675: How To Organize Your Digital Agency With These 6 Principles, 7 Tools, And 5 Ueses Each

THE STORY

When I was creating my digital marketing agency 12 years ago the topic of work organization was a real pain. I have used a variety of different platforms over time. But all of them have shown some inconsistency. Finally, I get an interesting approach. I choose a few simple principles of the work organization tools I need to follow. This is how I get to the 6 principles, 7 tools, 5 uses each that I'll present to you in this article. I am using these even today while writing this peace.

PRINCIPLES

These 6 principles are as follows:

1. The tools should be simple to use
2. They need to integrate one another smoothly as possible
3. They need to be widely used since I work with people all around the world
4. The tools should be well maintained
5. The tools should be mostly free and only to be paid subscriptions only when a huge volume of work is covered
6. They need to be flexible if the company grows clients faster or if there is a decrease in work without the need of changing the environment each time

Here are the 7 Google Tools I have used over time to organize the work of my digital agency and 5 uses of each of them.

TIME

Google Calendar Feature You Can You For Work:

• Use the?Schedule?view to see your day, week, or month at a glance and plan your schedule accordingly.?
• Schedule meeting rooms by adding them as a resource in Google Calendar. This way, you can easily see which rooms are available and reserve them for your meetings.?
• Simplify appointment scheduling by using the appointment slots tool. This allows you to set up specific time slots when you're available for appointments and share the link with others to book a time that works for them.?
• Create?a group calendar to share with your team or colleagues. This way, everyone can see each other's schedules and plan meetings or events accordingly.?
• Use the Create event feature to quickly add events to your calendar directly from your email. Simply click the three-dot menu in the top right-hand corner of the email thread and select Create Event.?

COMMUNICATION

Gmail Uses For Work Organization:

• Use filters to automatically sort incoming emails into specific folders or labels. This way, you can keep your inbox organized and easily find important emails.?
• Prioritize important emails by enabling the "Important?first" feature in Gmail. This will display emails that Gmail thinks are important at the top of your inbox.?
• Create labels to categorize your emails based on topics, projects, or clients. This way, you can easily find emails related to a specific label.?
• Use the snooze feature to temporarily remove emails from your inbox and have them reappear at a later time or date when you're ready to deal with them.?
• Set up a system for archiving or deleting old emails to keep your inbox clutter-free. You can create a guideline for how long to keep certain types of emails before archiving or deleting them.?

STORAGE

How To Use Google Drive For Work:

• Create a folder structure to organize your files in Google Drive. This can be based on projects, clients, or departments, for example.?
• Use color-coded folders or labels to visually distinguish between different types of files or projects. This can make it easier to find what you're looking for at a glance.?
• Share folders with team members or clients to collaborate on files and keep everyone on the same page. You can set permissions for each person to control who can view, edit, or comment on the files.?
• Use the search function to quickly find files in Google Drive. You can search by file name,?keyword, or even by type of file.?
• Use the "Recent" or "Starred" tabs to quickly access files that you've recently worked on or marked as important. This can save time when you need to find a specific file quickly.?

QUICK CHAT

How To Use Google Chat For Work:

• Use spaces to create a central place where people can share files, collaborate on projects, and communicate with each other. You can create spaces for different teams, departments, or projects.
• Use direct messages to communicate with one or more people privately. This is useful for quick conversations or when you need to discuss something confidentially.
• Share files and collaborate on documents directly in Google Chat. You can attach files from?Google Drive?or other cloud storage services and work on them together in real time.
• Use the "Mentions" feature to notify specific team members about a message or task. This way, you can ensure that everyone who needs to see the message is aware of it.
• Use the "Tasks" feature to create and assign tasks to team members directly in Google Chat. This way, you can keep track of who is responsible for each task and when it's due.?

CALLS

How To Use Google Meet For Work:

• Schedule a video meeting from?Google Calendar?by creating an event and adding guests. You can also add a Google Meet link to the event so that guests can easily join the meeting.?
• Use the "Present now" feature to share your screen during a Google Meet meeting. This is useful for presenting slides, documents, or other materials to your team.?
• Use the "Chat" feature to send messages during a Google Meet meeting. This is useful for sharing links, notes, or other information with your team.?
• Use the "Record meeting" feature to record a Google Meet meeting for later viewing. This is useful for team members who couldn't attend the meeting or for reference purposes.?
• Use the "Breakout rooms" feature to split a large Google Meet meeting into smaller groups for discussion or collaboration. This is useful for team building or brainstorming sessions.?

DATA

Google Sheets For Work:

• Use Google Sheets for project management by creating open-source data sets and tracking deliverables, costs, and tasks. You can use free templates or create your own custom sheets.
• Set up your project plan in Google Sheets by creating a blank spreadsheet and entering a title for your project plan. You can then add columns for tasks, deadlines, and team members.
• Use conditional formatting in Google Sheets to highlight important data or deadlines. This can make it easier to see which tasks are on track and which ones need attention.
• Use the "Filter" feature in Google Sheets to sort and filter data based on specific criteria. This can help you find information quickly and easily.
• Use the "Importrange" function in Google Sheets to import data from other sheets or workbooks. This can save time when you need to consolidate data from different sources.

PRESENTATIONS

Google Slides For Work:

• Use Google Slides to create presentations for team meetings, client pitches, or training sessions. You can use free templates or create your own custom slides.
• Use the "Master slide" feature in Google Slides to create a consistent look and feel for your presentation. This way, you can ensure that all slides have the same font, color scheme, and layout.
• Use the "Presenter view" feature in Google Slides to see your notes and upcoming slides while presenting. This can help you stay on track and deliver a smooth presentation.
• Use the "Collaborate" feature in Google Slides to work on presentations with team members in real time. You can see changes as they happen and leave comments or suggestions for each other.
• Use the "Publish to the Web" feature in Google Slides to share your presentation with others as a web page. This way, you can easily share your presentation with clients or stakeholders who don't have access to Google Slides.

FINAL WORDS

If you are here I want to thank you for your time. Please subscribe to the newsletter for the more awesome staff.

Grigor Yovov

CEO of Business Trend

Digital Agency