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How to Setup Google Drive for your Business

April 10, 2019

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I'm Court —online systems educator for coaches. I'm here to help you love your business again.

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Google Drive is a must-have for any business owner, photo taker, or anyone who simply doesn’t want to risk losing files. We’ve all experienced that moment when a warning flashes across the phone that says a file can’t be emailed because it’s too large or you need to desperately look at a PDF but don’t have the necessary software on your phone or laptop. It’s GDrive to the rescue.

In addition to being incredibly versatile, offering a crazy amount of storage, and being compatible with nearly any type of document, Google Drive can be downloaded to your laptop in less than five minutes.

 

How To Download Google Drive

Google drive allows you to securely store files and open to view or edit them from any device. Get up and running in a matter of minutes by following these steps.

 

  1. Visit google.com/drive/download. Choose the Backup and Sync option by clicking the blue “download” button.
  2. Agree to Google’s terms. The download will begin and you should see a file appear in the left, bottom corner of your screen. Click it.
  3. Click to allow Google access to your computer and the download will begin.
  4. You’ll receive a pop-up screen when the installation is complete. Click “close.”
  5. A folder titled “Google Drive” will appear on your computer. Drag folders or files into that folder. The documents will upload to your Drive, where you’ll be able to view and edit them at drive.google.com.


That’s it! We gave you five minutes, but we’re betting you used about half that time. Now you can easily prepare and save files, share documents, and create more space on your computer. To help you start with the best foot forward with organizing your digital life, we’re going to run through some top-used file ideas to create systemization.

 

Files to Use In GDrive

Each business is unique, so your structure will look different than others. Find your personal take on what type of files you’ll need to create, but here are some general file ideas to get started:

  • Archived: For work or projects that are complete, create a file that can host all of those documents. Create a filing system by year (i.e. 2017 Projects, 2018 Projects, ect.) and add the appropriate project files into each year. If ever you need to revisit the work in the future, it will be much easier to find.
  • Business/Admin: We get that “business/admin” is a super general term, so choose something that makes sense for your brand. This folder is really a holding space for a number of other business elements you’ll want to organize. Use this space to create separate folders for the different elements of your business, like legal document, employee onboarding docs, accounting, website content, and brand elements (like high-resolution logos, product images, ect.).
  • In progress: Again, choose your version of “In progress,” but the goal is to have a files that stores your current projects. You’ll want to add as many folders inside the file as necessary to keep the work separate and be able to quickly get to the project.
  • Research and inspiration: As you research info for clients or build out graphics for your website, you’re bound to run across articles or website designs you love. Keep track of those inspo pieces by saving them to a labeled file.  
  • Digital elements: For online businesses, keeping track of website content like blogs, Facebook ads, and images for Instagram can get easily lost if you store everything under your computer’s “documents” tab. Create a separate file for digital elements and break out different folders for your blog calendar, Facebook campaign materials, and website analytics.

 

Google Drive supports documents, images, audio clips, and videos. Once your docs save to the appropriate file, you can share them with anyone you need. Allow them to view the document or give them access to edit – you decide.

 

Benefits of Google Drive

We’ll be the first to admit, not all free tools are worth the download, but your Google Drive? Just try to live without it after one week. You have enough space to store nearly every project you’ve ever worked on and with one click, you’re sharing documents with clients, partners, or employees.

Our favorite GDrive benefits include:

  • Easily share photos and videos with friends (even the won’t-send-in-an-email documents).
  • Creates a backup of all the documents you store on your computer.
  • A user-friendly app lets you access your files from your phone or tablet.
  • Quickly find files with the built-in search tool.
  • View and edit different types of documents.

The best benefit of Google Drive is that it doesn’t cost you a thing. Even when the budget is tight and you’re discovering how to efficiently run your start-up, you don’t have to worry about paying for massive storage and mobile access to important documents.

 

As an entrepreneur, somedays you’re lucky just to get projects or tasks complete. How the documents are filed or where they end up on your computer is low on the priority list as long as you can find them later. But taking just a few minutes to organize your digital files in a way that makes sense to you will save you time and make project management so much easier.

 

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