Google Sheets

Purpose

Google Docs (including Google Sheets and other Drive-based files) is our central storage and collaboration platform for company documents. It is used to create, store, share, and update key business records such as inspection reports, sales leads, staff forms, and compliance documents. This SOP ensures all files are easy to find, consistent in naming, and secure.

1. Key Functions at a Glance

Function Purpose Who Uses It Google Docs / Drive Resource
Create Documents Write and collaborate on text-based files All Staff Create a document
Create Spreadsheets Track data (sales leads, attendance, customer lists) All Staff Create a spreadsheet
Shared Drive Access Central storage for company files All Staff About shared drives
Folder Structure Organise files by category and workflow All Staff Organise files
File Naming Ensure easy searching and sorting All Staff Rename files
Collaboration Real-time co-editing and commenting All Staff Share & collaborate
Version History Review or restore older versions All Staff View version history
Access Permissions Control who can view/edit Admin / Managers Change sharing settings
Offline Access Work without internet Optional for Field / Office Work offline

2. Getting Started Checklist

Step Action Notes
1 Sign in to Google Drive with company Gmail account Use shared credentials (see Gmail SOP)
2 Open the Pro Pest Shared Drive Left-side menu → “Shared drives”
3 Review folder categories See Section 3A
4 Check you can create/edit/save documents Test in “Staff Test” folder
5 Learn file naming convention See Section 3B

3. Standard Operating Procedures

A. Folder Structure

Purpose: Keep documents organised and easy to find.

Top-level folders in the shared drive:

  • 01 – Termite Inspection Reports & Photos
  • 02 – Pest Control Reports
  • 03 – Sales Leads
  • 04 – Customer Renewal Database
  • 05 – Staff Forms & Policies
  • 06 – Licensing & Insurance
  • 07 – Staff Attendance Sheets (daily sign-in/out)
  • Archive – Previous Years

Within each folder, create sub-folders by year and/or month when required.

B. File Naming Convention

Purpose: Maintain consistency and quick searching.

  • Format: [Category] – [ClientSurname/Project] – [YYYY-MM-DD]
  • Examples:
    • Termite Report – Smith – 2025-08-09
    • Sales Leads – July 2025
    • Attendance – 2025-08-09
  • Do not use vague names like “Document1” or “Untitled”.

C. Creating a Document or Sheet

  1. Navigate to the correct folder first.
  2. Click New → Google Docs or Google Sheets.
  3. Rename immediately following the naming convention.
  4. Enter content; use headings, bullet points, and tables for clarity.
  5. All changes save automatically in Drive.

D. Editing & Collaboration

  • Only edit if you are authorised for that document.
  • Use Comments (Ctrl+Alt+M or Cmd+Option+M) for notes rather than altering final reports without approval.
  • Tag colleagues with @Name in comments to notify them.
  • Check the Version history before overwriting major content.

E. Storing Photos

  • Photos from inspections should be inserted into the relevant report or stored in the same folder as the report.
  • Label photo files clearly with:
    • [ClientSurname] – Photo – [YYYY-MM-DD] – [ShortDescription]

F. Attendance Sheets

  • Daily sign-in/out sheets are stored in “Staff Attendance Sheets”.
  • Staff must complete their entry each workday.
  • End of month: export a copy as PDF for payroll records.

G. Security & Access

  • Do not share links outside the company unless approved by Manager.
  • Check Share settings: “Restricted” unless collaboration with external party is required.
  • If a file is sensitive (e.g., licensing, insurance), only Admin/Manager has edit access; others have view-only.

4. Internal Best Practices

Area Best Practice
Folder Navigation Always start in the correct folder before creating a file
File Names Follow naming convention exactly
Collaboration Use comments for discussion; avoid overwriting without agreement
Version Control Review version history before major edits
Photo Storage Keep related photos with their reports
Attendance Fill out daily; ensure accuracy for payroll
Security Do not share outside company without approval

5. How to Use Our Google Sheets

This SOP secion explains how to complete each type of sheet correctly, follow our data entry standards, use formulas and filters for reporting, and protect the integrity of our records.

Standard Operating Procedures

A. How to Fill Out Staff Attendance Sheets

  1. Locate the correct month tab in the “Staff Attendance” sheet.
  2. Enter your full name in the appropriate row (or select from the drop-down if set up).
  3. Record:
    • Sign-in time (HH:MM)
    • Sign-out time (HH:MM)
    • Notes for leave, late arrival, or early finish (e.g., “Doctor’s appointment”)
  4. Double-check before closing – times cannot be left blank.
  5. Do not delete or overwrite other staff entries.

B. How to Enter & Update Sales Leads

  1. Go to the “Sales Leads” sheet.
  2. Add a new row with:
    • Lead date (YYYY-MM-DD)
    • Customer name
    • Suburb
    • Service type
    • Status (Enquiry / Quoted / Won / Lost)
    • Follow-up date
    • Notes
  3. Update the “Status” and “Follow-up date” after each contact.
  4. Use filters to see only active or pending leads.

C. How to Maintain the Customer Renewal Database

  1. Open the “Renewals” sheet.
  2. Search for the customer name before adding a new entry.
  3. Update:
    • Last service date
    • Renewal due date
    • Contact status
    • Notes
  4. Use conditional formatting to highlight overdue renewals (set up by Admin).

D. Data Entry Rules

  • Use full words – no abbreviations unless pre-approved.
  • Capitalise names and suburbs (e.g., “John Smith”, “Brisbane”).
  • Dates in YYYY-MM-DD format.
  • One record per row.
  • Do not merge cells unless necessary for formatting.

E. Using Formulas & Filters

  • Totals: Use =SUM() for adding values.
  • Count entries: Use =COUNTA().
  • Filter data: Data → Create a filter; choose dropdown in column header.
  • Sort: Data → Sort range (A–Z or Z–A).
  • Do not overwrite formula cells – they are protected where needed.

F. Protecting Cells & Tabs

  • Only Admin/Managers set protections.
  • If you cannot edit a cell, it may be protected – request changes if required.
  • Do not attempt to remove protections without approval.

G. Printing / Exporting Sheets for Reports

  1. File → Download → Choose PDF or Excel format.
  2. Check print layout before sending.
  3. Save exports in the correct folder in Google Drive.

H. Version History & Recovery

  • File → Version history → See version history.
  • You can restore previous versions if data is deleted or overwritten.
  • Name important versions (e.g., “End of Month Report – 2025-08”).

I. Do’s & Don’ts

  • Do: Follow naming rules, enter data daily, use comments for questions.
  • Don’t: Delete other people’s entries, overwrite protected cells, or add extra columns without approval.

4. Internal Best Practices

Area Best Practice
Attendance Fill in same day; use 24-hour time
Sales Leads Update status within 24 hours of contact
Renewals Check weekly for overdue items
Data Entry Consistent formatting for easier reporting
Formulas Don’t overwrite; report issues to Admin
Security Keep sharing restricted; avoid downloads unless needed

 

6. Training & Assessment

  • Initial Training: Learn to navigate the shared drive, create files, apply naming conventions, and use comments.
  • Practical Assessment: Create a correctly named document in the right folder, share it with view-only permission, and add a comment.
  • Annual Re-Assessment: When Google updates Docs/Drive or if the folder structure changes.

7. External Learning Resources

 

✅ End of Section — This SOP ensures consistent, professional, and secure use of Google Docs for all company documents.