Google Drive for Project Management

Google drive is great, but it is not always obvious how best to use it for project management. With just a few steps though, you can be up and running with minimal effort.

1) Use the drive like an external drive.
One of the greatest features that Google didn’t have when it first started was a directory structure. Users like a directory (folder) structure and shortly after starting drive Google implemented directories.
The best part of these directories is the way that sharing was implemented. Just like any other file you might have on the drive sharing settings can be implemented on directories.
All of this means, that for each project you can set up a directory, by default you will have read/write access (more in this later), add all of the other users that you would like to share with, and boom, you have central shared space for all project members. Any file you drop into the directory will be shared with all.

2) Pay attention to sharing preferences.
As mentioned above, setting preferences on a directory can be very helpful. Once set, anytime you place a file in that directory, it inherits the sharing preferences of the directory. All your files for a project can be shared with the group, if optimal, you the owner can maintain read/write access, while the group only has read access. This way sets of files can be shared from a single project directory. This includes files and subdirectories that you have included for organization.

3) Let your users use their own credentials.
Implicit in the directions above is your use of individual accounts. The advantage here is that group members log into and out of the shared space using their own credentials that they are responsible for remembering. You must ask what credentials they would like to use, but once you have set this up once, you are done. If you have a user or users that don’t have or don’t want to share their credentials you can create a read only account for them to use.

With just those three you should be off to a good start.


1 Comment

Filed under Computational Tools

One response to “Google Drive for Project Management

  1. Pamela Sardo

    That is a great tip, Marc! I love using google drive and google docs.

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