Google Suite habits for effective group collaboration

Google Suite habits for effective group collaboration.md

Drive

• Reuse documents
  • That way link (or other references) to it continues to work 👍
    • If its a spreadsheet just update it
    • If a new version of a document comes out: do not upload the new and delete the old one, upload a new revision of the same document
      • Here is how:
        1. Right-click the file and select Manage versions.
           • 
        2. Click Upload new version and select a file from your computer.
        3. When the new version is done uploading, click Close.
• Group Related Documents in Folders
  • nested folders should logically go from less specific to more specific
    • e.g. 2019/Taxes/Receipts/Deductable/…
• Naming
  • Name it what it is for clarity
    • e.g. export.xls is not helpful, Team Roster is
  • Do not include the extension
    • We can see what type of file it is, if the type changes it will be wrong
  • Do not include meta data that we can get from the files info
    • e.g. Favorite Movies-last updated …
  • If a document is applicable to a specific time frame, prefix them w/ ISO-8601-ish date for sortability and clarity
    • e.g. Say we have a directory w/ monthly schedules for a weekly meeting, you might have a list of PDFs like:
      • 2020-03
      • 2020-02
      • 2020-01
      • 2019-12
    • YYYY-MM is ISO-8601 as is YYYY-MM-DD.
    • Some non-ISO-8601-except-in-spirit ones that may come in handy:
      • YYYY-Q2 (i.e. 2nd quarter) and YYYY-02/04 (February through April - the slash disambiguates that from February 4th)
  • If a folder contains documents applicable to a specific time frame, after their time has past:
    • Delete the old ones periodically, maybe set up a reminder todo so
    • If you want to keep them around for a while after their time is past create, in the same fold, a folder called Past and move the old ones to there