WEBVTT 1 00:00:00.000 --> 00:00:04.720 In this video I want to show you how you can keep all your files and projects organized 2 00:00:04.720 --> 00:00:12.680 with Google Drive. 3 00:00:12.680 --> 00:00:18.000 Now some of you may have tried Google Drive for various projects or maybe someone's sent 4 00:00:18.000 --> 00:00:22.320 you a link to Google Drive in the past and you've kind of gone in, downloaded a few files 5 00:00:22.320 --> 00:00:29.080 or put a few files in, or maybe you've used Google Docs or Google Sheets to edit something 6 00:00:29.080 --> 00:00:34.440 before, but for our business we've actually set up a whole system where we manage every 7 00:00:34.440 --> 00:00:37.360 single project through Google Drive. 8 00:00:37.360 --> 00:00:42.520 And we do this so that it essentially lets anyone on the team access every file they 9 00:00:42.520 --> 00:00:44.760 need to in one place. 10 00:00:44.760 --> 00:00:50.040 And so we try not, any time we're working on files, we never work on files locally on 11 00:00:50.040 --> 00:00:53.760 our computer, meaning we save something to the desktop and we work on a design file, 12 00:00:53.760 --> 00:00:56.800 we work on a Word doc on our own computer. 13 00:00:56.800 --> 00:01:01.720 It's just too risky and there's no need to do that with the amount of synchronization 14 00:01:01.720 --> 00:01:04.760 tools and the way you can integrate with the cloud. 15 00:01:04.760 --> 00:01:11.360 So what we recommend is we work out of Google Drive on our computers and I'm going to show 16 00:01:11.360 --> 00:01:15.540 you how to set that up and give you some more details on how to have a really good, simple 17 00:01:15.540 --> 00:01:17.400 workflow with Google Drive. 18 00:01:17.400 --> 00:01:22.280 So we'll jump in here to the software, just a little bit of an overview. 19 00:01:22.280 --> 00:01:26.880 This Google Cloud is now called G Suite. 20 00:01:26.880 --> 00:01:32.560 So they do have some pretty affordable options, but I highly recommend the business tier right 21 00:01:32.560 --> 00:01:33.560 here. 22 00:01:33.560 --> 00:01:37.040 And what you'll see, what you get with this is unlimited cloud storage. 23 00:01:37.040 --> 00:01:42.240 That means there's absolutely no limit to how much content you save. 24 00:01:42.240 --> 00:01:47.560 That's why we just put every single file in our business in Google Drive, whether it's 25 00:01:47.560 --> 00:01:54.000 large multi-gigabyte videos or it's just a simple funnel design, we put everything 26 00:01:54.000 --> 00:02:01.660 in Drive because it's unlimited storage and essentially it's no reason not to have it 27 00:02:01.660 --> 00:02:02.660 up there. 28 00:02:02.660 --> 00:02:08.720 So you get all this access to Gmail, Calendar, all that stuff, of course, as your business. 29 00:02:08.720 --> 00:02:15.520 And this means that you can actually point your domain to this so that you can have like, 30 00:02:15.520 --> 00:02:18.980 I have Bruce at Anovo.io. 31 00:02:18.980 --> 00:02:22.600 That is my actual Google Suite email. 32 00:02:22.600 --> 00:02:28.880 So it lets you have that, your clients will never see the Gmail or at Gmail or whatever 33 00:02:28.880 --> 00:02:29.880 domain. 34 00:02:29.880 --> 00:02:34.480 So it just looks a little bit more professional, pretty easy to set it up with your domain 35 00:02:34.480 --> 00:02:35.780 provider. 36 00:02:35.780 --> 00:02:38.800 But anyway, into the files we'll go. 37 00:02:38.800 --> 00:02:41.680 So let's jump over to our actual drive. 38 00:02:41.680 --> 00:02:44.160 I'm just going to kind of show you how we have it set up. 39 00:02:44.160 --> 00:02:47.200 So these shared drives are different than your My Drive. 40 00:02:47.200 --> 00:02:51.080 So previously you've probably used My Drive a lot. 41 00:02:51.080 --> 00:02:55.260 You put files in, you sort them out, and they're kind of just your own personal drive. 42 00:02:55.260 --> 00:03:00.960 What a shared drive does is it actually lets you share it amongst your team or a specific 43 00:03:00.960 --> 00:03:02.640 set of people. 44 00:03:02.640 --> 00:03:07.600 And when you share this drive with someone, they get access to every folder, every file, 45 00:03:07.600 --> 00:03:09.680 everything inside of that drive. 46 00:03:09.680 --> 00:03:10.680 So it's very helpful. 47 00:03:10.680 --> 00:03:13.120 So we have something called Anovo Workspace. 48 00:03:13.120 --> 00:03:17.320 So every project that's currently open right now, we have that as a folder. 49 00:03:17.320 --> 00:03:22.900 And so you can dive into each project or each client from this workspace. 50 00:03:22.900 --> 00:03:26.640 We also work with an extended team through agency support. 51 00:03:26.640 --> 00:03:33.440 And so we have all the file folders here for every project moving forward. 52 00:03:33.440 --> 00:03:37.840 One little tip I'll show you is we create this website in a project template. 53 00:03:37.840 --> 00:03:39.680 And we have this thing called Copy This Folder. 54 00:03:39.680 --> 00:03:44.840 So if you duplicate this folder, it builds out all the subfolders that you need. 55 00:03:44.840 --> 00:03:47.920 So we've kind of had this master template folder. 