Deploy shared 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 shared 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 shared drives and instruct teams to build their own shared drives. Commitment to adopt shared drives 
5 Engage Google Guides or advocates within departments. Send a communication and hold a meeting to demonstrate shared drives. Resources empowered to support the effort to move to shared drives.
6 Define the sharing rules for internal and external users

Restrict how widely content is shared for a shared drive or all new shared drives. You can apply these restrictions to new or existing shared drives in a specific organizational unit or to your entire organization.

You can also prevent full-access shared drive members from modifying settings.

Define if external users can access the shared drives in your organization, and limit what internal users can do. 
6 Turn on shared drives.

Shared drives are turned off by default.

Turn on shared drives for your domain, or for specific organizational units.

Availability for those who need it.
7 Announce shared drives to your organization.
  • Inform your organization of the availability of shared drives for teams.
  • Provide instructions on how to migrate to shared drives.
  • Offer support.
Excitement and incentive to use shared drives.
8 Provide shared 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 shared 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 shared drives, and use the following resources to get started: 

Shared drives announcement template

If you'd like to notify your users about shared 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.
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Hello ${user},

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

Shared drives are 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 shared drives special?

  • Every person and Google Group added to a shared drive gets instant access to the shared drive's documents.
  • Shared 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.
  • Shared drive 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 Shared drives.
  3. At the top left, click New.
  4. Enter a name for the shared 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 shared drives Help Center, the Learning Center tutorials, or best practices for shared drives.

${Name}, Your G Suite administrator

 

 

 

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