Tools for Remote Work- How to Use Google Drive for Effective File Management and Collaboration

Tools for Remote Work: How to Use Google Drive for Effective File Management and Collaboration

Tools for Remote Work: How to Use Google Drive for Effective File Management and Collaboration 1000 466 Leandro Eclipse

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. 


How to Set Up


Creating Folders and Uploading Files

To start, you can upload your files using different methods. 


Creating Folders and Uploading Files-1
Just click New.

Creating Folders and Uploading Files-2

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. 


Share Links

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. 


Share Links-1

Just right-click the file. And choose “Get shareable link.”

Share Links-2

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.


Restricting Access

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.

Restricting Access-1

First, click the sharing settings. With this, you have two options. 


Restricting Access-2
You can either restrict by changing what anyone can do with the link. The options are edit, comment, and view.


Restricting Access-3

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.


Google Office Suite

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.

Bonus- Commenting on Files-1

Just highlight the text and click the icon on the right side.


Bonus- Commenting on Files-2

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:

Google Drive Project Management

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!