Google Workspace Business Starter update: easier collaboration with Shared Drives

Great news for Google Workspace Business Starter users. Google has announced the arrival of Shared Drives starting mid-September 2024. What exactly is changing?

Until now, each Business Starter user had their own personal storage space, but not the team's. 

With this new update, your company can move to a shared storage model, where team files are centralized and accessible to all members of your domain.

Shared drives vs. Mio Drive: what are the advantages?

Why is this update so important? Shared Drives are more than just shared folders. They are a powerful tool that revolutionizes the way teams work together.

Here are some benefits of Shared Drives

• optimized search. Searching for a file is even faster, you don't have to ask for file access. All the team's files are in one place, always at your fingertips, of course according to access permissions.

• Files belong to the corporate domain. Even if a user leaves the team, the files remain safe in the Shared Drive. Work continues smoothly. You can also further protect sensitive folders or files by restricting their access.

• Real-time collaboration. All team members can more easily access and edit the same files at the same time, especially if they are working on the same project or department.

• Onboarding and training. Shared Drives can be a great tool for sharing files and information with new resources in the company. Make everything you need accessible.

• anywhere, anytime. In the office, at home or on the road, important files as always are accessible from any device.

Useful tips for Google Workspace Business Starter administrators

power2Cloud, as a Premier Google Cloud Partner,helps you better manage all Google Workspace updates to push the use of all Google Apps within your company.

Are you a Google Workspace Console administrator with a Google Workspace Business Starter plan? Remember that 

• Although all users can create Shared Drives by default, as Admin you have full control. You can manage members, access permissions, and even prevent the creation of new Shared Drives if necessary.

• before September 23, check theadministration settings, make sure everything is configured according to your business needs.

• inform your colleagues about this new feature and its benefits.A well-informed team is a productive team!

• manage migration from My Drive to Shared Drives to make it easier to move folders and files smoothly.

How to move files or folders from Personal Drive to Shared Drive?

As an administrator, remember that in the Admin Google Workspace section, under Drives and Documents, you need to enable the checkmark on the User Option, otherwise users in your domain will not be able to move folders from My Drive to Shared Drives.

Checked this setting to move files or folders from Personal Drive to Shared Drive just 

• right-click on the affected files or folders

• Organize

• Move

• then select the target Shared Drive. 

Remember that you must have the contributor role to upload content.

Moving a file or folder to a Shared Drive changes its ownership. Team members invited to that Drive will become owners as well as the organization unless they change the permissions.

If you move a file that has been shared with other users outside the Shared Drive, those users may lose access to the file. Be sure to re-share the file with them if necessary.

Useful Tips for Shared Drive Users

As soon as Shared Drives become available, it is important that users start using them!

You can create the Marketing Drive, Sales Drive, Administration Drive, or Customer Care Drive, then continue with cards and subfolders. A little initial order will save you time in the future.

You can then choose permissions and roles for each user to view, comment on, or edit a file. Each permission can be revoked at any time.

Shared Drives also allow you to collaborate with people outside the organization. It is definitely a great way to work with customers, partners or suppliers.

Don't have Google Workspace Business Starter and want to adopt this plan? Or you already use Google Apps, but are looking for a partner. Contact us.