Google Drive is great for storing all kinds of files, especially Docs, Sheets, Slides, and Forms. As of July 2019, we’ve fully migrated over to “shared drives” which are shared spaces for any kind of files (primarily docs/sheets, but also things like PDFs, images, or other kind of files).
We have a specific shared drive for all teams:
- Team (for files that are editable by everyone)
Every team member has view access to almost every drive, which means that any files in any of these drives can be viewed without having to specifically share the file. Specific team members (like the marketing team) will have “content manager” permissions, which means they can add, edit, move, or delete files in that drive. Folders that are created within a shared drive are also shared.
Shared drives are great but they have some limitations — folders within a shared drive can’t be shared, which means that if there’s a specific file or files that you’d like to share with someone who doesn’t have access to the entire drive (like a contractor), you’ll need to share those individually.
In general, when you create a doc or sheet, you should move it to a shared drive so that everyone else can access it. If you’re not sure which folder within a drive to put your file in, just put it in the root and you can decide where to move it later. Feel free to also upload things like PDFs, images, or other files that are related to the project or area that you’re working on.
As with all tools we use, we’re constantly experimenting and iterating, so if you see a better way to structure or use shared drives, shout it out!