Shared files done properly.
WHAT TO ESTABLISH FIRST
A structure everyone understands Who needs access to what What is confidential
WHY STRUCTURE FIRST
Files accumulate quickly and reorganising later is painful.
WHAT TO CONFIGURE
Access by group or role, not per person where avoidable Sharing defaults, restricted External sharing rules
THE EXTERNAL SHARING POINT
Decide whether anyone may share files outside the business, and configure accordingly.
Broadly shared and forgotten is extremely common.
WHAT TO REVIEW PERIODICALLY
What is shared externally What is shared with links anyone can use
WHAT TO AVOID
Everything in one folder everyone can edit Personal accounts holding business files
THAT SECOND POINT
Business files in a personal account leave with the person.
WHAT TO BACK UP
The whole thing, separately.
WHAT TO ESTABLISH ON DEPARTURE
Transfer of ownership of their files before access is removed.
WHAT TO TELL PEOPLE
Where things live and how to name them.
