It’s no surprise that people enjoy using Google Drive. Google Drive, whether for business or personal use, allows users to create, edit, save, and share documents in real-time with others, keep track of changes to files and folders, build document templates, share big files, and much more. Google offers Team Drive to G Suite Business and Enterprise users, giving them even more control over the company structure and workflow.
If your team members are already utilizing Google My Drive, then Team Drive is pretty intuitive and comes with a few extra features that make sense when running a business. Employees will have easier visibility and access to the files they need, G-Suite admins can control levels of access and sharing, and there are also extra security features for sensitive data.
Team Drive streamlines workflow for every department, project, and collaboration within your business. It makes onboarding and offboarding easier and facilitates best practices for organizations. Documents and files can be stored in one central Team Drive rather than multiple My Drives, ensuring better security control. You don’t have to worry about employees forgetting to share viewing or editing permissions to documents. You can limit what gets shared externally. Team members can access company-wide documents and templates at any time. Simply put, using Google Drive as a small business is a no-brainer.
Now that you’re convinced Team Drives can help unify teams within your business, here are some tips to help you use Team Drive effectively.
Having a backup of all your data is generally a good idea for every business in any situation. Migrating your files can be tricky, and there is always the possibility of accidental data loss or corruption. Protect your company’s data by backing it up before and after migration.
Teamwork makes the dream work, and there are several ways to utilize Team Drives so that team members, departments, and collaborators can better work together.
1. Project and collaborations
Include team members, contractors, and clients who are all working on the same projects so that they can access the same files and folders
Give departments, regional divisions, and other types of teams their own Team Drive so they can access files and folders that are relevant to them
3. Company-wide files and templates
Allow easy access to company policies and forms to employees whenever they need
4. Sensitive files
Add extra security measures to sensitive files, as well as limit access to select members
5. Name files accordingly
It’s possible to name different files and folders the same name. To avoid naming conflicts, create a labeling system that will make it easier for teams to find their resources without confusion. You can use different prefixes to specify active projects versus archived ones, internal files versus external files, or to label sensitive information.
6. Have an action plan when users need to be removed
As we mentioned earlier, onboarding and offboarding employees in Team Drive can be a breeze, but with all that access comes a lot of responsibility. So, when it comes time to offboard an employee, make sure you have processes in place that remind you to remove the user from Team Drive and do so correctly.
7. Set boundaries
While Team Drive allows you to group people who need access to the same resources, it’s possible that not all team members need the same type of access. Managers have full permissions and can control access levels; they can limit editing, viewing, downloading, and sharing permissions. Content Managers and Contributors can update content, while Commenters or Viewers can access files without updating them.
Step 1: Accessing G Suite Admin Console
Step 2: Navigating to Team Drive Settings
Once you’re logged in, you’ll be on the Admin Console dashboard.
Step 3: : Creating a Team Drive
Step 4: Setting up the Team Drive
Step 5: Adding Members to the Team Drive
To manage the settings of an existing Team Drive, go back to the Team Drives page. Locate the Team Drive you want to manage and click on its name or the three-dot menu button to access additional options. From the available options, you can:
Transitioning into Team Drives is a team effort, and using the mentioned tips will help you and your data in a way that improves productivity.
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