Choosing Google Drive for your virtual assistant (VA) activities can be a strategic decision based on various factors. I’m writing from personal experience. My online work would be difficult without a tool such as Google Drive. I know other people out there have other options but for me, I have always preferred Google Drive ever since I realized its true worth about 5-6 years ago. I have not longed for an alternative or sought to find a better option because it meets all my needs.
If you are an established or an upcoming VA, I urge
you to consider using Google
Drive.
Here are some reasons why you might prefer Google Drive for
your VA tasks:
1.
Collaboration and Sharing
Google Drive is known for its strong collaboration features.
It allows multiple users to simultaneously work on documents, spreadsheets, and presentations. No need to email a document around. One document can be worked
on by different people in different locations. This is particularly useful for
virtual assistants who often collaborate with clients or team members.
2.
Real-Time Updates
Changes made in Google Drive are reflected in real-time, making it easy for you and your clients or colleagues to stay updated on the latest versions of documents. This can enhance communication and workflow efficiency.
In short, it makes it easy for you to edit a document in
real-time after the client has gone through it. You don’t have to create
another document. The client can see your work and you can see his/her
suggestions.
This is one of the aspects I most like about Google Drive.
3.
Cloud Storage
Google Drive provides cloud storage, allowing you to access
your files from any device with an internet connection. Before I knew about
Google Drive, I dreaded a calamity called a computer crash. I had heard stories
of people losing massive work after their computers crashed with all the data.
For that reason, I would backup my work on a flash disc each
time I finished a task on PC. But this wasn’t the best way to store data.
Google Drive solved this problem. I have no worries as long as I have the
internet and have synced the necessary folders with Google Drive. I can access my data from anywhere there is internet, even if I
don’t have my PC with me. I just log in to my Google account and open Google
Drive.
This flexibility is crucial for virtual assistants ever moving or needing to access files while on the go.
4.
Integration with Google Workspace
Google Drive is part of the broader Google Workspace
(formerly G Suite), which includes tools like Gmail, Google Calendar, Google
Docs, Sheets, and Slides. The seamless integration of these tools can
streamline your VA activities by providing a comprehensive suite of
applications.
I use these tools daily, including other
Google tools such as Google Keep, which I use for taking notes, setting
reminders, etc.
5.
Search and Organization
Google Drive offers powerful search functionality, making it
easy to find specific files quickly. It’s a smooth ride once you learn how to organize your Google
Drive folders.
Organizing files into folders and applying labels contributes
to a more efficient file management system. By the way, I provide Google Drive
organization services to clients.
6.
Security and Permissions
Google Drive provides robust security features, including the ability to set permissions for files and folders. This allows you to control who can view, edit, or comment on your documents, ensuring the privacy and security of sensitive information.
Whenever a client asks for a portfolio or my past work, I go
to Google Drive and send them the link. But to protect my work from being
shared with those I didn’t intend it for, I protect the files with a passport. I
only disallow editing by anyone other than me to protect the files from
being changed for whatever reason.
7.
Easy Access to Google Services
If you rely on other Google services like Google Calendar,
Gmail, or Google Meet for communication and scheduling, using Google Drive can
provide a more integrated and streamlined experience.
8.
Version History
Google Drive maintains a detailed file version history,
allowing you to track changes, revert to previous versions, and collaborate
without fearing losing important data.
9.
Offline Access
Google Drive can work on files offline and
automatically sync changes when an internet connection is reestablished. This
feature can benefit virtual assistants who may not always have
consistent internet access.
10. Cost-Effective Solutions
Google Drive provides a certain amount of free storage, and
additional storage can be purchased at reasonable prices. This can be a
cost-effective solution for virtual assistants, especially those working with
limited budgets. For my oldest Google account, Google gave me a whopping free 15 GB space
for data storage. Okay, it awards everyone the same amount, so don’t imagine I
am special.
It is the account I use to sync my online work data. I am
yet to run out of space since 2017. By the way, I opened the account in 2010 or
thereabout. In short, it’s not easy filling up a 15 GB space if you only store
the essentials and delete the unwanted. I use the same account for storing my
personal stuff, such as photos. Just don’t use it for storing long, HD movies.
Parting Shot
I have discussed my personal experience with Google Drive.
You don’t have to use it if you have a better alternative. By the way, I won’t
benefit in any way if you start using Google Drive today.
Ultimately, using Google Drive for your VA
activities depends on your specific needs, workflow preferences, and the tools
that best align with your work style and client requirements.