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Deploy Team Drives

Use the following sample plan and assets to help ensure a successful user experience:

Deployment plan

  Task Details Outcome
1 Assess how files are currently stored.
  • Assess the number of files stored in Drive and other locations.
  • If Drive isn’t used, determine how files are currently shared and how they’ll be shared in Drive.
Understand the current state and transition needs
2 Determine your launch approach.
  • Determine the volume of files to migrate.  
  • Discuss the migration process and how to support it. For example, will you enforce the move to Team Drives?
Create a smooth launch process
3 Create training material and communication. Develop communications, user guides, and instructions to help users get started. See "Train your users", below Feature summaries, emails, and quick start guides.
4 Communicate the change  to department leads. Inform team leaders about Team Drives and instruct teams to build their own Team Drives. Commitment to adopt Team Drives 
5 Engage Google Guides or advocates within departments. Send a communication and hold a meeting to demonstrate Team Drives. Resources empowered to support the effort to move to Team Drive.
6 Turn on Team Drives.

Team Drives is turned off by default.

Turn on Team Drives for your domain, or for specific organizational units.

Availability for those who need it.
7 Announce Team Drives to your organization.
  • Inform your organization of the new resource available for teams.
  • Provide instructions on how to migrate to Team Drives.
  • Offer support.
Excitement and incentive to use Team Drives.
8 Provide Team Drives training and support. 
  • Use webinars, "Going Google" site instructions, or job aids to build proficiency and address questions.
  • Engage Google Guides to hold a Lunch & Learn or Ask the Expert Session.
  • For newer users, provide add-on training around sharing and conversion to build Drive confidence.
Ability to navigate Team Drives (and Drive, in general).
9 Reinforce usage by sharing best practices and success stories. Enforce a culture of collaboration by offering usage tips and scenarios.     Greater collaboration.

Train your users

Encourage employees in your organization to use Team Drives, and use the following resources to get started: 

Team Drives announcement template

If you'd like to notify your users about Team Drives, you can customize the template below and send it as an email.
Modify or delete all sections in red, as appropriate for your domain.
---------------------------------------------------------------------------------------------------------------------
 

Hello ${user},

We’re excited to let you know about Team Drives, a new feature in Google Drive that makes working in teams easier and safer.

Team Drives are shared spaces where teams can store their files and guarantee that every member has the most up-to-date information, no matter the time or place.

What makes Team Drives special?

  • Every person and Google Group added to a Team Drive gets instant access to that team’s documents.
  • Team Drives are designed to store the team’s work collectively, so if a document’s creator moves off of the team that document doesn’t go with them.
  • Team members are prevented from accidentally removing or deleting files that others need.

How do I get started?

  1. Go to drive.google.com.
  2. On the left, click Team Drives.
  3. At the top left, click New.
  4. Enter a name for the Team Drive.
  5. Click Create.
  6. At the top, click Add members Group contacts.
  7. Add names, email addresses, or a Google Group.
    • By default, members can upload, edit, and delete files, and invite other members.
  8. Click Send.

To provide feedback, click Settings Settings and select Send feedback.

If you have any questions,  see the Team Drives Help Center, the Learning Center tutorials, or contact G Suite support.

${Name}, Your G Suite administrator

 

 

 

 

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