Effective Project Management Using Google Drive For Your Business
In my article on using Google Drive for video hosting and streaming, I showed you how to cut down on video hosting costs by using Google Drive. In this article you will learn how to organize your drive and create files for project or client management.
As a consultant I find the need to share files with my clients, receive files and keep information organized in a spreadsheet. I also like to deliver training videos and presentations. Sometimes I co-edit documents with my clients in preparation for publication. I use Google Drive for all these functions.
For example you may be working on a video production. Your video editor can upload the file to Google drive and share it with you as opposed to finding an alternate solution to transfer this large video file to you.
Google Drive allows you to collaborate and share documents you specify.
- Upload files to your drive to avoid storing them on your computer or “sending” them to clients
- Upload files for collaboration with clients or colleagues – control the sharing and privacy options for each file and folder.
- Use Google Drive for video file storage and video streaming to your website
- Use Google Drive to store and embed presentations and documents.
Organizing Your Google Drive
Create a Google Drive folder Structure To Suit Your Needs
You can create folders withing folders just as you would on your personal computer. The better organized you keep your drive, the easier it will be to use and share files with the right people.
You can assign sharing and privacy options for the whole folder. This way all the documents created in the folder will automatically share the same settings.
Select Private for project and personal files.
Keep in mind that when you share an entire folder, the same sharing privileges are automatically assigned to each file uploaded to or created in that folder. You can change specific file permissions if you like by modifying the file sharing options (locate the folder, locate the file,modify file sharing options)
Uploading Documents VS Creating Documents in Your Google Drive
Although you can use Google Drive to store and share files from your computer, there are many advantages to converting your files into a Google Docs supported file format. This enables multiple users to edit the file in real time.
To accomplish this, make sure your Google Drive File upload settings are set to convert files into a Google Drive format automatically.
If you are new to Google Docs here are a few tips to help you get started using Google Drive for your business including how to set up your drive for automatic file conversion when uploading files to your drive using your browser (for example uploading a Microsoft Word document and converting it into a Google Document).
Sometimes it may be easier just to create a Google document and store it appropriately in your drive. Log into your Google drive using your browser and navigate your drive to the folder you would like to create your file in and then click on create and select the type of file you wish to create.
The beauty of sharing a Google document on a project level is the collaboration. All allowed parties can view, edit or comment the document, depending on the sharing options, creating true collaborative ground.
Recap – Best Uses For Your Google Drive
Still on the fence? The best way to understand the power of Google Drive is to start using it!
To get started, make sure you have a Google Account, then sign up for Google Drive. Create some folders according to your files or projects, upload and create a few files and start playing around.
For online business using private video hosting, Google Drive for video is an economical solution for video hosting and streaming.
Questions or comments? Please share them below!
this is a really great video, very informative by the way, i really enjoyed it do you have any related topics i could check out
You give the info necessary for sharing folders under the heading “Create a Google Drive folder Structure To Suit Your Needs” but there is more that is necessary for satisfactory sharing – a CONSISTENT shared directory structure between users – and that doesn’t seem to be possible. What I mean is that different users of the same site should see EXACTLY the same dir and file structure but that doesn’t happen eg I organised hundreds of files into a logical tree/dir structure and moved all the files to where they should be. However, my colleague, instead of seeing just three top level directories sees the three directories plus hundreds of files in the root dir. Do you know a way of ENFORCING the same dir structure on all members of the group?
Thanks,
Phil.
You bring up an interesting point Phil,
The only way to control basic file structure on multiple accounts is by using Google Apps.
Everyone organizes their files differently.
To sidestep this issue – What I like to do is to create a top level shared folder (can contain additional shared folders and files within) right off the bat when I am working with someone and then as long as docs and files are stored in the shared folders they are basically organized the same (like a mini Shared universe).
This is an important topic, I will try to make an example and add it on…
I hope that makes sense to you 🙂
~Duru