Google Workspace Organization Consultant

Project Overview: SEAL seeks a short-term consultant to assess, organize, and optimize the Development team's Google Workspace environment. The goal of this project is to create a streamlined, intuitive, and sustainable file management system that improves document accessibility, reduces duplication, strengthens version control, and supports long-term team efficiency.

The consultant will work primarily within the Development team's Shared Drive and collaborate with team members to understand current workflows and recommend improvements.

Project Objectives

The consultant will:

• Assess the current structure and organization of the Development team's Google Drive.
• Design a standardized folder architecture and file management system.
• Reorganize priority folders and files according to the approved structure.
• Establish naming conventions and file management guidelines.
• Improve access, discoverability, and long-term sustainability of shared resources.
• Provide documentation and recommendations to support ongoing maintenance.

Scope of Work

Phase 1: Assessment and Discovery

• Review the current Development Shared Drive structure
• Meet with Development team members to understand workflows, storage practices, and challenges
• Identify duplicate, outdated, or unnecessary files and folders
• Assess current file-sharing and permission practices
• Provide recommendations for improving organization and governance

Phase 2: System Design

• Develop a recommended folder architecture aligned with Development operations, including areas such as:
  • Grants
  • Institutional Giving
  • Individual Giving
  • Board Engagement
  • Events
  • Fundraising Operations
  • Cultivation & Stewardship
  • Strategic Planning
• Create file naming conventions and organizational standards
• Present proposed structure for review and approval

Phase 3: Implementation

• Reorganize priority folders and files based on the approved structure
• Archive or flag outdated materials for removal
• Consolidate duplicate files where appropriate
• Apply agreed-upon organizational standards throughout the Shared Drive

Phase 4: Documentation and Knowledge Transfer

• Develop a concise Google Drive Organization Guide outlining:
  • Folder structure
  • Naming conventions
  • File management expectations
  • Recommended maintenance practices
• Facilitate a virtual training session for the Development team, recording the session to serve as an ongoing resource
• Provide written recommendations for ongoing drive governance and maintenance

Deliverables

At the conclusion of the engagement, the consultant will provide:

1. Assessment findings and recommendations
2. Approved folder architecture and organizational framework
3. Reorganized Development Shared Drive
4. Google Drive Organization Guide (SOP)
5. One staff training session
6. Final recommendations for ongoing management and maintenance

Timeline

The anticipated project timeline is 6–8 weeks.

Proposed schedule:

• Weeks 1–2: Assessment and discovery
• Weeks 3–4: System design and approval
• Weeks 5–7: Implementation and reorganization
• Week 8: Documentation, training, and project closeout

The timeline may be adjusted by mutual agreement.

SEAL Responsibilities

SEAL will:

• Provide access to relevant Google Workspace folders and files.
• Identify key staff members for consultation.
• Provide timely feedback on recommendations and proposed structures.
• Designate a primary project lead for coordination and approvals.

Consultant Responsibilities

The consultant will:

• Complete all work outlined in this Scope of Work.
• Maintain confidentiality of organizational information.
• Follow industry best practices for digital file organization and management.
• Communicate project progress and flag any risks or challenges in a timely manner.

Compensation

The total project budget shall not exceed $3,000, inclusive of all fees and expenses.

Payment schedule will be negotiated and incorporated into the final consulting agreement.

Confidentiality

The consultant will have access to confidential organizational information, including fundraising, financial, and donor-related materials. The selected consultant will be required to sign a confidentiality agreement prior to beginning work.

Proposal Submission

Interested consultants should submit:

• A brief description of relevant experience
• Examples of similar Google Workspace, digital organization, or records management projects
• Proposed approach and timeline
• Project fee within the stated budget

Proposals may be submitted to the SEAL Development Team for review: annel@seal.org.