Using Google Sheets for team collaboration

Why use Google Sheets for team work?

Many NGO teams still pass Excel files by email. Five people edit five copies, and someone has to merge them. Numbers do not match, and nobody knows which file is current.

Google Sheets avoids this. One file lives online and several people can edit it at once. Everyone sees the same numbers. It works well for activity trackers, attendance lists, work plans and simple data entry. It needs a connection, so plan for field staff who work in low-connectivity areas.

Step 1: Share with the right people and the right access

Open the file and click Share. Enter the email addresses or groups, and choose an access level. Google describes three levels:

Give the lowest level that lets the person do their job. A donor liaison who only reads the tracker needs Viewer access. A partner who gives feedback needs Commenter access. Only people who enter data need Editor access.

Google also lets you share with "anyone with the link" or restrict access to specific accounts. For a file that holds names, phone numbers, locations of vulnerable people or security details, use restricted access only. Read our guide on data protection for NGOs before you put any personal data online.

Step 2: Use comments and tasks instead of side chats

Decisions get lost in chat apps. Keep them in the file.

1. Select the cell or range.
2. Click Add comment and write your question.
3. Type @ and a name to notify a person.
4. The person replies, and you click Resolve when the issue is closed.

Google also lets you assign comments as tasks, so each question has an owner. Resolved comments stay available, which gives you a record of what was agreed. Filter comments by sheet if the file has many tabs.

Step 3: Protect what must not change

In shared sheets, the most common damage is accidental. A person types over a formula or sorts one column but not the others.

Use Data > Protect sheets and ranges. Choose a sheet or range, click Set permissions, and either show a warning when people edit it or limit editing to named people. Protect header rows, formula columns and approved budget figures. Leave the data entry area open.

Step 4: Set rules for naming and entry

A shared sheet needs a few agreed rules, or it turns messy within a week. Write them on the first tab, titled "Read me":

• Who owns the file.
• What each column means.
• Which cells are for data entry.
• How to write dates and names.
• Who to ask for help.

Use drop-down lists for fields like sex, location and status, so entries match. Our guide on Excel skills for NGO officers explains the same data rules, which also apply in Sheets.

Step 5: Use version history

Before a big change, name a version. Use File > Version history > Name current version, for example "Q3 report submitted". If a mistake happens, you can go back. Named versions also stop the habit of saving files as "final_v2_new".

Step 6: Control sharing and access over time

People leave, projects end and partners change. Review who has access once a quarter. Google allows owners to set an expiration date for access, which is useful for external consultants. You can also limit downloading, printing and copying for Viewers and Commenters on sensitive files. Check the file regularly with the See who's viewed feature if your account type supports it.

What to keep out of a shared sheet

• National ID numbers, bank details and passwords.
• Names and exact locations of people at risk.
• Any content your donor or data-sharing agreement says must stay in a restricted system.

If you must record sensitive data, use a restricted file, minimal fields and a separate access list.

How EMPO can help

EMPO is a reliable, Myanmar-based training and consultancy provider and one of the country's leading names in practical NGO training, backed by 1,200+ people trained and 15 partner organisations. We deliver training online or in person across Myanmar, in English and Burmese, and can build a session around your own trackers and sharing rules. See our training services or contact us.

Sources

• Collaborate in Sheets — Google Docs Editors Help
• Share files from Google Drive — Google Drive Help