Google Drive for Improved Workflow

Google Drive to Improve Workflow

Using Google Drive to create efficiency within your Early Intervention Team

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Google Drive to Improve Workflow

Using Google Drive to create efficiency within your Early Intervention Team

Team Efficiency

Contact

Files

Introduction

Useful Google Tools

Introduction

Learning Objectives

1. The learner will be able to create processes and procedures with the use of Google drive, Google Docs/sheets/slides, and Google tools in order to ensure team cohesiveness. 2. The learner will prioritize what documents/tools would best improve their team procedures or processes. 3. The learner will modify Google documents/tools to best meet the needs of their own team.

Useful Google Tools

How to use Google Tools to create processes or team efficiency

Create Course using Google Slides

Checklists

Create a bookmark

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Author Name

Create Google Forms

How To Videos

Create templates

Create Digital Folders for students

Hyper Links and Smart Chips

Email Templates

Files

Our Most Used Shared Files

Case Manager List

Virtual Basket/Trajectory

Eval Assignments

Attendance

Caseload List

Paperwork Processes

Welcome to Early On Course

Transition List

Team Efficiency

Our top tips:

Everyone (or multiple people on the team) knows how to do everything; if you are not sure reach out to a friend OR your coordinator(s)

Everyone has access to each other’s calendars

Using Scheduled Send for emails

Question of the year: Can it be sent in an email or newsletter/memo?

Accessing Google Drive (and tools) from your phone, iPad, and Computer

Contact

Jacquie Voss

Early On South Lyon

vossj@slcs.us

Super!

We love data

Google Forms to help with intake

File Uploads in Google Forms

Enrollment Documents (example from SL)

Google Form Example

• Helps with getting required enrollment documents
• Families can upload the documents all in one place
• Easily move the enrollment docs into the student's digital file and then share with your pupil accounting

Early On South Lyon

How did we get started?

• We were a brand new team (11 years ago)
• Google tools was used as a district
• 11 years in the making
• COVID: forced us to go more digital
• New staff (almost yearly)
• Now we have large team, it's vital to all know the procedures to help with workflow

Budget Analogy

When you create a budget or get advice from a financial advisor, they advise you to assign every dollar to a category; you know where every dollar goes. We can use the same principle for any task for our job, there should be a procedure or process for every task for our jobs so that the team is cohesive and knows what to do (you each know where every dollar goes).

Google Sheets to create checklists

• Make sure all the components of required paperwork are completed
• Interactive: You can check off as you go along
• Team members can make a copy

Create Links & Smart Chips

How to insert a Smart Chip

How to get links within Google Drive

Google Smart Chips; How to Level up your docs

• Links are life!
• Use in teaming to access important documents quickly
• Can create links to entire folders too!

Create Bookmark within Google Doc

Insert Bookmark in Google Doc (Youtube)

Early On Paperwork Processes EXAMPLE

• Access sections of your document quickly
• Can create a Home Button (to go back to top) with the use of an Emoji

Creating Student Folders

• Every child has a digital folder
• We separate by a New Referral Folder or by Main Folder (once they qualify)
• Able to easily share with pre-k team once they transition
• Can have access to folder any time
• Biggest piece of advice: Label every child file or folder like this:

Last Name. First Name. Name of DocumentVoss. Jacquie. Initial IFSP. March 2024

How to Videos using Google Meet

YouTube Video: Google Meet-Record a Meeting

• Use Google Meet and record yourself and your screen
• Show your team how to do something!

Email Templates in Gmail

How to create email templates in Gmail

• Make your emails much more efficient!
• Can easily edit
• Can make multiple templates
• Can include links within emails too (including a link to your Google Form!)

Do you have a Template for that?

Using Templates for Efficiency

How to copy shared folders in Google Drive

• Why reinvent the wheel? You can "make a copy" of an existing document and easily modify
• Templates save so much time!
• We use them for all sorts of things but mainly for report writing, new referrals, outcome brainstorming

Google Slides as a Course

Welcome To Early On Course-South Lyon

• Parents want to learn at their own pace
• Families are informed with same information across the board
• Can share prior to first home visit
• Easy to edit, customize, etc.