56 00:03:47.920 --> 00:03:50.320 We duplicate it, and it's got a folder for meetings. 57 00:03:50.320 --> 00:03:53.000 We put all our Zoom calls in there. 58 00:03:53.000 --> 00:03:59.600 We have a folder for design files, for copy files, anything we've received from the client. 59 00:03:59.600 --> 00:04:03.240 So it's very, very powerful, and it keeps everything really nicely organized without 60 00:04:03.240 --> 00:04:05.480 having to spend a lot of time. 61 00:04:05.480 --> 00:04:10.600 And I find when you start a project with folders like this, you and everyone on your 62 00:04:10.600 --> 00:04:15.640 team will kind of figure out the system as you go, rather than just starting to organize 63 00:04:15.640 --> 00:04:16.640 as you go. 64 00:04:16.640 --> 00:04:18.260 That's sort of the worst way to do that. 65 00:04:18.260 --> 00:04:19.920 So in here, you can see that I've actually... 66 00:04:19.920 --> 00:04:24.540 You can add members, and I can add any number of people to this folder. 67 00:04:24.540 --> 00:04:28.440 And that way, when you're working with teams consistently, you can just send them a Google 68 00:04:28.440 --> 00:04:29.440 Doc. 69 00:04:29.440 --> 00:04:33.480 You can send them a Google Sheet, any kind of file in there, and they will have access 70 00:04:33.480 --> 00:04:34.480 to it. 71 00:04:34.480 --> 00:04:35.480 They'll have access to your Drive. 72 00:04:35.480 --> 00:04:37.040 They'll have access to everything in there. 73 00:04:37.040 --> 00:04:44.480 So now the Google support, I mean, the Google Team Drives here, this is where you have the 74 00:04:44.480 --> 00:04:45.600 unlimited space. 75 00:04:45.600 --> 00:04:52.320 So there's really no limit to these drives as far as how much you can store in there. 76 00:04:52.320 --> 00:04:57.400 There's a whole bunch of technical things we could get into about how permissions work 77 00:04:57.400 --> 00:05:00.040 and why you should use Team Drives. 78 00:05:00.000 --> 00:05:03.600 Just if you're a business and you're sharing folders and files with people, 79 00:05:03.600 --> 00:05:06.640 it's much better to do the team drive because it means the business actually 80 00:05:06.640 --> 00:05:09.040 owns all the files, not the individual. 81 00:05:09.240 --> 00:05:14.640 So if I go to my drive, you'll see that the owner over here is actually me as 82 00:05:14.640 --> 00:05:18.280 Bruce, or, and you'll see some things, there's someone I shared a folder with. 83 00:05:18.360 --> 00:05:19.880 There's someone else that shared something. 84 00:05:19.880 --> 00:05:21.680 So I don't actually own this folder. 85 00:05:22.080 --> 00:05:24.280 Um, but I do have access to it, but I don't own it. 86 00:05:24.560 --> 00:05:29.200 Whereas if this, um, this developer had dropped in, um, the file into a team 87 00:05:29.200 --> 00:05:32.960 drive, it automatically makes my company own the file, which means I can do 88 00:05:32.960 --> 00:05:34.800 anything I want to with it in the future. 89 00:05:35.160 --> 00:05:38.040 So it's just a, a long-term kind of setup. 90 00:05:38.040 --> 00:05:42.720 I highly recommend using, um, Google drive for your, um, file management. 91 00:05:43.040 --> 00:05:46.040 And the other thing I would recommend is to go in and install, 92 00:05:46.280 --> 00:05:47.920 um, the Google file stream. 93 00:05:47.920 --> 00:05:49.360 So I'll just search for that real quick. 94 00:05:49.360 --> 00:05:51.280 Google file stream. 95 00:05:52.080 --> 00:05:56.800 Um, and this is an app that sits on your PC or your Mac and, um, essentially 96 00:05:56.800 --> 00:06:01.520 syncs all the files, um, from the cloud down to your computer. 97 00:06:01.720 --> 00:06:06.200 And so if I open this up, I'll show you that this, um, folder right 98 00:06:06.200 --> 00:06:09.800 here looks identical to, um, that. 99 00:06:09.800 --> 00:06:12.760 So if I go to share drives here, let me close this. 100 00:06:14.000 --> 00:06:19.080 Um, you'll be able to see, um, all those drives that I was just showing you. 101 00:06:19.080 --> 00:06:24.000 There's the workspace, there's the, uh, agency support and all my files are right 102 00:06:24.000 --> 00:06:27.920 here and I can work on any of them so I can save stuff, update it. 103 00:06:27.960 --> 00:06:32.720 And as my team changes files in here, it just syncs with my computer, um, in real 104 00:06:32.720 --> 00:06:33.040 time. 105 00:06:33.040 --> 00:06:37.000 So definitely I would only use Google drive with file stream. 106 00:06:37.000 --> 00:06:39.920 Do not download and upload stuff through the browser. 107 00:06:39.920 --> 00:06:43.760 That's kind of the worst way to use Google drive, um, get Google file stream 108 00:06:43.760 --> 00:06:46.560 set up, um, and it will make your life a whole lot easier. 109 00:06:46.560 --> 00:06:47.920 So hope that helps. 110 00:06:47.920 --> 00:06:52.800 And that gives you a great tool to use as you, uh, continue to grow your business 111 00:06:52.800 --> 00:06:56.320 and just keeping out lots of projects, just store everything with Google drive 112 00:06:56.360 --> 00:06:58.240 and you'll save yourself a whole lot of headache.