One of the most common Google Workspace problems is simple: important files live in one person's My Drive, and when they leave, the files leave with them. Shared Drives fix this.
The Key Difference
Files in My Drive are owned by an individual. Files in a Shared Drive are owned by the team, so membership and access continue no matter who comes or goes.
How to Structure It
- Create Shared Drives by team or function, not by person
- Use consistent, predictable folder naming
- Set access levels (manager, contributor, viewer) deliberately
- Keep personal drafts in My Drive, shared work in Shared Drives
Get this right once and offboarding stops being a scramble to recover files.
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