Collaborative Working

One of the challenges of having a team that is geographically diverse is to ensure that the team fosters a good level of sharing and learning. It is important to work collaboratively, keep colleagues and networks informed and to challenge assumptions about workflow.

Information Sharing and Managing Common Projects

Document Management (File Sharing)

Dropbox has been set-up for the GI which all personnel with a GI full time contract have access to. A GI Team folder has been set-up where you will find an Admin folder with many relevant administration related forms, info sheets and other corporate documentation you might need. Many of these same documents can also be found on this website in the Resource section.

Project folders have been set-up to facilitate file sharing amongst GI staff on projects that we are working on, as well as project teams.

ALL-folders a series of ALL folders have been created, where there are for the record the FINAL versions of key publications and documents that are there for ease of reference.  They will also be in the project folders, but this is intended just to help you find things (like publications) which you may be looking for.

More detailed instructions on file sharing are below:

Dropbox

Dropbox is the main shared filing system for the GI.   The business account also offers you your own personal folder.  If you are not backing your personal files on some other cloud service, it is highly recommended you do so. For ease of use and to facilitate file sharing within the GI it is requested you use Dropbox to save files. You do not need to be online to use Dropbox, and folders will show up on your computer – just like locally saved files.

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Naming Conventions

When naming a file it is recommended you use the following naming conventions: [Document Name]_[yymmdd]_[version]_[your initials]. You may use as few of these as you want (for example, this document only uses the document name). Due to the fact GI personnel are spread out across the world, and may be working concurrently on a document, using a standard naming convention helps to clarify which version is which and avoid confusion or duplication.

GI General Folder

The GI General folder (in purple) is available to all GI personnel. Most GI personnel have only been given “view access” to avoid any files accidentally being altered or deleted. If you would like your own version to edit or make notes on, right-click on the document and make a copy. As it is a shared folder, do not edit or delete anything.

The following folders can be found in the GI General folder:

• Operations: Guidance on human resources, GI operating procedures, and finance can be found here. Most of these documents will also be available on the GI internal website: www.gi-ops.net.
• Publications: All GI publications ought to be found in this folder. Please try to ensure you are saving content here so that GI personnel have access to the large amount of resources being generated by the organization. The folder has been divided into:
  • Publications (large, formally published reports)
  • Blog Articles
  • Presentations
• Templates and Branding: Standard GI templates and branding material can be found here. This ought to include templates for:
  • 1-page or 2-page memos
  • Longer reports
  • PowerPoint presentations
  • GI logos
• GI Overview Website: The GI Overview Website can be found here. Most GI personnel will have view-only privileges. This website will have links to all Project websites as well as any other important information or links that are added later.

Project Folders

Each Project has a shared folder on the GI G suite. These folders should be used when managing common projects. It is the responsibility of the Project Owner/Manager to maintain the folder. This is important for GI personnel:

• have access to relevant important documents (for example, the Deputy Director can easily find contracts);
• share knowledge (for example, can easily find GI publications); and
• collaborate on projects.

It is up to GI personnel how they use or maintain the folders. For example, you may have a personal project folder. If you store the GI project folder in this file you will be able to easily copy and/or move relevant documents into the shared file.

• Business Development: This folder should contain all document related to business develop. This includes: proposals, concept notes, bids (including unsuccessful bids), etc.)
• Operations: This folder should contain documents related to project operations, such as contracting documents and financial documents.
• Shared Files: The project owner/manager can decide what types of folders and documents they’d like to keep in this folder and who they share the folder with. The default folders: Drafts, Meeting Notes, Publications, and Research have been created. The exception is the Publications folder – the Publications folder must be kept and maintained. It is linked to the Project Website and so if the folder is delete or not kept up-to-date, others looking for project publications will not be able to find them.