With so many documents, photos, and bills to manage, keeping organized can be a nightmare. We need to organize leadership files, patient photos, advertising assets, and more. We need to keep our accounting documents organized to make sure bills get paid. We need to keep training and development files up-to-date and accessible to everyone who needs them. And with many team members accessing key documents, it can be easy to get disorganized.
Google Drive can help you keep everything organized and make sure everyone is working from the best and latest information. Here are four steps to using Google Drive to make organizing documents, photos, and monthly bills easy.
1. Create primary folders within your main Google Drive.
Google Drive is a cloud-based file storage and synchronization service. If you manage your practice email using Google, you already have a Google Drive account. If not, you can sign up for free. Google Drive allows you to control who can access documents on an individual level or by folder.
Once your account is active, set up folders for your primary practice categories. We set up folders for accounting, leadership, marketing, office documents, patient photos, and training and development. If we have special projects that are outside of those main categories, we will set up additional folders. If you use Asana to create teams and assign projects, you could match your folders to your project names to make it familiar for team members.
These main folders should make it easy for team members to know where to find and save documents. Invite team members to the folders they will need to access to make sure the right people have access to the right documents.
2. Create important sub-folders within your folders.
Sub-folders are an important part of getting and staying organized. Instead of putting all files relating to marketing in one big folder, organize the documents further using sub-folders, and sub-sub-folders. For example, within marketing, we have sub-folders for articles, Facebook ad examples, Google ad examples, images, swag information, and a few more.
We also have a main folder for photos. Within those, we have a sub-folder for patient photos. Within our patient photos sub-folder, we have further sub-folders for procedures, such as dental implant before-and-after pictures. Within that sub-folder, we have additional folders for each doctor. Within each doctor's sub-folder, we have folders for each letter of the alphabet.
That folder structure allows us to easily find patient photos by procedure, doctor, and last name.
3. Make sure everyone uploads all documents to the right folder or sub-folder.
Once your folder structure is in place, make sure each team member stores documents in the right folder. Have one file system and one place for each type of document. This way, nothing can get lost.
This is especially important for keeping monthly bills organized. In my practice, we scan all bills into the computer. We then put them in sub-folders by month. For monthly bills, my team knows use the accounting folder, monthly bills sub-folder, and specific month sub-sub-folder.
4. Communicate about each document using Google Drive comments and Asana.
Google Drive's document sharing feature is helpful. You can create a link to each folder, sub-folder, and individual document that you can share with your team. If you need to communicate about a document, you can add a comment within Google Drive and tag the right team member to see the comment.
You can also use Asana to communicate by creating a task for the document within Asana, pasting the link, and communicating back-and-forth within the Asana task.
How do you keep files organized in your dental practice?
If you do not have one place to organize your documents, Google Drive is a simple but powerful tool. You can add every type of file to Google Drive. You can add images, PDFs, Microsoft Word documents, Google Spreadsheets, or any other type of file. It helps you keep everything safe and in one place.
To learn more about getting organized and productive, check out the practice tools learning track in Dental Profit Academy.
You can also join my free Dental Marketing and Profits Facebook group, where thousands of dentists and I help each other build better practices.