3 Tricks to Scaling Onboarding with Google Admin

First published on OrgOrg.co

When you’re a lean team, automation can save you lots of time. And, like most of us know (or find out the hard way!) time is our most valuable resource. Especially when your startup is scaling.

Here are 3 Google Admin tricks that will save you time when onboarding (and offboarding) team members.

Note that I’m making some assumptions here

Today’s onboarding process

That’s a lot of work for 1 new team member. Now imagine 10x’ing or 20x’ing that. Suddenly, onboarding just Google products is a full-time job. Eek.

Tomorrow’s onboarding process

These simple tricks will help you turn that >9 step process into 2.

Here’s how to do it:

(1) Automatically update all@ by nesting your Google Groups

A Group can be added to another Group a member, just like an email address.

For example:

Create your team groups, say team-a@ and team-b@

Add each team member to their correct group

It looks like this:

Now, if you add a new team member to team-a@, their email address will automatically be reflected in all@ and receive emails sent to all@!

(2) Automatically update Calendar events by adding Groups to events as guests

A Google Group can be added to a Calendar event as a guest, just like an email address.

Here’s what your all-hands Calendar event could look like:

Here’s what your team meeting events could look like:

Now, if you add a new team member to team-a@, their email address will automatically become a guest of your All-Hands Weekly Meeting and the Team A Meeting. Easy.

(3) Automatically update Drive folder viewing and editing permissions with Groups

Last, but not least, a Google Group can be added to a Drive folder to set the level of viewing and editing access for that folder, also just like an email address.

For example, the structure could look like this:

This translates to:

Everyone in all@ can VIEW what’s in the Company Drive Folder, including what’s in:

Only you can EDIT what’s in the Company Drive Folder, including what’s in:

Only team members in team-a@ can EDIT what’s in the Team A Drive Folder

Here’s what your company drive folder could look like:

This means that if you add a new team member to team-a@, they will automatically have viewing permissions to everything in the Company Drive Folder AND editing permissions to everything in the Team A Drive Folder. Neat.

As a bonus, this structure gives all and only the right team members editing access to folders. When a company hits 100 employees, you start to see files and folders go missing because it’s too easy to move things around in Drive without training… and who has time to spend on that?!

Troubleshooting and caveats

Nesting Groups

Set an alert so you know when someone accidentally removes themself from their group:

I don’t recommend nesting non-team groups, e.g. inbound support tickets, inbound bills

Groups and Calendar

Groups and Drive

More of My Preferred Google Admin Settings

There are so many stories behind each of these. I’ll save you the read time and give you a list.

Enforce 2-step verification

Only domain admins can create groups

Turn OFF link drive sharing default setting

Setup and set permissions by organizational units

Be selective when you allow organizational units to automatically forward incoming email to another address

Be thoughtful when you allow your team to download Drive File Stream or Backup and Sync applications

Turn on Labs everywhere, especially Gmail!

And, most of all, POKE EVERYWHERE and search G Suite Administrator Help Center! That’s how you can learn anything.

If you have questions or want more information on any of these settings or my reasons for loving them, leave a comment below and I’ll answer. Thanks for reading.

Thank you OrgOrg and Jane Stecyk for your support!

Companies don’t succeed, people do. People @netlify. Previously @goodeggs, @ifttt, @thumbtack.

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