Documents & Storage

Get a Google Workspace expert working inside your account

You already know what needs to happen inside your Google Workspace. The shared drives are a mess, the Docs templates don't exist yet, the Sheets formulas are held together with duct tape, and nobody has time to fix any of it. Trusty Oak fractional specialists work directly inside your account, handling the builds, cleanups, and ongoing maintenance that keep falling off your plate. This is not consulting or advice. It is someone doing the work in your environment, on your timeline.

What our team does with Google Workspace

Concrete work our fractional specialists take on inside your Google Workspace account. No vague promises.

Build and enforce a Shared Drive folder architecture

We audit your existing My Drive and Shared Drive structure, identify what is duplicated, buried, or unshared, and rebuild it around how your team actually works. Folder hierarchies are documented with naming conventions and access permissions set at the drive or folder level so new files land in the right place by default.

Create reusable Google Docs and Sheets templates

We build branded, locked-structure templates in Google Docs and Sheets that your team can copy without breaking the formatting or formulas. This includes SOPs, meeting notes, project trackers, invoice logs, and any recurring document your team recreates from scratch each time. Templates are stored in a shared Templates folder with edit access restricted to prevent accidental changes.

Maintain and troubleshoot Google Sheets data models

We build and maintain Sheets that use IMPORTRANGE, QUERY, ARRAYFORMULA, and conditional formatting to pull and display live data without manual updates. When formulas break or a new column throws off a downstream report, we fix it. We also document the logic so you are not dependent on one person to interpret the file.

Configure Google Forms with conditional logic and response routing

We build Google Forms with branching logic, file upload fields, and response validation to collect structured data from clients, applicants, or internal teams. Responses are automatically routed to a linked Sheet, formatted for readability, and in some cases triggered to send a confirmation email via Gmail or an alert via Google Chat.

Set up Google Workspace for new team members and offboarding exits

We handle the admin-side work of provisioning new users in Google Admin, adding them to the right Shared Drives and Google Groups, and configuring Gmail signatures and Calendar sharing. For exits, we transfer Drive ownership, revoke access, and archive or forward email according to your documented process.

Migrate files and data into Google Workspace from other platforms

We manage migrations from Dropbox, OneDrive, Box, or local storage into Google Workspace, including converting Word and Excel files to Google Docs and Sheets where appropriate. We preserve folder structure, check for broken sharing links, and document what was moved, what was archived, and what was left behind and why.

How Trusty Oak supports Google Workspace workflows

How the Google Workspace handoff works

During onboarding, your dedicated Client Success Manager reviews your existing Google Workspace setup alongside you, identifying the highest-priority gaps whether that is a Drive that needs restructuring, Sheets that need rebuilding, or admin tasks that are falling through the cracks. From that conversation, we build a Strategic Delegation Plan that maps specific tasks to your monthly hour budget. Your specialist works inside your account with the access level you define, and every build is documented in a shared reference Doc so you always know what exists and how it works. Before any new workflow goes live, you review and approve it, and nothing is changed without your knowledge.

Common Google Workspace workflows we build

A few of the most common workflows our team has deployed with Google Workspace.

Form submission to tracked Sheet row to Gmail confirmation

A Google Form collects intake data from a new client or applicant. The linked Sheet uses a trigger to format the response row, flag incomplete entries, and send a confirmation email from Gmail using a template draft. No manual copy-paste required after the form is submitted.

New hire onboarding checklist in Google Docs tied to Drive access provisioning

When a new hire is confirmed, a Docs-based onboarding checklist is copied from the master template and shared with the hiring manager. Simultaneously, the new user is added to the relevant Shared Drives and Google Groups in Admin, and their Gmail signature is configured before day one.

Weekly report pull from multiple Sheets into one executive summary Doc

We build a master Sheet that uses IMPORTRANGE to pull key metrics from department-level trackers, then generate a formatted summary that gets copied into a Google Doc each week. The Doc is shared with leadership with comment-only access so the source data stays protected.

Client deliverable folder created from template on project kickoff

When a new project is confirmed, we create a standardized client folder inside the Shared Drive by copying a folder template, renaming it with the client name and date, and sharing it with the appropriate internal team and external collaborators. The folder includes pre-built Docs for briefs, feedback, and sign-off.

Google Drive audit flagging orphaned files and broken permissions

We run a structured audit of your Shared Drives to identify files owned by former employees, documents shared publicly by accident, folders with inconsistent permission levels, and content that has not been accessed in over a year. The findings are delivered in a prioritized Sheets report with recommended actions for each item.

What Google Workspace support costs

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants

~$35/hour

10 hours $350

Specialists

~$50/hour

20 hours $1,000

Fractional Executives

~$95/hour

0 hours $0

Your monthly budget

$1,350

Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.

Book a Discovery Call

Frequently asked questions

Do I have to give your team admin access to my Google Workspace account?

No. The access level you grant is entirely up to you and depends on what work needs to be done. For most file organization and Sheets work, contributor or editor access on specific Shared Drives is sufficient. For user provisioning and admin tasks, we would need a delegated admin role, which you can scope and revoke at any time through Google Admin.

Can someone help me on an ongoing basis, or is this a one-time project?

Both are possible within the same engagement. Most clients start with a setup or cleanup project and then retain ongoing hours for maintenance, new builds, and recurring tasks like weekly report pulls or new hire provisioning. Your monthly hour budget rolls over if unused, so you are not penalized for lighter months.

Is Google Workspace the right choice for my team, or should I be using something else for document management?

If your team is already on Google Workspace, we will work within it rather than push you toward a different platform. If you are evaluating Google Workspace against Microsoft 365 or Notion for document management specifically, that is worth discussing on a discovery call. We work across all three and can help you understand the tradeoffs based on your team size, workflows, and existing tool stack.

How long does it take to get a specialist working in my account?

Most clients are matched with a specialist within a few business days of completing onboarding. The one-time $300 onboarding fee covers the Strategic Delegation Plan session, which is where we scope the Google Workspace work before any hours are spent. From there, your specialist can begin immediately.

What happens to the work if I stop using Trusty Oak?

Everything built inside your Google Workspace account stays in your account. We do not use proprietary tools or external systems that require a continued subscription to access. Your Shared Drives, Sheets, Docs, and Forms all remain yours, and the documentation we create during the engagement stays in your Drive as a permanent reference.

Get your Google Workspace audited and organized

Book a discovery call and we will review your current Google Workspace setup, identify the highest-impact fixes, and give you a prioritized roadmap before you commit to anything.