Gmail

Google Meet

Google Calendar 

To improve team coordination, use Google Calendar to clearly show your availability. Mark extended absences as Out of Office to block your time and decline meetings automatically. For shorter breaks, use Away and set it as Free. Schedule Deep Work sessions as Busy to avoid interruptions.

Use clear event titles like “Team Meeting” or “Medical Appointment” so your availability is easy to understand. Share your calendar to allow teammates to view your free/busy status and set recurring events for regular tasks to keep your schedule consistent.

Google Drive

Inside google drive each employee should have a “Make Do” folder, which contains the following shared folders:

• Your "My Drive" Folder – A folder with your name, shared between only you and management, containing all personal documents, contracts etc. This should also contain yearly folders for documents that are Year specific (for example annual leave form, annual risk assessment form, yearly appraisal form)

• Projects – Containing all MKDO project documents divided by “Active” / “Archived”?divided by the client’s name – project name?

• Internal – Containing shared internal documents for MKDO projects or anything not relating to client work?Right now we have a few folders that fall outside this, such as Engineering which could now be brought over to this site.Team Handbooks – This looks like it’s got current WIP handbooks?

Instead of sharing a document on its own, it would be better to move shared documents into a shared folder?

Where do we put individually shared docs? They are available via “shared with me” < but not organised anywhere for future reference unless we have them in the shared folder structure somewhere.

 

USING SHARED DRIVES

POSTED ON 24/06/2020 AND LAST UPDATED ON 24/06/2020

As a member of Make Do you will be invited to selected Shared Drives in our Google Suite system. Shared Drives are an important way to ensure you have access to essential employee documentation and can also contribute to client projects and company documentation.

There are four main Shared Drives:

Hosting

This is a Service folder that contains folders relating to all of the sites and systems that we currently host and manage.

HR

This is ‘Human Resources’ and contains all shared documents related to different roles and responsibilities as well as the Company Handbook and other useful documents such as Overtime Sheets and Expenses Sheets.

Operations

This is complex and mixed folder that contains folders relating to client services and departmental information. It is also where all Systemisation is performed.

Projects

This is a growing folder organised by client name with multiple sub-folders for specific project work that is currently active or has already been performed.

SETTING UP EMAIL FORWARDS IN GOOGLE APPS

POSTED ON 24/05/2019 AND LAST UPDATED ON 24/06/2020

This is a simple guide for when we need to setup email like projectname@makedo.net or eventname@makedo.net:

This is a STUB as the options in G Suite have changed or moved since being written

1. Apps > G Suite > Gmail

2. Find Gmail > ‘Default routing’

3. You should now see a list of all ‘Default routing’ including options for ‘STATUS’, ‘Actions’ ‘Match rules’ etc

4. Select ‘Single recipient’ > Recipient: ‘redriectme@makedo.net‘ (this is the redirection email address)

5. Select ‘Envelope recipient’ > ‘Change envelope recipient’ option

6. Select ‘Replace Recipient’ > ‘destination@makedo.net‘ (this is where the redirected mail will go)

7. Important: Scroll to bottom to ‘Options’

8. Change to ‘Perform this action on non-recognised and recognised addresses’

9. Save the settings, the change should be instant

Note that this is different to Email Alis’s which can be setup for users in our G Suite account via the ‘Users’ panel.

PROBLEMS WHEN USING NON-GOOGLE CALENDAR APPS

POSTED ON 24/05/2019 AND LAST UPDATED ON 24/06/2020

When setting up work calendars (Google GSuite) with non-Google apps you can run into issues where items are duplicated or at worst removed from your calendar.

To get around this the Google support team recommend using Exchange based sync when setting up with apps such as the iOS Calendar or Fantastical, see:

• I will recommend to the affected User, to re-sync the account and try to sync it as Exchange. For more information you can refer to this Google Help Center https://support.google.com/a/users/answer/138740?hl=en

For mobile devices it is always recommended that the official Google Calendar app is used to link to your work account:

• I would recommend using the Google Calendar app as well from the App Store.

Setting up Exchange based sync on iPhone:

1. On the iOS device, touch Settings.

2. Touch Mail, Contacts, Calendars.

3. Touch Add Account.

4. Touch Exchange.

5. Enter the full G Suite email address and a password and touch Next.

6. In the Server field, enter m.google.com.

7. Leave the Domain field blank.

8. In the Username field, enter the full G Suite email address.

9. The password should already be in the Password field, if not, enter it again and touch Next

10. Select the Google services you want to sync, such as Mail, Contacts, and Calendars, and touch Save. To receive and respond to meeting requests on your device, you need to turn on Mail and Calendar here and New events in the Google Calendar settings. See Customize Mail, Calendar, and Contact settings for more information.

 

Note: iOS 4.0+ allows multiple Exchange™ accounts. However, if you’re on a device that doesn’t let you add a second account, you can use IMAP to sync Gmail, CalDAV to sync Google Calendar, and CardDAV to sync contacts.