The best way to use Google Drive for mission administration

The best way to use Google Drive for mission administration

Jack Wallen reveals you the way you need to use Google Drive to assist along with your mission administration efforts.

The best way to use Google Drive for mission administration
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Think about the place your groups and enterprise could be with out mission administration. Go forward, contemplate the probabilities. The long run would look quite bleak, wouldn’t it? Had it not been for excellent mission administration instruments, I do know some companies that might have already crumbled underneath the stress of maintaining with the competitors.

SEE: Hiring equipment: Challenge supervisor (TechRepublic Premium)

However not each mission administration resolution is 100% foolproof or gives the entire options you want. In some cases, these platforms want a little bit of an help. However how? What do you do? What different instruments do you add into the combo to assist in giving these mission administration efforts a lift?

One software that you just most likely already use recurrently is Google Drive. Whether or not it’s a free or paid Google Workspaces account, Drive may give your mission administration efforts a little bit of help. “How,” you ask? Let me make it easier to out with that.

The best way to use Google Drive for mission administration

The first step: Create a listing construction

The very first thing it’s essential to do is create a listing construction to your initiatives. Say, for example, you’ve a Challenge X, Challenge Y and Challenge Z all working on the identical time. Right here’s how I’d lay out that folder hierarchy in Google Drive:

  • PROJECTS
    •     Challenge X
      •       Part 1
      •       Part 2
      •       Part 3
    •     Challenge Y
      •       Part 1
      •       Part 2
      •       Part 3
    •     Challenge Z
      •       Part 1
      •       Part 2
      •       Part 3

What’s essential right here is that you just create a subfolder for every mission. You do not need to have a single folder to accommodate all of these mission information with out some semblance of group — in any other case, every little thing will tumble into chaos. By breaking it up on this approach, you’ll be able to have higher management over what groups or workforce members have entry to what information and folders. That might be key to conserving management over the mission.

Step two: Handle entry

As I discussed, when you break the primary folder up into completely different mission folders, you’ll be able to management entry to these folders. For instance, you might need Crew A who wants edit entry to the Challenge X folder but in addition must have learn entry to each Challenge Y and Challenge Z. By breaking issues up this fashion, you can also make that occur. You can too assign customers as commenters with out the flexibility to make adjustments to the precise content material of the information, and you’ll simply revoke entry to particular folders.

Step three: Use the versioning system

Though that is actually a part of Google Docs, it may be accessed through these information you save in Google Drive. The versioning system means that you can view completely different snapshots of paperwork. Through the use of this software, you’ll be able to at all times roll a doc again to its earlier state. This may be necessary when a stakeholder both makes a mistake in a doc or one thing else occurs within the course of.

You may entry the model historical past from inside a file by going to File | Model Historical past. This characteristic has saved my pores and skin on a number of events, so I extremely suggest you make common use of it in your mission administration efforts.

Step 4: Preserve it clear

Watch out to not simply dump something and every little thing into your mission folders. For those who do discover you’ll want to preserve extra in these folders than simply, say, code, you would possibly create folders for documentation and different bits. For those who permit issues to get chaotic inside your folders, the mission itself would possibly fall underneath the load of that chaos.

Preserve your mission folders and information clear. Don’t permit extraneous info or information to start amassing, otherwise you’ll discover Drive can grow to be extra an issue than an answer. On the identical time, be sure that to be diligent about person entry. If a person is faraway from the mission, be sure that to take away their entry instantly. You do not need to go away stray customers with continued entry to the mission, in any other case issues can get complicated — or worse, they may stroll off the valuable cargo that’s your mission.

Step 5: Combine, combine, combine

Likelihood is fairly good that the mission administration platform you employ gives integration options for Google Drive. For instance, Trello has a Google Drive Energy-Up that features options like built-in file search, file and folder attachment from Google Drive to Trello playing cards, exporting the Trello board to a Google Slides presentation with a single click on.

Each mission administration and Google Drive integration will supply a special characteristic set, however all of them do an awesome job of mixing the providers into a strong mission administration resolution. Given some mission administration platforms lack cloud storage, that is as “no-brainer” because it comes.

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