Google provides several apps that can be used together to create an Online Collaborative Space for your team. Using this guide, you will be able to create a single location for your team to work together, store their files, chat, and meet online.
Add the Google Group you created above as a member to share the drive. This will allow everyone in the Group to access the drive. Note: If you just created the Google Group and you do not see it in the directory when you try to add it, enter the name of the group and append ‘@googlegroups.com’ to add it
Click Manage Members in the top right of your shared drive
Type in the name or email of your Group and click Send
How can I collaborate with my team using Google Workspace?
The short videos below from Google provide a good general overview.
Working in Shared drives
Explore how to manage files and avoid collaboration overwrites or conflicts in Google Workspace Apps
Time: 0m 34s
Collaboration using Google Workspace
Explore how to collaborate with a team using Google Workspace
Time: 3m 21s
Explore cloud-based collaboration
Time: 1m 40s
Hangouts Meet Introduction
Using Google Workspace to schedule and conduct online meetings
Time: 0m 38s
Collaboration Strategies using Google Workspace
In the section, we will explore some collaboration strategies withthese apps.
Documents can be shared outside the Group by extending permissions at the document level. All members of your team have access to all documents within the shared drive according to their permissions and roles. However, sometimes you need to share a document with an external collaborator. For Google documents (Docs, Sheets, Slides, etc.), you can use the Share feature to invite external collaborators. When you do that, the collaborator will receive an email with a link to the document inside your shared drive. Comments and changes from the collaborator will appear inside the document for your review and approval. If you do not like their changes, you can always return to a prior version. In addition, you can limit edits to “Suggested Edits” such that all edits have to be reviewed and approved before being applied.
Managing agendas for meetings.If a meeting is scheduled, then you can attach a meeting agenda that is stored in your shared drive by clicking the Attach icon in the meeting description. The agenda can have permissions set to allow members to add or suggest agenda items, or just have it be for information purposes only.
Email action items by attaching comments. Action items are often forgotten once a meeting is over. A good strategy to preserve, reinforce, and remind is to assign tasks in a document to the person. This can be done by inserting a comment and starting it with a ‘+’team member email (for example,+firstname.lastname@example.org). This will send an email notification to the person. The person can go to the document and comment on the item and mark it resolved.
Managing membership.Because Google Workspace apps are independent of each other, you can add Members to the shared drive that won’t be added to the Group. However, adding members to the Group does add the member to the shared drive, as long as the Group has been added as a member. Therefore, the best strategy is to manage membership from within the Group and add the Group as a member to the shared drive.