🎒 Microlesson

🪞 Reflect

When was the last time someone couldn’t access a document you had shared—or worse, someone accessed it who shouldn’t have?

💡 Concept

Ensuring proper sharing settings on collaborative documents (like Google Docs, Office 365, or Dropbox) is essential for efficient remote work. Mismanaged access can delay progress, cause security risks, or lead to confusion. Here are five key principles to manage access effectively:

📤 Set permissions intentionally.
Adjust the access levels—viewer, commenter, or editor—based on what each collaborator will need in order to work with the file.

Example: A colleague reviewing a proposal only needs “commenter” access, not full editing rights.

⛔ Restrict public access.
Avoid allowing access to  “anyone with the link” unless that approach is absolutely necessary. Public links can be unintentionally shared, leading to potential data leaks.

Example: Use restricted access for sensitive projects, only granting permissions to specific team members.

⏳ Use expiring links for temporary access.
Some tools allow setting expiration dates for shared links. This ensures that access is withdrawn when it’s no longer needed.

Example: Set an expiring link for a freelance contractor who will only need access for one week.

📃 Audit document ownership.
Make sure important documents are owned by the appropriate person or team to avoid losing access if someone leaves the organization.

Example: Transfer ownership of a project folder to a shared team account to prevent disruptions.

➕ Check sharing settings regularly.
Permissions can change over time, so it's important to review access periodically to ensure everything is still appropriate.

Example: Review sharing settings quarterly to confirm that former collaborators no longer have access.

By managing sharing settings carefully, you’ll prevent delays, reduce security risks, and ensure that the right people always have the right access to collaborate effectively.

🎬 Take Action

Use this checklist to prevent access issues or oversharing:

• Before sharing, double-check the permissions (viewer, commenter, editor) for each recipient.

• Limit public access unless absolutely necessary—default to named access for individuals.

• Set expiration dates for temporary collaborators when possible.

• Transfer ownership of key documents or folders if someone is leaving your team.

• Schedule a review. Audit your sharing settings for key documents once per quarter to ensure they’re up to date.

🧠 Keep Learning

Learn more about how to manage your team’s remote tools effectively in Leadplaceless.

✅ Check In

🎁Learn with your team!

Refer our weekly microlessons to your team members to learn as a group! Just follow the instructions in the section below to get started.