Finding the right fit for your business: Google Drive vs. SharePoint

When it comes to cloud storage, selecting the right platform isn’t just about storing files – it’s about choosing a workspace that enhances collaboration, streamlines workflows, and secures your data. Google Drive and SharePoint are two popular contenders, each offering unique strengths. Google Drive is well-known for its simplicity and accessibility, ideal for smaller teams or fast-paced environments. SharePoint, on the other hand, offers a more robust, customisable environment with advanced document management, automation, and security that’s suitable for organisations of all sizes. Let’s dive into what each platform brings to the table and why SharePoint may be the better choice for businesses with more complex needs. 

Collaboration: real-time simplicity vs. structured workflows 

Google Drive is perfect for teams that need quick, real-time collaboration. With Google Drive, teams can: 

• Co-edit documents, spreadsheets, and presentations instantly 
• Leave comments and feedback in real-time 
• Work seamlessly within Google Workspace apps like Docs, Sheets, and Slides 

This ease of use is ideal for smaller teams or organisations prioritising fast-paced collaboration. 

SharePoint, integrated with Microsoft 365, offers a more structured approach to teamwork. It’s designed to support: 

• Document sharing within the Microsoft ecosystem 
• Task tracking and collaborative workspaces within Teams, Word, and Excel 
• Custom workflows and approval processes, particularly useful for managing complex projects 

This setup makes SharePoint ideal for organisations that need alignment across teams and projects 

Advanced document management: a foundation for compliance 

For businesses with straightforward storage needs, Google Drive offers easy-to-use file management. Files can be stored, organised in folders, and shared across teams with just a few clicks, and Google’s search functionality makes retrieving documents quick and efficient. However, it lacks advanced document management features, which may limit organisations with stricter document control needs. 

SharePoint stands out with its advanced document management capabilities, which include version history, metadata tagging, and custom categories. These features are essential for industries like law or engineering, where maintaining document control and compliance is critical. Teams can track document changes, apply industry-specific metadata, and even create document libraries tailored to regulatory requirements, making SharePoint a powerful option for organisations needing robust document management. 

Powerful automation: simplifying complex processes 

Both platforms support automation, but SharePoint’s capabilities go beyond basic functionality. Through Power Automate, SharePoint enables teams to automate sophisticated workflows without coding knowledge, making it a game-changer for enhancing organisational efficiency. For example, finance departments can set up automated invoice approvals, and HR teams can create onboarding processes with document routing. This seamless integration with Power Automate allows for organisation-wide efficiency improvements, simplifying even the most complex, repetitive tasks. 

Google Drive provides some automation through Google Apps Script, but it is best suited for simpler processes, like organising files or sending notifications. For teams looking to automate large-scale, interdepartmental workflows, SharePoint’s automation capabilities are more advanced. 

Enhanced security: organisational control at scale 

Security is a top priority for any business, and SharePoint offers robust, organisation-level security measures: 

• Data loss prevention (DLP): Identifies and protects sensitive information automatically 
• Multi-factor authentication: Adds an extra layer of login security 
• Azure Active Directory integration: Allows for organisational-level access control 

This setup ensures sensitive information is protected and data access remains tightly controlled, even as roles change within the team. 

In contrast, Google Drive provides strong encryption and account-level security within Google Workspace, but it’s designed around individual accounts. While it works well for smaller teams, larger organisations may find that SharePoint’s organisation-based control provides greater flexibility and security. 

Extensive customisation: tailoring your workspace 

One of SharePoint’s key advantages is its extensive customisation options. With tools like Power Apps and Power BI, businesses can create custom workflows, dashboards, and data reporting solutions tailored to their needs. For example, an executive team could create a real-time reporting dashboard, while customer service teams could automate approval flows for support tickets. This adaptability means SharePoint can evolve with the needs of an organisation, transforming from a simple storage solution into a fully customisable workspace. 

Google Drive is designed with simplicity in mind, which limits customisation options. While Google Apps Script allows for some automation and custom workflows, it doesn’t offer the same adaptability or range as SharePoint. For organisations that need a more personalised platform, SharePoint’s customisation options are far more comprehensive. 

Scalability: supporting growth at any scale 

A critical feature of SharePoint is its scalability, making it suitable for businesses of all sizes. Built on a robust infrastructure, SharePoint is designed to grow with your organisation, whether you’re a small team now or scaling up rapidly. Its support for large-scale deployments, complex organisational needs, and Microsoft 365 integration means SharePoint can adapt and expand as business requirements evolve. 

While Google Drive is cost-effective for smaller teams, its features are best suited for small to medium-sized businesses. For organisations expecting to grow significantly, SharePoint’s scalability ensures that it can handle an expanding user base, increasing file volumes, and more sophisticated workflows without requiring a major platform switch down the line. 

Deep integration with Microsoft 365: a cohesive ecosystem 

SharePoint isn’t just a standalone tool; it’s part of the broader Microsoft 365 ecosystem, which includes advanced tools like Power BI for data analytics and Power Automate for automation. This integration provides a cohesive and powerful suite of tools for businesses already invested in Microsoft products, making it easy to work across Teams, Outlook, and other Office applications without leaving the SharePoint environment. This seamless experience across Microsoft 365 apps helps keep productivity high and information centralised. 

While Google Drive integrates smoothly with Google Workspace apps like Gmail and Calendar, it lacks the depth of integration available within Microsoft’s ecosystem. For businesses that rely on Microsoft tools, SharePoint’s integration makes it a natural choice, creating an efficient, familiar workspace. 

AI capabilities: future-ready tools for enhanced productivity 

One of SharePoint’s exciting advantages is its growing suite of AI-driven features, such as SharePoint Syntex for intelligent document processing and Co-Pilot for guided workflows. These AI-powered tools help businesses automate routine tasks, such as data extraction and document classification, while improving overall efficiency. With Co-Pilot, users have access to guided workflows that enhance productivity, making SharePoint a future-ready choice for organisations looking to leverage AI in their document management and collaboration. 

Google Drive has some AI features, such as smart suggestions and automated responses in Gmail, but SharePoint’s AI capabilities are advancing rapidly, setting it apart for companies that see AI as part of their long-term strategy. 

Comparison table: SharePoint vs. Google Drive 

Choosing the right platform for your team 

If your team values quick, real-time collaboration and minimal setup, Google Drive is likely a great fit, especially for smaller businesses that don’t require extensive workflows or customisation. But for organisations with larger, complex operations that prioritise security, customisation, and advanced automation, SharePoint offers a future-ready platform that scales with growth and provides the tools necessary for streamlined, secure collaboration. 

VITG: helping you unlock SharePoint’s potential 

At VITG, we understand that choosing the right tools can elevate how your team collaborates, manages data, and achieves business goals. We specialise in helping businesses implement SharePoint solutions tailored to their unique needs. If your organisation is ready to explore a new level of productivity and data security, let’s discuss how SharePoint can support your growth.