Remote work is the future of work! Companies right now are preparing themselves, especially with the numerous lockdowns across the world. When done right, it can provide benefits as to more productivity and lower overhead costs.
But it is easier said than done. One aspect you should build in your system is file management and sharing. Luckily, Google Drive can be a powerful tool for your business.
How to Set Up
When you register a Gmail account, you are automatically given a google drive account you can use with a 15GB storage limit. This 15GB is shared across all your files in google, including files and attachments in your Gmail.
Creating Folders and Uploading Files
To start, you can upload your files using different methods.
Just click New.
And create “Folder” to organize your files in. If you already have folders in place, you can just use “File Upload” or “Folder Upload.” You can also upload files by just dragging the files to your Google Drive.
When you handle remote teams, you share certain files to collaborate effectively. But sometimes, files are too big to be shared multiple times.
Imagine sending a 2 GB file back and forth every time you need feedback for a video project? With Google Drive, you can just share links to files every time you need to send them.
Just right-click the file. And choose “Get shareable link.”
Choose Link Sharing on. And copy the google drive link. You can send that link to your employees or colleagues, and they can see the file directly from your google drive.
You might think, anyone with the link can access the files. Our company files need to be private. With google drive, you can also restrict access by choosing the sharing settings.
First, click the sharing settings. With this, you have two options.
You can either restrict by changing what anyone can do with the link. The options are edit, comment, and view.
You can also just choose certain people to access the link. Just include their email address at the text box above. Take note: Google Drive also has advanced encryption. So you are protected against hackers.
Google Office Suite
Probably the biggest advantage, Google drive is integrated with Google Office Suite. These are free programs you can use for Word files, Excel spreadsheets, Powerpoint presentations, and more.
What’s good is that you can just share the link with your employees, and you can edit the files simultaneously. All changes are saved in real-time. You can collaborate with your team with ease.
Commenting on Files
Sometimes, not everyone is available for your comments or suggestions in real-time. Your team might be working in a different timezone or schedule. And you don’t want to wait for tomorrow just to wait for a reply. Google drive has a comment function that can address that.
Just highlight the text and click the icon on the right side.
You can type your comment. And even assign it to your employees so that they can be notified via email. You can use the comment function in most of the google suite programs.
Google Drive for Project Management
With all the powerful features above, you can use a combination of the programs to create a file management tool. It can look like this:
You can combine a central google sheets file. And link all the file-sharing links for task output. It will all depend on your needs.
Remote Collaboration might be hard at first. But with the proper tools, you can make remote communication effortless. With that, I hope you can use Google for seamless collaboration and file transfers. Good luck!