Our Work Smart blog series continues with Google Drive. The aim with this series is to help companies to work smarter by getting the most out of the cloud computing power that’s already available to them.
With so many updates and additional features being added to G Suite (formerly known as Google Apps for Work), it can be easy to overlook some simple example use-cases that might just make your work day a whole lot simpler. So let’s see what’s possible…
G Suite admins can set up a folder specially for company expenses, with subfolders for each employee or business trip. Those who are travelling can then take photos of any receipts picked up along the way and upload them to the relevant folder so that admins can keep track of all the costs and process claims as and when required. The admin can then copy and paste links to the folders (everything is ‘linkable’ in Drive) into the expense report.
- Keep track of all expenses in an organised and easily accessible manner.
- The cost of future trips can be forecasted by looking back at those previously recorded.
- Avoid losing receipts by saving photographs at the point of purchase.
Field service technicians can upload all of the required product manuals and documents to a shared folder within Google Drive so that when they’re out in the field, they can access all of the necessary information from their mobile devices. This cuts out the need to carry lots of paperwork to different jobs, which could eventually become worn or even lost. Technicians can also search within the folder using a product part number to find the related manual instantly.
- Full search capabilities with Optical Character Recognition (OCR) meaning that the contents of documents are searched as well as titles
- Product manuals can be synced for offline access in remote areas.
- No need for printed manuals, saving time, paper and ink.
Manage Property Purchase Documents
Certain industries can require an awful lot of paperwork, which is why estate agents, in particular, could save a lot of time and effort by managing all of the property purchase documents in Google Drive. After they’ve uploaded their scanned documents (straight from the mobile Drive app!) and file attachments from Gmail, they can organise them into subfolders for each client and share with the appropriate parties. This means they can avoid sending multiple emails with different attachments, and save their clients from searching for and requesting the most up-to-date versions as they will all be centralised, and version controlled.
- Save time on file management.
- Clients will always have the most up-to-date documents and won’t have to search their emails for files.
- Estate agents can access the required documents from their mobile devices when visiting properties.
Share Design Plans with a Team
Design teams can upload their files to a Google Drive folder which is then shared with everyone involved with the project. Some of these files may require specialist software to view, such as CAD, but even if a user requires access from a device without this software, they can use an extension from the Chrome Web Store that allows them to view CAD files within Google Drive.
- CAD files can be easily shared, allowing all team members to view and discuss design plans from their own devices.
- The free extensions can also reduce software licensing for those who only need to view the files.
Build a Sales Asset Library
All branded assets, such as presentations or proposals can be saved in a shared Google Drive folder. The sales team will then be granted access, can make copies and then edit for use with specific clients when out on the road on their own devices.
- Sales team always has access to the most current and sales assets.
- When products or services change they can be conveniently updated from one place.
- The sales team can be more efficient by spending less time creating/editing, and more time selling.
These are just a few examples of the countless ways teams can use Drive to work more efficiently and collaborate seamlessly. We’re hoping they’ve given some inspiration for how it could help you and your team work smarter.
If you’re interested in learning more about how to get the most out of Google Drive or you’d just like to find out a bit more about G Suite and what it could offer, please don’t hesitate to get in touch via firstname.lastname@example.org. We would be delighted to have a chat about how we could help.