- Next up, we're going to talk about Google Drive
and Drive is where having these accounts separately
really starts to shine.
Now, inside my Google account,
I obviously have my work Google Drive
that has my My Drive with all of my stuff,
and it has shared drives with all the company stuff.
If you haven't already seen
our other videos on shared drives,
make sure you check them out on our channel,
because we have some pretty in-depth videos
on how to set up Google's amazing shared drives feature
to act like a company server
where everyone can put files in
and have them securely owned by the company
and safely shared only to the people
that need access to them.
Now, what are the best features of using Drive
in a personal G Suite account
rather than just using a Gmail account
and rather than just using your business account?
Well, again, I'm going to go back to my PC here,
and I'm going to show you guys into my personal Google Drive
and show you a couple of things that I've got set here.
So let's open up my personal Google Drive.
This is logged in under my personal account
so you can see moriarty.co and you can see
I've got, you know, some of the documents
I've been working on.
I've be working on a jam board with my relating.
I've got some of my personal finance documents there.
I even got some maps and videos from paragliding
and some other bits and pieces.
This is basically my repository
for all of my personal stuff.
Now, if you've watched any of our other videos before,
and when I talk about Google Drive,
you would know that I put everything
into the Google ecosystem, and I trust it.
I do use a third-party backup solution,
which you can access if you're a concierge customer of ours,
but all of my data sits in the Google ecosystem.
I do not take manual backups,
apart from our cloud backup that happens automatically
as a part of the concierge service.
Now putting all of my data into Google Drive,
now that may sound a bit scary,
but it's actually really freeing
because it means you don't have to bother
with backup hard drives.
A hard drive with data sitting on it,
just plugged into USB every now and again,
is not actually safe if that's the only place
that the data is stored.
If you are storing data and you want it to be secured,
it has to be in at least two
geographically dispersed locations.
It must be in at least two locations at any one time.
And that's why I hate when people pick up a USB hard drive
and they call that their backup drive,
because it's not actually a backup
if it's just sitting in one place.
Now, Google Drive is the place where we put everything.
And so I basically recommend that you do that
for your personal life.
You'll see here, I've got, you know,
things like education, where I've got videos
and courses and downloads that I've got access to.
I'll actually use those.
I've got my videos.
I've got personal videos and movies and GoPro stuff
all goes in there.
I've got, you know, documents on personal finance
and you know, tracking investments
and those kinds of things.
They all sit inside Google Docs.
But let's get into a few more of the Googly features
that really make this cool.
So you can see here, I've got this computers menu,
which actually shows the computers that I've installed
the Backup and Sync application on.
Now, if you're currently using a Gmail account,
you'd probably be familiar with this.
If you've been around G Suite for any period of time,
you'd know what was the Google Drive app
is now called Backup and Sync.
And what that does is it synchronizes stuff
on your local computer, up to the cloud in Google Drive.
Now, what you can do is you can use this
as a bit of a backup to actually
back up your local computers.
So if you're on a windows machine
and you've got your My Documents
that sit on the local computer,
or if you're on a Mac and you've got the Documents folder,
you can actually use the Backup and Sync app
to back up all of that stuff.
Now that goes into the G Suite account,
and it actually allows you to access it from anywhere.
So here on my G Suite account, I can go into my computer.
I've got my iMac, I've got my MacBook Pro.
I can even have external USB devices.
I don't know why you would use them for anything safe,
anything that you wanted to keep safe.
But I've got USB drives there.
But basically if I open up my computer,
I've got a full backup of everything.
You know, here I'm just looking at the desktop,
but I can go into the documents and I've got all the stuff
that sits in my desktop, mostly computer games
and stuff like that.
But that lets me keep a backup of everything.
Now, again, we're talking about the separation.
We don't want this kind of stuff
being backed up to our business account
because if we were to leave the business
or anything were to change, then all that stuff
would be backed up somewhere else.
This is a secure place to put all of this data
where it's not going to accidentally disappear
or you're not going to have to painstakingly
pull it out of a business account
at some stage in the future.
So I really love that one.
That is the ability to store and back up your local files
onto Google Drive online.
Now, the next one I want to talk about is Shared Drives.
And Shared Drives is really useful in the business sense,
but you can actually also use it for personal stuff as well.
Now that might be the kind of thing where
maybe you've gone out on a trip and you've got
a bunch of people who have recorded some stuff
on some GoPros, or maybe you've got a collaboration project
that you're working on for a community project
or maybe a sports team or something like that
that you support.
And you want to have a collaboration space
where you're the responsible one,
and you want to keep all the documents in one place.
Now, what usually happens when people use Google Docs
is they'll just share one folder.
And that might be like, you know,
a folder sitting in their My Drive.
They'll share out that folder.
Now, the problem with that is that
if someone else places a file in that shared folder
and they are the author of that file, they created the file,
they still own the file.
And you can edit the file.
You can view it, you can work with it,
but if they decide to delete that file, poof, it's gone.
And if you're the person,
let's say maybe you're the treasurer
of a local sporting club,
or you're looking out for some kind of community project,
and you're the person responsible
for the documentation of things,
you don't want that stuff to just accidentally go missing
because somebody left in a huff and deleted it on purpose,
or, you know, maybe they were just accidentally
cleaning up their Google Drive.
Or maybe they're one of those unfortunate people
who have a Gmail account disappear, and that file goes,
and then it disappears from your My Drive.
So you do not want that to happen.
You wanna make sure that you have your stuff
safe and secure, and we use Shared Drives for that.
Now, if you're not yet familiar with Shared Drives,
they're a feature of G Suite Business.
