Let’s be real: the difference between “I’m drowning in files” and “I actually feel calm opening my laptop” is often a system — one you can trust on your busiest days. When I first started juggling client work, motherhood, and all the hats we wear as small-business owners, my Google Workspace felt like that junk drawer you swear you’ll deal with “next week.” Emails everywhere. Calendar invites lost. Drive folders labeled “final_FINAL2.”
I knew I needed peace and structure — without turning into a full-time admin person. So I rebuilt my Google Workspace from the ground up. Today I wanted to give you a quick tour of exactly how I use Gmail, Calendar, Meet, and Drive (plus a super simple folder system) to keep client projects moving, make collaboration effortless, and save future-me from the chaos. If you’ve been wanting a Google Workspace setup that actually supports your business, you’ll love this.
What Lives Where (and Why)
When I log into Google Workspace, I’m looking for one thing: flow. Everything I need is two clicks away.
- Gmail for email and client communication.
- Google Calendar for meetings and time blocks.
- Google Meet (linked through Calendar) for calls — no extra tools or links.
- Google Drive for everything related to files: Docs, Sheets, Slides, client assets, and project folders.
- Admin Console (if you’re on Google Workspace, not just a personal Gmail) to manage users, permissions, and those sometimes-finicky profile photos.
It’s not about using every app — it’s about connecting the few you actually need.
Gmail + Calendar + Meet
Here’s how I keep scheduling easy (and respectful of my time):
- I create calendar events for every client call.
- Google Meet links are automatically generated inside the event (or I add Meet with one click).
- Guests added to the invite get direct access to the same link — no more sending Zoom links in a separate email.
- I color-code different kinds of blocks: clients, marketing, admin, and rest. Because yes, rest belongs on your calendar. 🤍
This condensed system saves me from playing “where’s the link” every time a meeting starts.
Google Drive
Drive is where the true organization lives. I store everything here — from photos to proposals to final deliverables — and I use a folder architecture inspired by the PARA method from Building a Second Brain (Projects, Areas, Resources, Archive). It keeps things simple, scalable, and searchable.
My Drive at a Glance
- Projects — Active client projects and launches.
- Areas — Ongoing parts of the business (Marketing, Finance, Legal, Studio Assets, etc.).
- Resources — Reusable references (contracts, brand guidelines, templates, trainings).
- Archive — Completed projects and anything I don’t need to see daily.
If you want to read more about PARA, the book Building a Second Brain explains the method beautifully.
Inside a Client Folder (What I Share + How)
Within Projects > Client Name, I keep tidy subfolders so the client (and my future self) can find everything fast:
- 01 Brand Files (logos, colors, fonts, guidelines)
- 02 Content & Photos (shoot selects, uploads from the client)
- 03 Strategy & Docs (proposals, scopes, notes, briefs)
- 04 Deliverables (final assets, exports, links)
- 05 Admin (invoices, contracts if relevant)
When I’m ready to collaborate, I click the Share icon on the client’s main folder, add their email, and set Editor permissions. (Viewers can only look; Commenters can add comments but not move or upload; Editors can actually work with me.) For most clients, Editor access makes the process smoother: they can drop photos in, add notes in Docs, and keep everything in one place.
The Magic of Shortcuts
Here’s an underrated Drive feature: Add shortcut. If a client shares a file or folder they own (and it lands in your “Shared with me”), you can still organize it on your side:
- In Shared with me, select the file(s).
- Click Add shortcut.
- Place the shortcut inside your Project > Client folder.
Now it appears in your system without changing ownership. You’ll know it’s a shortcut because of the little arrow icon — clean, visible, and easy to find.
Transferring Ownership the Right Way
At the end of a project, I often transfer ownership back to the client so they fully control their assets. Simple rule:
- Ask your client to create a folder they own in their Drive.
- Move your completed project folder into their folder (which is shared with you).
- Once moved, ownership passes over on their side.
This workflow avoids permissions headaches and ensures the brand lives with the client long-term.
Watch the Full Google Drive Training on My Youtube Channel
Want to see this system in action? I recorded a step-by-step walkthrough of how I organize my entire Google Workspace — Drive, client folders, shortcuts, sharing, and more — so you can follow along and set yours up in real time.
Watch it here: Google Drive Training
If you prefer to learn visually, this video will show you exactly where to click, how to structure your folders, and the little settings that make collaboration effortless. Enjoy! ✨
Want Structure Beyond Your Files?
If your offers, messaging, and marketing feel scattered, it’s not just a file problem — it’s a framework problem. Inside my business, I pair this Google Workspace setup with a clear brand-strategy system so every folder, email, and deliverable serves the bigger picture of growth.
If you’ve been craving clarity — on your brand, your message, and your next move — this is where it all clicks.
Inside The Signature Brand Method (my best-selling, step-by-step process for brand clarity and business strategy), we’ll define your ideal client, uncover your brand’s deeper purpose, and create a soulful, scalable action plan that turns your ideas into income.
Let’s map your brand strategy →
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