🎒 Microlesson

🪞 Reflect

Take a moment to think about your work files. Are any important documents saved to your personal drive? Could this prevent others on your team from accessing the information they need?

💡 Concept

In a distributed work environment, it’s essential that files and resources are available to everyone who needs them. By keeping your work documents in shared, organized locations, you ensure that team members can easily find and use the information they need to move projects forward—even when you’re not available. Regularly auditing your files can reduce bottlenecks and promote a smoother, more efficient workflow for everyone.

📁 Review your document locations.
Take the time to review where you store documents, especially those used by the team. Look for any files that are saved to your personal drive or private folders and consider if they should be in a shared location. This small step can make a big difference in helping team members quickly locate information.

🔑 Ensure that document permissions are set correctly.
When moving files to shared folders, double-check permissions. Make sure all relevant team members will have the appropriate access level—that is, who needs viewing-only, commenting, or editing rights. This ensures your team can work collaboratively without waiting on access requests.

📚 Organize and label files clearly.
Create a simple naming convention and structure for shared files and folders. Descriptive names and clear organization make it much easier for team members to navigate and find what they need, even if they’re new to the project or team.

Keeping information organized and accessible supports a more connected, efficient, and collaborative distributed work environment.

🎬 Take Action

Set aside a few minutes this week to audit your documents and ensure that key information is accessible to your team. Here’s a simple checklist:

• Move any important files from your personal drive to a shared team folder.

• Check permissions on shared files to ensure that all relevant team members can access them.

• Label and organize shared folders to make files easy to find.

🧠 Keep Learning

Learn how to make information accessible in the Leadplaceless virtual leadership program.

✅ 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.