The 5-Minute Google Workspace Security Audit: Is Your Business Data Actually Safe?

(Last updated 27 January 2026)

Google Workspace is incredibly secure out of the box. However, relying on “out of the box” settings is a bit like buying a high-tech safe and leaving the key in the lock. If you haven’t toggled a few specific settings, you might be leaving your business—and your bank account—wide open.

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TL;DR: The 5-Minute Google Workspace Security Checklist

• Enforce 2-Step Verification: Move from “Optional” to “Enforced” (and set a 7-day grace period for new hires).
• Verify Your Email Identity: Set up SPF and DKIM records so hackers can’t spoof your domain to send fake invoices.
• Audit Third-Party Apps: Revoke access for any old “connected apps” that no longer serve your business.
• Isolate Your Admin Power: Create a dedicated Super Admin account (use a free Cloud Identity license to avoid paying for an extra seat).
• Deploy Digital Guardrails: Use Managed Bookmarks to ensure your team always lands on the real login pages for your bank and CRM.

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1. Enforce 2-Step Verification (MFA)

Most hacks happen because of simple password theft. Password stuffing and phishing are easy for hackers; 2-Step Verification (2SV) stops them dead in their tracks.

The Action Item: Don’t just ask your team to turn it on; you need to enforce it in the Admin Panel.

Pro Tip: The Grace Period

To avoid a flood of “I’m locked out!” emails, set a “New User Enrollment Period” of one week. This gives new hires a seven-day window to get their security set up before the system requires it for login.

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2. Give Your Email a “Digital ID” (SPF & DKIM)

Have you ever worried about a hacker sending a fake invoice that looks exactly like it came from your email address? This is called “spoofing,” and it can destroy your reputation.

To prevent this, you need to set up your “Digital ID.” In technical terms, these are SPF and DKIM records.

• SPF: Tells the world which servers are allowed to send mail for you.
• DKIM: A digital signature that proves the email hasn’t been tampered with.

Think of it as giving your email a driver’s license. It proves to email clients like Outlook, and your clients that it’s really you, not an imposter.

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3. The “Ghost App” Audit

It’s not always a hacker breaking in; sometimes, you inadvertently invite them in. This is what I call the “Ghost App” problem.

We all try out new tools—a CRM here, a scheduling app there. Often, we grant these apps permission to read our Gmail or access our Google Drive. If you stopped using that app three years ago, it likely still has access. If that app gets hacked, you get hacked.

The Fix: Go to your API Controls and review your Third-Party Apps. If you don’t recognize it or don’t use it, click “Remove Access.” A lean workspace is a secure workspace.

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4. Protect Your “Nuclear Launch Codes”

Using your daily email account (the one you use to sign up for newsletters and reply to clients) as a Super Administrator is a huge risk. It’s like carrying the nuclear launch codes on your car keychain. If you click one bad link in a phishing email, the hacker gets total control over your entire company.

The Fix: Create a Separate Admin User

Create a dedicated user (e.g., admin@yourdomain.com) specifically for administrative tasks.

The Secret to Keeping it Free:

Normally, adding a user costs money. However, you can assign this new admin account a “Cloud Identity Free” license. This gives the account admin powers without the monthly subscription fee. Assign the Super Admin role to this account and remove it from your personal daily account.

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5. The Pro Move: Install “Digital Guardrails”

The easiest way for a hacker to steal your data isn’t through complex code; it’s through a typo. An employee types “NAB loign” or “Xero” into Google, clicks the first ad they see (which happens to be a fake “spoof” site), and hands over their credentials.

You can effectively remove “human error” from the equation by using Managed Bookmarks.

1. In your Admin Panel, go to Devices > Chrome > Settings.
2. Search for Managed Bookmarks.
3. Create a folder of critical, verified links: Your Bank, your CRM, your Payroll portal.

This folder will be pushed directly to every employee’s browser. They can’t delete or change them. Now, your team never has to guess or type an address; they just click the secure button you provided.

“Video Resource: This 5-minute tutorial demonstrates the Google Workspace security audit”

Rather have an expert ‘Look Under the Hood’?

If you’re worried you’ve missed a critical toggle or are concerned about breaking your Google Workspace setup, don’t worry – I’ve got you covered!

Click here to book a 20 Minute Security Quick-Scan for a fixed fee of AUD$55.00. We’ll jump on a screen share, verify your SPF/DKIM, and ensure your admin accounts are airtight.