Google Workspace was the productivity darling of the 2010s. Clean interfaces. Seamless collaboration. Accessible pricing. So why are CFOs and IT leaders now questioning whether to renew?
The answer isn't that Google Workspace became bad. It's that Google's strategy shifted—and businesses are paying the price.
The Price Shock: 40% Increase in Two Years
Let's talk numbers. According to Google's official pricing updates, here's what happened:
2023: Google raised Workspace prices by 20%. 2025: Another 17-22% increase across all tiers.
That Business Standard plan that cost $12/user/month in 2022? It's now $16.80/user/month. For a 100-person company, that's an extra $5,760/year—just to stay where you were.
But the price increase isn't even the worst part.
Forced AI Bundling: Pay for Features You Don't Use
In 2024, Google made Gemini AI a bundled feature in Workspace pricing. Previously optional at $20/user/month, it's now baked into your bill whether you use it or not.
The problem? Most teams don't use Gemini extensively. They might try it for a week, then go back to ChatGPT or Claude—tools they were already paying for separately.
You're now subsidizing Google's AI ambitions while paying for AI tools you actually use elsewhere.
The Fragmentation Tax
Here's the deeper issue that pricing increases expose: Google Workspace was never complete.
A typical Google Workspace organization also pays for:
| Tool Category | Common Choice | Monthly Cost/User |
|---|---|---|
| Task Management | Asana, Monday, Linear | $10-25 |
| Documentation | Notion, Confluence | $8-15 |
| Communication | Slack | $8-15 |
| CRM | HubSpot, Salesforce | $25-150 |
| OKR Software | Lattice, 15Five | $6-15 |
Total additional spend: $57-220/user/month on top of Google Workspace.
When Google raises prices, it's not just $5/user more. It's $5/user on top of the $100+/user you're already spending on the tools Google doesn't provide.
This is what we call the App Sprawl Crisis—and Google Workspace customers feel it more than most.
The Integration Nightmare
Each tool in your stack holds a piece of your organizational knowledge:
- Customer context lives in HubSpot
- Project status lives in Asana
- Documentation lives in Notion
- Communication lives in Slack
- Strategy lives in spreadsheets
Your AI tools can't see across these silos. When you ask an AI assistant for help with a customer issue, it can only work with what you manually copy-paste. The organizational context that would make AI genuinely useful is locked away in separate databases.
As I wrote in Resolute: "Systems scale value when driven with the right skills." But fragmented systems don't scale—they multiply complexity.
What Companies Are Looking For Instead
Organizations leaving Google Workspace aren't just looking for cheaper email. They're looking for what Google Workspace promised but never delivered: unified productivity.
The winning alternative needs to provide:
1. Integrated Communication
Email, chat, video calls, and async video messaging in one place—not four separate apps.
2. Built-in Task Management
Project boards, kanban views, goal tracking, and OKRs without another subscription.
3. Connected Documentation
Documents that understand your projects, your goals, and your organizational context.
4. AI That Knows Your Business
AI assistance that can access your actual organizational knowledge—not just generic models that need everything explained.
5. Transparent Pricing
One price for everything. No forced bundles. No annual surprise increases.
The Migration Math
Let's calculate the real cost comparison for a 50-person company:
Current Google Workspace Stack:
- Google Workspace Business Plus: $18 × 50 = $900/month
- Slack Business: $12.50 × 50 = $625/month
- Asana Business: $24.99 × 50 = $1,250/month
- Notion Team: $10 × 50 = $500/month
- 15Five OKRs: $9 × 50 = $450/month
Total: $3,725/month = $44,700/year
Unified Platform Alternative:
- WaymakerOS (all features): ~$20 × 50 = $1,000/month
Total: $1,000/month = $12,000/year
Annual Savings: $32,700 (73% reduction)
The math doesn't lie. Tool consolidation isn't just about simplicity—it's about significant cost reduction.
When to Stay vs. When to Go
Stay with Google Workspace if:
- Your team is under 20 people
- You genuinely only need email and basic docs
- You've built extensive Google Apps Script automations
- Your IT team has deep Google expertise
Consider leaving if:
- You're paying for 5+ productivity tools alongside Workspace
- Tool fragmentation is slowing down your team
- You want AI that understands your business context
- You're tired of annual price surprises
- You need project management, goals, and communication unified
The VUCA Reality
In a volatile, uncertain, complex, and ambiguous world, fragmented tools create fragmented decision-making.
President Kennedy learned this the hard way after the Bay of Pigs crisis. His solution was the Situation Room—a place for real-time, unified, unbiased data for informed decisions.
Your organization needs the same thing. Not another point solution. A unified platform that brings Plans, People, Projects, and Performance into one command center.
That's what the next generation of productivity platforms provides. And that's why companies are leaving Google Workspace in 2026.
Ready to see what unified productivity looks like? Explore WaymakerOS or read our Complete Google Workspace Migration Guide for step-by-step planning.
About the Author
Stuart Leo
Stuart Leo founded Waymaker to solve a problem he kept seeing: businesses losing critical knowledge as they grow. He wrote Resolute to help leaders navigate change, lead with purpose, and build indestructible organizations. When he's not building software, he's enjoying the sand, surf, and open spaces of Australia.