GROUP & ORG. UNIT MANAGEMENT
Key Takeaway: Perform regular upkeep on groups within BetterCloud, looking at both group access settings and memberships, to ensure that the appropriate users are receiving messages.
The average Enterprise Google Apps domain has 1,527 Google Groups to manage. Groups serve a variety of functions, from mailing lists to team projects, and depending on the intended use, there are adjustments to make within the group’s settings.
First, audit the groups on your domain by navigating to the Groups Directory within BetterCloud and exporting all groups to a spreadsheet, which will display group information (name, email address, description) and access settings. Determine which groups will be posted publicly and receive email from outside the organization, such as careers@ or info@, and which will be used only by users on your domain.
Putting groups into different categories will allow you to change group settings in bulk within the spreadsheet, rather than clicking into each group and manually changing five or six settings. Then, come up with group templates to add to the spreadsheet.
For example, allow “anyone to post” to an external-facing group such as careers@, but limit departmental groups to “only members can post,” then copy and paste those settings for every group of its kind.
Properly configured group settings can prevent an unprofessional blunder like allowing an external user to reply all to a mass marketing email or a student to view all messages sent to the faculty group. Another tip, especially as your organization grows, is to come up with a naming convention for creating new groups, for example, [location]-[department]-[role]@, or newyork-sales-managers@ will help users know exactly who they are emailing.
Run the “All Groups and Their Members” report to gain insight into which users currently belong to each group, and take the time to minimize the number of users per groups in order to cut down on emails, inbox clutter, and distractions.
Bonus: create a Calendar reminder to run the report once per quarter and clean up memberships for retired groups or users who have left the organization.
Utilize the provisioning workflow to onboard users to relevant groups when initially creating their account.