Google Drive For Business – Key Features And Benefits

Google Drive for business is a flexible solution for managing your digital files, regardless if you are an business owners, IT manager, or a project manager. Let’s go through some of the key features of Google Drive as a shared team drive, highlighting their primary benefits and relevance for business use.

Key Features and Benefits

1. File Sharing Capabilities

Google Drive for business offers seamless file sharing, allowing team members to access and collaborate on documents from anywhere. shared team drives take this a step further by providing a centralized space where files are owned by the team rather than individuals, ensuring continuity and accessibility even if team members change.

Use Case: A marketing team and the project manager working on a campaign can store all related files in a specific folder on a shared team drive, ensuring everyone has access to the latest versions of documents, images, and videos.

2. Real-Time Collaboration

Real-time collaboration is a standout feature of Google Drive. Multiple users can work on the same document simultaneously, with changes visible in real-time. This enhances productivity and reduces the need for back-and-forth email exchanges.

Use Case: The feature I like as an IT manager is that I can collaborate with the copywriters directly in a Google Doc and get all of the content I need to publish the content onto the website directly. Same thing when collaborating over Google Sheets to get the right budget figures for marketing campaigns. This feature really allows us to correct error, and discuss issues directly and saves us a lot of time.

3. Integration with Google Workspace

Google Drive integrates seamlessly with other Google Workspace tools such as Docs, Sheets, Slides, and Gmail. This integration streamlines workflows and enhances productivity by allowing users to create, store, and share files within the same ecosystem.

Workspace allows you to eliminate the need for Microsoft products – but if you are using Microsoft Word and Excel then unfortunately you will be paying double and wasting resources as Google Workspace is included in every user account on Google Drive. If you are going with both systems, then Google Drive Workspace can import and edit the Microsoft documents, but unfortunately, my experience is that the results are somewhat subpar at best if the documents have complex designs.

I would not recommend going back and forth between Microsoft and Google. I would pick one, as the conversion between file formats will take time and create unnecessary frustration as they are not 100% compatible with each other.

4. Security Features

Security is a top priority for any business, and Google Drive for business offers advanced security features to protect sensitive data. These include encryption, two-factor authentication, and granular access controls.

-“What are granular access controls?”

Within Google Admin, you can assign users into groups and those groups have specific access to all or parts of the file structure. You can set permissions and manage who can view, edit, or share files. As an IT manager you can set your permissions once into a group and avoid setting up permissions on a user by user basis. Adding users and privileges is just as simple as removing them from the organization.

Use Case: As an IT manager, I created a specific user group called “Sales Team”. As you probably know, sales people come and go, so it was imperative that the onboarding and offboarding was a seamless process. This “Sales Team” group only had access to public marketing material that were intended for potential customers to see. Sales staff were not allowed to any development files, financial information or any items that was not related to bringing in more customers into the business. With Google Drive for business, this process was a breeze to setup.

User Experience Of Google Drive For Business

Google Drive’s user interface is fairly intuitive and user-friendly, making it easy for team members to navigate and manage files. The search functionality is particularly powerful, allowing users to quickly find documents using keywords or filters.

A pro tip is to create a folder inside of the company files that contains all the files. Yes. Exactly. It is an extra folder. This means that the first level contains only one folder, that says “Company Name Files”. Let me tell you why it is helpful…

This way when you share access to your account to external users, they get a properly named folder from where they can navigate through you file system as intended. If you don’t have this top folder, then you only share the contents of the account, and as a consultant I find that very confusing.  Since I see all of the files inside that top folder, from several companies, I see a handful of folders that are named exactly the same.

For my taste, the exact location of a file could be easier to find, but if you work with Google Drive by installing it on your desktop, then that problem goes a way. Installing Google Drive on your desktop is highly recommended to get a better workflow.

The Google Drive for Desktop install for windows is free, but for Mac I used a software called Cloudmounter that got the job done.

All of Googles products have great user interfaces on mobile. There are no shortage of apps. This is a great feature for IT managers that have to deal with issues when they are away from the office.

Pros and Cons of Google Drive for business

Pros
– Easy Access and Collaboration: Google Drive allows team members to access files from any device, making remote work seamless.
– Real-Time Collaboration: Multiple users can work on the same document simultaneously, enhancing productivity.
– Integration with Google Workspace: Streamlined workflows through seamless integration with other Google tools.
– Advanced Security: Robust security features protect sensitive business data.
– Ability to Use Locally: You can access and edit files offline, ensuring productivity even without an internet connection.

Cons
– Cost Per User: The per-user cost can add up, especially for larger teams.
– No Shared Emails: Aliases are allowed, but if you need a shared email i.e “support@company.co” you’ll be charged for a full license
– Unnecessary Tools: Businesses may have to pay for Google Workspace tools they don’t use.
– Shared Files Confusion: If you are a consultant and have access to shared files from many sources, there is no clear way to see which companys “Marketing” folder you are looking at. This happens all the time when files have the same name.
– File Location: The actual location of files can be hard to determine, since the full path is compacted, leading to potential confusion.

Google Drive VS Other File Management Services

– Dropbox Business: Known for its strong security features and user-friendly interface, Dropbox Business is a solid alternative. However, Google Drive’s integration with Google Workspace offers a more cohesive experience for those already using Google tools.

– Microsoft OneDrive: Offers seamless integration with Microsoft Office products, making it ideal for businesses heavily reliant on Microsoft software. However, Google Drive’s real-time collaboration and ease of use make it a preferred choice for many businesses.

How To Get Started With Google Drive For Business

Getting started with Google Drive for business is straightforward. Visit Google’s support center for detailed instructions on setting up shared team drives. Additionally, you can start managing your Google Drive for business account by visiting Google Admin.

Final Thoughts

Google Drive for business as a shared team drives feature, is a robust solution for businesses. It offers efficient file management and collaboration tools. Its key features—file sharing, real-time collaboration, integration with Google Workspace, and advanced security—make it an invaluable asset for business owners, IT managers, and project managers alike. While there are some drawbacks, such as cost and potential file name confusion, the benefits far outweigh these concerns.

In conclusion, leveraging Google Drive for business can significantly enhance your team’s productivity. With Google Drive you can be sure your data is secure and easily accessible. Give it a try and experience the seamless collaboration and efficiency it offers for your business.