Thoughts on working together, and supporting organizations

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# Team Files and Shares

Best Practice

This is more than just pedantic process. It gives us the highest valuation of a future audit / diligence.

The important thing is that we use the team drives for important core files, and arguably any file. Without that, the team loses files when someone that leaves the company. Again, we should all think toward future audits and due diligence.

This is all an effort to get us as close as possible to enterprise-grade systems, without the overhead of them at enterprise scale.

Don’t hesitate in deciding where to create new files in the team share. Organization can come later, if it inhibits your workflow. Ask for help or feedback.


Some use the acronym ALCOA, or ALCOA+ to guide the standard of writing for docs:

visual of the ALCOA meaning


Good habits

Make New Things

Improve Things

Strengthen Connections

Consider Your Audience

Regardless of where you are adding a piece of writing, and regardless of its size, there is an audience.

Writing audience guides

Google Team Drives


Google enterprise now uses Google File Stream. You must first uninstall any existing Google desktop backup and sync utility. This is critical.

Then, install Google File Stream. You can configure it so sync all files and drives, or only some.

Team Access

Team Drive access permissions are at the drive level. That means that you typically get 3 kinds of shares:

  1. Edit access for the whole team, all others Comment only
  2. Company share, with Edit access for all.
  3. Private team share, with limited access (usually legal stuff)

- sharing team drive files -

Team Drives have a philosophy, that makes sense once you know it.

Common Usages

This works great for teams that need better control over files, like HR and the exec team. For other teams, most of their files can be open to the whole company, with optional limitations on to only comment or view.

Sales may be an exception to this, but ideally legal stuff like raw revenue, and contracts stuff, stays within the exec team, and all other client info remains open.

Confidential Files

If you have some kind of legal files, and want to make them available to those that are not part of the confidential team drive, there are good patterns.

Generally these would be individual shares, such as in the case of hiring documents, compensation agreements, etc.

Bulk shares would occur in cases like all healthcare information being centralized. This would be done via bulk download and upload to a common place, to create a specific version or ‘release’ of that information.