I love Google Drive and I love to organize. Combine the two, and it is a fun time! Seriously, I do use Google Drive with many projects and it can become a mess with random files placed in various locations. I found the following ideas helpful when organizing my files in Google Drive.
1. Create a folder structure that works for you. I like to place lesson documents in folders arranged by subject (ELA, Math, Social Studies, etc.). For non-lesson projects, I am very specific in naming folder titles. For a project about the bell schedule, I might call it Bell Schedule Options 21-22.
2. Color-coding folders are fun and helpful. For building-wide folders, I color-coded each folder red (our mascot color). For the district folders, I color-code blue (main district color). This helps my eye scan the folder list quickly to identify what I need. I also organize lessons by the content/department. Each department receives a different color folder. It helps as I scan to quickly locate a subject. I am more likely to recognize the Social Studies folder (green) because of the color-coded system.
Color-Coded District and Building Folders
Color-Coded Subject Folders
3. Adding emojis can be fun too! I am not sure this is helpful, but I do love to add an emoji or two to my folder title. Shake Up Learning blog provides details in a video about how to add emojis to your folders.
4. Take time to delete unnecessary files. I demo in Google Docs or Slides a lot with students. Often, I will title my files Health Class TBD (to be deleted). I can then sort for the file names and delete them without opening each file to see if it is a keeper.
5. Use the new(er) feature to prioritize commonly used documents. I create workspaces for specific needs. For example, I have a workspace for the library budget files. I place my requisition forms and budget spreadsheet in a workspace to easily access. Click here to learn more about setting up workspaces in Google Drive.
6. When you cannot find something, the Advanced Search feature is amazing! After you find what you need from searching, remember what your instincts were to search. Immediately move the document to a location/folder that makes the most sense. Do it right then, so you don’t forget.
What are your favorite Google Drive tips? Let me know in the comments.
Author: Becca Munson
Becca Munson, Librarian, is a National Board Certified Teacher with over 24 years of experience in education. Becca is the Coordinator for Library Systems in the Blue Valley School District. Previously, she was school librarian at Blue Valley West High School. She opened two buildings in Blue Valley and spent some time as an Ed Tech Specialist before returning to libraries. Becca supports over 45 librarians and support staff as they work to fulfill the mission of flexible scheduling, collaboration, and literacy.