Why I Use GoogleDrive for Productions, Events, and Projects

GoogleDrive has lots of online applications, but the ones I find myself using most are GoogleSheets, GoogleDocs, and GoogleForms. The great thing about using GoogleDrive is that it keeps all different types of organization in one system that’s collaborative, shareable, and it’s web based so you can access it on any device.

Starting the Project

Whenever starting a project, I first make a folder with the name of the project. Then I start creating whatever documents that are needed for that show, event, or project. Most often I need a GoogleSheet where I can add lots of tabs at the bottom for lists like budget, props, backstage setup, etc. Or I’ll use GoogleDocs to keep a running notes page. You can also create more folders within the root folder if needed.

Why Have a Root Folder?

Having a root folder not only keeps everything in one place, but you can also share that folder with the people on your team that need it. Whoever has access can see whatever additional folders, sheets, or docs you add into that root folder automatically. This way you don’t have to remember to share new files with everyone each time you create another.

However, you don’t have to share the root folder with everyone. You can still share individual folders, docs, and sheets within the root folder per person. Some crew members will need access to everything, while some will only need a few of the documents.

Sharing Rights

When sharing a root folder or individual file, Google allows you to choose the sharing options to make a person either a viewer or an editor. I try to only give editor rights to the people who really need it to avoid mistakes that could lead to miscommunication or confusion.

Version History

Another reason I love GoogleDrive is for their Version History feature. If someone, or even yourself, accidentally edits or deletes something important, you can go back in history and retrieve that information. It’s saved me many times!