by Allen Wyatt
(last updated February 13, 2014)
It is inevitable: As the organization you work in gets larger, it becomes more specialized and each part of the organization starts generating information that must be shared with others. For instance, the folks in HR may generate a list of company holidays for the year or an employee manual, those in Sales generate order forms and product information sheets, people in the warehouse create receiving forms, and so on. The list is endless as are the permutations. After all, every organization is different.
The traditional way for such documents to be shared is for each department to print them up, pass them out, and keep a stock of them in case more are needed. However, you can do away with all the paper by simply creating your forms, documents, spreadsheets, or what-have-you using Google's apps and then sharing them with those in the company. Using this approach you'll save tons of paper because individuals can review the information online, as it is needed. If a particular person needs to print out a copy, he or she can do so without the need to print one for everyone.
Approaching document sharing in this manner may take a bit of planning, but it can actually be implemented at any time you want. Even if your organization has been chugging along for years, with lots of existing internal documents, those can easily be transferred to Google Drive and shared.
As you do the sharing, make sure you give some thought as to who needs the varying levels of access that Google provides. For instance, not everyone will need the ability to edit or comment on all documents. In fact, most people will probably only need the ability to view them. However, changing access for documents or individuals is a snap in Docs and Sheets.
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