in Harare, Zimbabwe, upgraded to Education Plus, unlocking features like lesson recording, plagiarism checking and expanded storage, enhancing both learning and assessment. Read more.

Hellenic Academy transitioned to the Teaching and Learning Upgrade, which improved communication and content delivery, particularly during school closures. Read more.

Lilfordia School adopted Google Workspace during the pandemic, integrating Gmail, Google Meet, and Google Classroom to maintain continuity, improve data security and streamline admin. Read more. 

These schools didn’t just adopt Google Workspace, they transformed the way they work.

Tips for Schools Already Using Google Workspace

Already on Google Workspace for Education, but feel like you’re just scratching the surface? Here are a few practical ways to streamline your admin and make sure you’re getting your money’s worth:

• Audit Your Current Use: Take a step back and look at what tools you’re actually using. What’s still being done manually that could be automated or simplified?
• Check Usage Reports: The Admin Console offers great insights into what’s working (and what’s not).
• Create Shared Drives by Department: Stop the folder chaos! Set up Shared Drives for departments like Admin, Finance, and Academics so everyone knows where to find what.
• Use Forms for Everything: Whether it’s absentee tracking, school trip sign-ups, or internal surveys, Google Forms makes it quicker and cleaner.
• Train Staff Regularly: Google Workspace is always evolving. Regular refreshers help staff stay confident and up to speed.

And the best part? Radical Cloud Solutions offers hands-on support and training to help your school make the most of Google Workspace. From one-on-one coaching to group workshops, they’ll help your staff feel comfortable, confident, and ready to get more done with less stress.

Seamless Cloud Migration with Radical Cloud Solutions

Making the move to cloud-based tools may sound overwhelming, but that’s where Radical Cloud Solutions comes in. As a certified Google Cloud Partner, Radical Cloud Solutions specialises in helping schools transition to Google Workspace for Education with minimal disruption. Their experienced team handles everything from setup and data migration to training and post-launch support, ensuring your school continues running smoothly throughout the process. Whether you’re moving files, configuring email, or rolling out Chromebooks, Radical makes sure it’s all done securely, efficiently and in line with your school’s unique needs.

What’s more, from onboarding and training to upgrades and integration, we help you get the most out of your digital tools.

Contact: [email protected]