Google Drive for Teams: Organize & Collaborate (🗂️ Complete System)

Skip the headache and lost files search. Copy this dead simple organization system we use to keep our virtual team up to speed and never missing a file in the process. A Team of 2 or 20; this Google Drive organization guide is for you!

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File Management System - Digital Agency Folder Structure For Virtual Teams (Google Drive) Playlist:
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Table of Contents:
0:00 - Intro
0:40 - Overview
1:34 - Team Management
5:23 - Team Management (Advanced)
7:20 - Drives For Departments (4 Quadrant System)
8:25 - Company Wide Drives
10:55 - Multiple Companies Management
12:07 - Project Files Management
17:09 - Priority Feature (Work Spaces)
18:24 - Outro

Google Drive for Teams: Organize & Collaborate (🗂️ Complete System)

Are you tired of losing files and responding to emails and chats asking where something is? We have come up with this video on how to organize google drive for teams and make your life a whole lot easier! My goal is to give you a Digital organization system that is structured where nothing gets lost, but not so OCD that you’ll have to explain how to use it every time someone has a new file to save.

It’s always nice to get organized and keep everything in their right places… or folder for that matter. I did experience the same problems you do – losing files! But I did immediately find a solution to this, that is through using Google Drive and finding a way to organize folders. This video will also show you how to get organized at work and streamlined how to organize google drive for teams.

You need to have Google G Suite for business to use team drives and have at least 5 users to have unlimited storage. I recommend having 5 people, and then unless someone is full time, have them as an outside user.

A BIG disadvantage of team drives is it’s all or nothing sharing. There is no ability to only share part of a folder or file. For this reason, some of our management files, like personal team information, are shared via normal drives. Also, if you like to add color to folders too bad, Google took that away from Team Drive.

So, how do I use google drive? In this step by step how to organize google drive tutorial on how to organize your google drive, I have organized my digital files into 4 Quadrant Digital Business System: Team, Content, Product and Sales Funnel. The Team quadrant consists of the temporary project folders and specific training for the team, it's more on administrative tasks. The Content quadrant, consists of Blog Posts, YT Videos, FB Posts, and the like. On the other hand, the Product quadrant consists of a folder for each product, service or client. Finally, the Sales Funnel has the Traffic Campaigns, Sales Copy and Sales Call Notes. But our google drive organization doesn’t stop with there, we also have the Collection Box which we use for new files to be organized; and the Media Asset Library for the graphics, logos, brand guide, and stock footage.

With your files growing day by day it’s always a good idea to have a File management system for you and your team! If you want to know how to use google drive to share files and folders and be more efficient in organizing your own files, then this video on google drive tips is the right one for you.
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[JasonAWhaling]

Comment down below your questions and get more organized - make your life a whole lot easier!

[nikifinds]

This was so helpful to organize my small biz, I really appreciate this!

[TrentKennelly]

Huge fan of google drive for teams, clients, etc. To me it’s one of the best systems out there for cohesiveness ALONE.

[carlosseixas]

You are the hero we need Jason! That was extremely valued content right there

[creiongroup]

We're curious, what is your naming convention for the files and folders? Do you have a video that discusses this?

[mominelson]

Jason great information, but How do I set up a Team Drive in Google Workspace step by step what plan do I need I am using Business Plan

[berniedais]

I love your tutorial and would love to create one similar for our team use. Can you share what program you used to create your presentation?

[ALDINTV]

Hey Jason! Thank you for this video!! It's extremely helpful. I just have a quick question about how you added the icons to the folders? I love the visuals and would like to do that to support my team members who are very visual.

[evansterling]

Jason, just began to set this up for my agency (thanks for all your help). I was wondering if I should create “groups” through admin console to compliment this process? Gets a little complicated but wanted to get your opinion. 🙏🏻 thanks!

[spagolli]

Just setting up Team Drives now. Thinking about switching from Dropbox for Business. What do you mean you can't share an individual file from within a folder? You most certainly can. I set up multiple Team Drives for my biz... One for each department. One of the drives is call Account Management. Within that there are folders for each client and within those folders are a variety of files.

To test, I selected a random file, then clicked the add person icon. I added a friend from outside my organization. He received an email with a link to the file and was able to open and edit the file, as I had given him editor access. But he was unable to see any other files within the folder or the overall drive.

Perhaps they added this feature in the time since you made your video?

[forkingtasty]

I have a question about your Founders team drive, Do you link back to folders in your "my drive" by adding a shortcut to the Founders team drive? How do you manage permissions for other team members that are not founders but may need access to a single file in the Founders team drive?

[ingridveerman]

Very rich content, thank you for sharing!
I have one question though, how to prevent that one teams content gets spread out and thus difficult to find?

Example:
Marketing: Team Folder at 0
Copy and Facebook ads: Sales Funnel at 2
Etc..

[ensocreators]

Keep it up Jason! Loving the videos! keep em coming.

[rafikiAli]

Thanks, so much for this! So, for Google Shared Drives you've expanded the Quadrants setup, is that correct? Basically, this replaces the quadrants? What happened to the folder "4?" LOL

[ThisisCarty]

How did you give the folders cover art that fits? I have tried many times.

[amandaburgess]

How did you get those custom folder icons?

[caroleklingbeil]

Hello, being 2022 now that Google has changed to Google Workspace, could you please explain the relevance of this youtube to Workspace?

[niki.ai.growth]

🎯 Key points for quick navigation:

🗂️ Organize Google Drive with a four-quadrant system: Team, Content, Sales Funnel, and Product.
📁 Use separate personal folders for sensitive information to maintain privacy within team drives.
🤝 Create individual team member folders for personalized access and management within the team quadrant.
📤 Utilize public folders exclusively for sharing files outside the organization to prevent accidental sharing.
🎓 Implement training folders for each quadrant to streamline onboarding and process documentation.
🖼️ Establish a media library for centralized storage of graphics, logos, and brand assets to avoid duplication.
📥 Set up a collection box for temporary storage of files to maintain organizational clarity.
⭐️ Take advantage of Google Drive's priority feature to create personalized workspaces for efficient file access.

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