This Simple Technique Will Change The Way You Share Company Files
Play • 13 min

Have you ever had somebody leave your company, and months later discovered they still have access to company folders and files?

Join Steve as he shares how creating ‘groups’ within your company can simplify the process of granting or removing access to new and former employees.


  • The idea of a ‘group’ is that it is a collection of users or email addresses, these may be users of your company or contractors. The benefit of using a group is that you only need to add the group email address to a folder or file to give access to everybody within the group instantly.
  • When you want to remove access to a specific person from the folders or files they had access to once they have left your company, you can remove them from the group and they will lose access to every folder or file they once had access to.
  • When someone new joins the company, all you have to do is look down the list of roles that that person is going to undertake when they’re working for you and add them to the corresponding groups that you have already set up. Those groups will already have access to the files and folders the new joiner will need access to. Therefore by adding them to the group, they have instant access to the files and folders they will need.
  • Set up a spreadsheet and list the shared drives or folders and the groups you have set up. Then tally up what groups need access to which folders or shared drives. Next, create a list of everybody within the groups so that you can remove individuals from groups when they leave the company.
  • Using groups simplifies lives, makes you feel more secure and makes new joiners feel welcome when they come into your company as they have access to everything they need straight away.


“It makes it so much easier to share all your folders and files.”

“Using groups simplifies this process.”

“You have now got total organisation of your sharing.”


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Steve used to be a slave to his business but when he moved to Sweden in 2015, he was forced to change the way he worked. He switched to running his businesses remotely and after totally nailing this concept he decided to spend his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants.

Most business owners are overwhelmed because they don't know how to create systems or get the right help.

Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.

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