A safe database is one of the most important things when running a business. How can you be successful if your files can be accessed by your competitors too?
So you’ve been running your own system for your business’s file storage and sharing for a while now and perhaps you’re looking for a much better system. Perhaps you already have a file server service in place, either on-premises like a Windows server or a Network Attached Server (NAS). Or you could be using cloud solutions for your file storage like Dropbox, SharePoint, etc. One way or another, you’ve heard about Google Drive and how it can help you and your business. If you want to know more about Google Workspace and how to set up Google Drive for your business, you’ve come to the right place.
Google Drive and Google Workspace are Google’s answers to keeping your whole business organized. The system of collaboration and seamless file sharing makes Google Workspace and Google Drive the ideal tools for growing your business.
The Tech Mantra provides you with everything you need to know about using Google Drive for your business and how to set it up once you’ve signed up for Google Workspace.
Google Drive setup steps to follow
Signing up for a Google Workspace plan includes the use of Gmail, Google Drive, Meet, Calendar, Chat, Currents, Jamboard, Docs, Sheets, Slides, Keep, Sites, and Google Forms.
Not only that but signing up for Google Workspace allows you to enjoy the benefits that Google Drive has in store for admins and/or business owners. But of course, before we can start, you need to make sure that you’ve already added your team to the Admin console. Once that’s done, you can start to follow the list of steps that we have prepared for you here:
Upload company files to Google Drive
Configure each users’ or the team’s sharing permissions
Synchronize the files on your Google Drive to your devices or computers
Install Google Apps on your phones or tablets
Train your team on how to use Google Drive correctly
1. Upload company files to Google
You and your team can upload any type of file to Google Drive. If your business has been using Microsoft Office files before migrating to Google Workspace, you can still upload those files. You have the option to convert your Microsoft Office files to the Google format or just use Google Drive to open and edit your Microsoft Office files. Moving forward, however, to enjoy the seamless collaborative features of Google Drive, it is recommended that you use Google’s document editors such as Google Docs, Sheets, and Slides.
2. Configure each users’ or the team’s sharing permissions
Administrators are able to configure how users can share different files and folders in Google Drive. This is useful if there are some files and folders that you’d only like to share with a certain person or group of people from the business. To put it simply, you can have the same set of sharing permissions for everyone and you can have it set up differently for every department in your company. This feature is very helpful in keeping the privacy of the business and sensitive information such as client details safe from someone who shouldn’t see it or someone who might accidentally send the files to someone else.
3. Synchronise the files on your Google Drive to your devices or computers
Google Workspace offers 2 different ways to easily access your files from Google Drive and keep them all updated and synced across all of your devices.
Backup and Sync – Google’s default consumer sync client. With this feature, all the contents of your Drive are stored locally. Organizations can use this too, the next one might be more useful;
Google Drive for desktop – this is best and highly recommended for organizations. With Google Drive for desktop, you can sync your Drive and shared drives from the cloud. This option also allows you to make the files on your Drive available for offline access
4. Install Google Apps on your phones or tablets
Try and utilize all of the tools that are available with Google Workspace. Being flexible and aware of your options allows you to upgrade your work and the way your organization can work.
No longer do you have to always be facing a desktop to be working. Download the mobile apps for Google Drive, Docs editors, and other Google Apps. These apps are available for Android and iOS.
5. Train your team on how to use Google Drive correctly
Make sure that your team is able to properly utilize the features that Google Workspace offers for businesses. Once people have familiarized themselves with how easy it is to work on projects, organize, synchronize tasks, and see each others’ progress, you’ll be able to see significant improvements in your company’s productivity and output.