Setting up Workspace is a chance to organise how your business works. Start with responsibilities and information, rather than simply giving every person a login and hoping that shared work finds a home.

Write a short account map

List the people who need accounts, the public addresses customers use, and the person responsible for administration. Identify who controls the domain and its renewal. A business should understand how to recover administrative access without relying on a single employee’s memory. Keep this ownership information in a place the authorised business owner can find.

Plan where business files belong

Separate individual working documents from files the team needs to retain. Google shared drives keep files with the team when members leave, subject to your edition and configuration. Decide who needs to edit, who only needs to view, and whether outside collaborators should be included. Do not move everything into one broadly shared folder for convenience.

Make the first week predictable

Prepare a simple guide covering sign-in, email, calendars, and where shared work lives. Test a small sample of existing files and messages before moving the rest. Confirm subscription features against the current plan, and schedule the transition around the business day. A short handover can prevent a new system from recreating the confusion of the old one.

MAKE IT ACTIONABLE

Your next steps

  • Confirm domain and administrator ownership.
  • List staff accounts and customer-facing addresses.
  • Agree on shared-file locations and permissions.
  • Test key work and prepare a staff handover.

Official reference

Google: What you can do with shared drives

Technical guidance checked September 29, 2026. Product features and requirements can change. The business checklists above are practical suggestions from Cyber Bounds.

PUT THE NEXT STEP INTO PRACTICE

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