In this video I want to show you how you can keep all your files and projects organized
with Google Drive.
Now some of you may have tried Google Drive for various projects or maybe someone's sent
you a link to Google Drive in the past and you've kind of gone in, downloaded a few files
or put a few files in, or maybe you've used Google Docs or Google Sheets to edit something
before, but for our business we've actually set up a whole system where we manage every
single project through Google Drive.
And we do this so that it essentially lets anyone on the team access every file they
need to in one place.
And so we try not, any time we're working on files, we never work on files locally on
our computer, meaning we save something to the desktop and we work on a design file,
we work on a Word doc on our own computer.
It's just too risky and there's no need to do that with the amount of synchronization
tools and the way you can integrate with the cloud.
So what we recommend is we work out of Google Drive on our computers and I'm going to show
you how to set that up and give you some more details on how to have a really good, simple
workflow with Google Drive.
So we'll jump in here to the software, just a little bit of an overview.
This Google Cloud is now called G Suite.
So they do have some pretty affordable options, but I highly recommend the business tier right
here.
And what you'll see, what you get with this is unlimited cloud storage.
That means there's absolutely no limit to how much content you save.
That's why we just put every single file in our business in Google Drive, whether it's
large multi-gigabyte videos or it's just a simple funnel design, we put everything
in Drive because it's unlimited storage and essentially it's no reason not to have it
up there.
So you get all this access to Gmail, Calendar, all that stuff, of course, as your business.
And this means that you can actually point your domain to this so that you can have like,
I have Bruce at Anovo.io.
That is my actual Google Suite email.
So it lets you have that, your clients will never see the Gmail or at Gmail or whatever
domain.
So it just looks a little bit more professional, pretty easy to set it up with your domain
provider.
But anyway, into the files we'll go.
So let's jump over to our actual drive.
I'm just going to kind of show you how we have it set up.
So these shared drives are different than your My Drive.
So previously you've probably used My Drive a lot.
You put files in, you sort them out, and they're kind of just your own personal drive.
What a shared drive does is it actually lets you share it amongst your team or a specific
set of people.
And when you share this drive with someone, they get access to every folder, every file,
everything inside of that drive.
So it's very helpful.
So we have something called Anovo Workspace.
So every project that's currently open right now, we have that as a folder.
And so you can dive into each project or each client from this workspace.
We also work with an extended team through agency support.
And so we have all the file folders here for every project moving forward.
One little tip I'll show you is we create this website in a project template.
And we have this thing called Copy This Folder.
So if you duplicate this folder, it builds out all the subfolders that you need.
So we've kind of had this master template folder.
We duplicate it, and it's got a folder for meetings.
We put all our Zoom calls in there.
We have a folder for design files, for copy files, anything we've received from the client.
So it's very, very powerful, and it keeps everything really nicely organized without
having to spend a lot of time.
And I find when you start a project with folders like this, you and everyone on your
team will kind of figure out the system as you go, rather than just starting to organize
as you go.
That's sort of the worst way to do that.
So in here, you can see that I've actually...
You can add members, and I can add any number of people to this folder.
And that way, when you're working with teams consistently, you can just send them a Google
Doc.
You can send them a Google Sheet, any kind of file in there, and they will have access
to it.
They'll have access to your Drive.
They'll have access to everything in there.
So now the Google support, I mean, the Google Team Drives here, this is where you have the
unlimited space.
So there's really no limit to these drives as far as how much you can store in there.
There's a whole bunch of technical things we could get into about how permissions work
and why you should use Team Drives.
Just if you're a business and you're sharing folders and files with people,
it's much better to do the team drive because it means the business actually
owns all the files, not the individual.
So if I go to my drive, you'll see that the owner over here is actually me as
Bruce, or, and you'll see some things, there's someone I shared a folder with.
There's someone else that shared something.
So I don't actually own this folder.
Um, but I do have access to it, but I don't own it.
Whereas if this, um, this developer had dropped in, um, the file into a team
drive, it automatically makes my company own the file, which means I can do
anything I want to with it in the future.
So it's just a, a long-term kind of setup.
I highly recommend using, um, Google drive for your, um, file management.
And the other thing I would recommend is to go in and install,
um, the Google file stream.
So I'll just search for that real quick.
Google file stream.
Um, and this is an app that sits on your PC or your Mac and, um, essentially
syncs all the files, um, from the cloud down to your computer.
And so if I open this up, I'll show you that this, um, folder right
here looks identical to, um, that.
So if I go to share drives here, let me close this.
Um, you'll be able to see, um, all those drives that I was just showing you.
There's the workspace, there's the, uh, agency support and all my files are right
here and I can work on any of them so I can save stuff, update it.
And as my team changes files in here, it just syncs with my computer, um, in real
time.
So definitely I would only use Google drive with file stream.
Do not download and upload stuff through the browser.
That's kind of the worst way to use Google drive, um, get Google file stream
set up, um, and it will make your life a whole lot easier.
So hope that helps.
And that gives you a great tool to use as you, uh, continue to grow your business
and just keeping out lots of projects, just store everything with Google drive
and you'll save yourself a whole lot of headache.