And what they allow you to do is have a separate repository
outside of your My Drive.
So your My Drive becomes like your My Docs
and your Shared Drives becomes a bit like a company drive
on a company server.
If you're familiar with working with servers
in a corporate environment,
it pretty much acts in the same way.
The administrator of the server drive has control.
And once someone puts a file into that server drive,
you can actually say, well, this is now owned by the owner.
It's owned by the organization,
and it's no longer owned by the individual.
And so that means in the case where
someone is helping collaborate on a project with you,
they plunk a file into the shared drive that you control,
they can no longer delete it,
based on the permissions that you set.
Now, there's other videos on our channel
about getting your permissions right in Google Drive.
We'll make sure that they're linked below,
and that will give you the access and the knowledge
on how to set up your shared drives correctly
so that all your permissions are shared properly
with the people that you want to access them.
But let me show you some examples of how I've used this.
You can see here that there's three folders here
which are actually owned by my partner.
They're for her business, and for her life there.
You can see here, I've even shared files
from my work account back to my personal account,
because every now and again,
I want to actually make use of files
on my local, personal computer,
and I want to plunk them into the marketing folder
in the business account.
And I can do that just by using the shared business drive.
So it says those ones are owned by ITGenius, excellent.
And then you can see I've got a number of other ones here.
I've got our personal files.
I've got media for personal recordings that I've created,
things that I've shared for all the different areas
of my personal life.
Anytime I want to collaborate with someone else,
I will actually make use of that to share in a shared drive
so it's securely shared.
and it basically just means they're not going to disappear.
They're not going to go.
You've got control of them
once they've been plunked into that shared drive.
And it's a great way of, you know,
if you're recording on GoPros
and you want to collect this stuff together,
or if people want to, you know,
want to bring everything into one place,
it makes it really, really useful.
Let's now talk about your Google Calendar.
Now, Calendar is where we spend a lot of our life
if you're an organized person.
And for most of us, we're just doing that
inside our business account.
I want to share how and why it might be an idea
for you to separate your business calendar
with your personal calendar.
And this one's pretty simple.
Let me go ahead and open up my Calendar here.
You want to have separation between the work stuff
and the personal stuff so that you can keep them
nice and logically separated.
Now, you'll see here, if I open up my calendar,
I'll go to a new week so it's a little bit more obvious.
You'll see here that the dark blue events
are my business events,
and the light blue events are my personal events.
So they're the things that I'm doing
on my personal calendar.
And these actually exist
as two completely different calendars.
If I were to open up my personal calendar,
you'll see here this is the primary calendar
on my personal calendar, all of the light blue ones.
And then the dark blue is the primary calendar
on my business one.
And so you'll see there's two Peter Moriartys here.
I can untick the other one,
because I've basically just shared one to the other.
Now, sharing calendars is pretty basic for you guys.
I'm sure you could work out how to do that
and share from the personal over to the business account.
But where this gets really useful
and where I like this is when I want to schedule a meeting,
I can drag and drop that meeting.
If it's a business one, it'll just go
straight into the business calendar.
But if I happen to want to create a personal event,
all I need to do is click my name down here
and actually switch it to my Peter personal account.
And that's going to switch it to the personal event.
Now, if I want to invite someone to a personal event,
it might be like a family lunch,
or a dinner, or a date night with my partner,
I'm going to drop that in my calendar.
I'm going to put it in the personal calendar,
and then I'm going to invite that person,
which will send them an email from my personal account.
Very important.
It's not sending it from the business account.
It's sending it from my personal account.
Because when it gets to Thursday or Friday,
and I don't have any more work on for the week,
I'm not going to read my business emails.
I'm not going to look at them until Monday or Tuesday.
But every now and again, I do have emails that come through
on my personal account which are important to me,
and I might want to check it from time to time
over the weekend.
You may even choose to have notifications switched on
for your emails in your personal account
and switch them off your business account
so that you can get those email notifications.
Personally, I don't.
I prefer to access email only when I choose to.
But the option is there for you if you wish.
So this is our calendar, and this is how we set it up
for multiple calendars, and how I then use that for sharing.
Now, there is another trick here,
and that's actually creating a family calendar.
If you're interested in creating a family calendar
where you might put events if you've got kids
or if you've got, you know, broader family
and you are often organizing events together,
and then you could create a separate calendar
and actually share that family calendar in to your,
share that family calendar in to all the people
that need to access that.
And so what I want to show you now
is where someone has actually shared
their personal calendar with me,
I can actually see what they up to.
And so my partner, Sarah, has shared her calendar with me.
And so here I'm subscribed to her calendar.
It doesn't stay on all the time.
But when I click her name down there,
it's actually going to bring up her calendar.
So I can see what she's up to,
where she's got times blocked out
or where she's got time available.
So if I'm giving her a phone call during the day,
I will probably pick up her calendar and see,
is she running a coaching session or not?
Is she actually, you know, busy working on something?
Am I going to be interrupting or has she got a break,
and can I check in?
If someone says, "Hey, do you want to
come to dinner on Saturday night?"
I can have a look at my partner's calendar
and actually check in whether or not it's likely
for her to be able to be a part of that.
And so that's super basic stuff.
You can see that she's not shared
the actual calendar details.
She's only shared whether she's free or busy at the moment.
I'll have to work on that.
But that's how you share your calendars,
and it makes it really easy for you to share things
in and out, and just basically keep tabs on,
you know, what's happening.
I want to say thanks so much for joining this presentation.
If you're interested in more videos like this,
check out our growth roadmap in our other videos
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Cheers.
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