Google Drive: Collaborating and Sharing in Today’s World

Posted by Brian Brauchler, Support Engineer

Jun 15, 2022

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Collaboration is critical for businesses to survive — and for employees to be successful — in today's modern workforce. Hybrid teams in particular are designed to be flexible, so they need tools and resources that support productivity and innovation at any time, from anywhere. While collaboration may look different today than it did a few years ago, that doesn’t mean it has to be complicated. 

Google Workspace is a cloud collaboration tool that allows businesses worldwide to connect, collaborate and innovate through its centralized tools, including Gmail, Google Calendar and Google Drive. 

Below, we’ll explore some of the ways that your business can utilize Google Drive collaboration within your organization to take your business to the next level. 

Why Should My Business Prioritize Google Drive Collaboration? 

With Google Drive, your team can quickly share files, work together on documents and, overall, have an improved day-to-day collaboration experience. Here are three reasons why your business should consider utilizing Google Drive: 

1. Security


By default, email is a convenient way to communicate, but it’s not a secure channel for sending information. Email attachments can also pose security threats if they are intercepted during transit to the recipient(s). A clever hacker could potentially hijack files, use them to breach your organization’s privacy and gain unauthorized access to sensitive information. 

With Google Drive, however, you have access to built-in security for every individual file or folder. A document is only available to individuals you share the link with, and these settings can be further customized to suit your preferences. 

When providing access, you have the option to grant individuals or groups the privileges to view, comment or edit files to give each person the access they need. You can also easily revoke or modify access privileges as necessary.

2. Size Limits


Many email systems don’t allow messages to exceed 25 megabytes (MB) per message, with formatting, header data, inline images and other attachments taking up this space. Google Drive offers more flexibility, allowing emails to include files up to 1 terabyte (TB). Additionally, each email message can contain multiple links to files and/or folders.

3. Revision History


When working with traditional email attachments, there’s often no way to track edits within the document. As a result, collaborators have to spend more time and effort ensuring that they’re working on the right file version. This often causes confusion and misunderstandings that make collaboration more difficult. 

Managing revision history is effortless with Google Drive. Simply click the option in the File menu in Google Docs, Sheets or Slides to view the version history and even revert to an earlier version, if needed. This makes Google Drive collaboration easier since users can clean up the history to focus on key changes.

How To Share and Collaborate on Google Drive

1. Share Links or Folders 


With email attachments, there are limited opportunities for working collaboratively since each recipient must add changes or comments and then forward the file to others — but those problems are gone. 

With Google Drive, your team has a simple and immediate way to connect with one another. By sending a link via email or instant messaging, your team members can securely share links directly to the documents and folders they need.  

2. Utilize Shared Drives 


With shared drives, your team will always have access to all of the documents they need. 

These drives can be organized in many ways — for example, by project, client or team — to provide your employees with access to the documents at any time. Since the files added to shared drives are owned collectively by your team, everyone will be able to stay up to date. Learn more about shared drives here

3. Work Simultaneously


Collaborative document editing is an incredible tool that allows teams to add context to conversations in real-time rather than wasting time with back-and-forth emailing. 

Within Google Drive, multiple people can access documents to work on them at the same time. For example, if two of your employees have a presentation later in the week, they may want to review it, ensure each of them knows which parts they are responsible for and otherwise collaborate on creating this presentation. 

This feature works with Google Docs, Sheets, Slides and other Google tools

4.  Import Existing Documents 


When you’re first getting started with Google Drive, you may have documents in other formats that you still need for your business. Google Drive provides a solution to this issue: simply import the document(s) into Google Drive by dragging and dropping the file or by selecting file upload. 

You can also save time by uploading an entire folder if you need to import several related documents. 

5. Provide Feedback Within Documents 


Whether your team works asynchronously or your coworker is simply on their break, the feedback capabilities within Google Drive documents allow your team to leave comments, suggestions, emoji reactions and more through cloud collaboration

These tools can help your team members maximize their productivity and understand which parts of their document are effective versus which parts may need further edits. 

The Future of Work Is Here — Is Your Business Ready? 

As more teams spread across the globe and businesses adopt flexible operations, it’s more important than ever to empower employees to unite around common values, strategic objectives, and productivity. Workplace technologies and cloud collaboration tools can help fuel the connection, communication and collaboration between on-site and virtual teams.

Does your business have the tools it needs to keep up with the rapidly evolving future of work? Take our Future of Work Assessment today to find out!

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Brian Brauchler, Support Engineer

Brian Brauchler is a Technical Support Engineer and certified G Suite Administrator. He's been with Onix for 2 years and has 15+ years experience with Google services. His interests include cloud storage, email, operating systems and security.

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