Dealing with team turnover | Drive, Calendar | The Apps Show04:33

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Published on February 9, 2017

Changes in teams happen quite often in our companies and organizations. That is why it is critical to set up a plan to quickly get newcomers up to speed. This episode was created based on a real example: we illustrated how The Apps Show team prepared the onboarding plan of Liliana, who is replacing James from this season on. Liliana shows us some great tips on how she handled a smooth role transition by using Drive and Calendar.

When someone takes over a new role, it is key to ensure that this person has access to all relevant resources so s/he can performs well in this new position. Drive can help you with that : you’ll be able to organize your existing files in folders and to easily transfer ownership. Liliana highlights some best practices: when you leave a role, make sure that you do some house-cleaning on your Drive, by getting rid of outdated files, removing any personal content and transferring ownership of files or docs to those that will take over the position. Before he left the team, James has moved all relevant The Apps Show content to a Drive folder and transferred folder ownership to Liliana. To do that, he highlighted “The Apps Show Materials” folder he had created and selected the “share icon” on the right hand-corner of Drive. By transferring ownership, he allowed Liliana to be in charge of access requests and sharing settings for the docs, sheets or slides in this folder.

Also, make sure that you transfer ownership of your Calendar events. As Drea points out, first you will need to share your Calendar with the newcomer. You will need to go to “My Calendars”, then at the “Share with specific people” section enter the email address or the new owner and select the option “make changes AND manage sharing”. Finally, to stop being owner of this Calendar you need to unsubscribe: go to Settings wheel icon, select “Calendars” and select the option “unsubscribe” for the Calendar that you want to stop being owner. Remember that if you haven’t transferred ownership before you unsubscribe, your calendar will disappear for everyone: be cautious! If you have any questions or doubts, you can always reach out to your IT Admin, who can also handle Calendar or Drive transfers for you.

At last, our hosts share with us a useful resource that might help you deal with team turnover: a checklist that is jointly created by former and existing Google employees when they are transitioning roles. If you don’t have one in your company, you can create a copy of this spreadsheet Enjoy!

Let us know about your best practices as well, by sharing your own experience in the comment section below!

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