Welcome to a new way of working! This guide will help you embrace a more collaborative and efficient project workflow using a single Google Doc instead of scattered email threads and attachments. This shift from a traditional Office or Office 365 mindset will save you time, reduce redundant work, and keep everyone on the same page.
1. Ditch the Attachments and Email Threads 📧
Stop sending attachments back and forth! Each time a file is attached to an email, it creates a new, separate version. This leads to confusion about which file is the most recent and creates multiple versions of the same document across different inboxes.
Old Way (Office 365)
📩 Subject: Draft Report
Hi team, here’s the report draft. 📝 report-v1.docx
New Way (Google Workspace)
📧 Subject: Report Draft
Hi team, here’s the link to the draft. Please comment directly in the doc. 🔗 https://docs.google.com/document/d/123xyz...
2. The Power of a Single Source of Truth 🎯
The core principle of the Google Docs mindset is to have one central document for your project. This single document becomes your “source of truth.” Everyone works on the same file, eliminating the need to consolidate feedback or merge different versions.
Version History: Google automatically saves every change. You can easily view and restore past versions, so there’s no more “saving as” with different dates or initials.
Real-time Collaboration: You can see who’s working on the document in real time. Multiple people can edit simultaneously without conflict.
3. Collaborate Directly in the Doc 💬
Instead of sending emails with feedback, use Google Docs’ built-in features to communicate directly within the document.
Comments: Highlight a section and click the add comment button. You can tag specific team members with the @ symbol to notify them directly.
Suggested Edits: Use Suggestions mode to propose changes without altering the original text. The document owner can then accept or reject these suggestions with a single click.
How to switch modes: At the top right of your document, click the dropdown menu that says “Editing” and select Suggesting.
4. Create a Centralized Project Hub 📂
A single Google Doc can be more than just a report. Use it to centralize all project information, replacing a long email thread.
Template for a Project Google Doc:
Project Title: [Project Name]
Project Goal: [Brief description of the objective]
Team: [List of team members]
Timeline: [Key dates and deadlines]
Action Items: [Use a bulleted list or a table for tasks]
Notes: [Meeting notes, key decisions, and brainstormed ideas]
Related Links: [Links to other Google Docs, Sheets, or Drive folders]
By centralizing everything in one place, a new team member can get up to speed in minutes, simply by reading a single document. No more searching through a messy inbox to find key information.
Resource Document Created by ZABRY International