Documents

Google Drive is where we store heaps of stuff. Meeting minutes, resources, Health and Safety, policies etc. Not everyone can see everything but you will be able to see what is relevant to the team you are in e.g. curators will see their material only.

Essentially there are two documents we are concerned with using and they are word processing (Documents) and spreadsheets (Sheets). There are also templates already created for minute taking and agendas.

File naming protocol:

The naming and placement of the files is one of the most important aspects of making this efficient. So follow these rules and make everyone's job easier:

1. Date: Use the following date format at the start of the file name: yy-mm-dd which in plain english means last two digits of the millenium followed by a two digit month followed by a two digit day. Always, always use two digits—where there's only one digit, add a leading zero. So the 1st of February 2018 becomes: 08-02-01. It really matters sorry. Too often we are having to troll through screeds of files trying to find the one from "a few months ago" and it really wastes a lot of time.

2. Name the File : Use the format of (date) (department) (description). For the description make it something descriptive. Perhaps in meeting minutes you could name the file with a significant decision that was made that would spark people's memory to locate conversations e.g. 17-05-03 Council Meeting where we decided against turning the foyer into a mirror maze. Yep, it really can be that long so go to town.

3. Put it in the right folder: Another essential. Doing this will mean that the people who need to see it will be the ones who see it and no-one else. You can make folders as you go but more on that later.

So let's get started!

Create a new document:

Now that wasn't too hard?

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