Set Up Google Workspace Structure for Nonprofit Team Collaboration

We are looking for a volunteer with experience in Google Workspace administration and nonprofit operations to help us create a more organized internal system for our growing nonprofit team.

Our organization works with noncustodial parents and families involved in private custody and visitation cases. As we begin bringing on more volunteers, we need a better structure for how files, communication, calendars, and onboarding are organized.

We would like help with:

-Recommending a folder structure for Google Drive and Shared Drives
-Organizing files into categories such as operations, volunteers, fundraising, programs, board documents, marketing, and grant materials
-Suggesting Google Groups for different types of users, such as leadership, volunteers, board members, and partner organizations
-Recommending how we should use Google Calendar, Google Chat, and Gmail labels to keep communication organized
-Creating a simple volunteer onboarding guide so new volunteers understand where to find files, who to contact, and how to use the system
-Helping us think through a structure that will be easy to grow as our organization expands

We are not looking for someone to manage our systems long-term. We are looking for someone who can help us build a strong foundation and create a clear structure that we can continue using ourselves.

Because this is a small nonprofit with limited staff, we are hoping for practical recommendations that are simple, realistic, and easy for volunteers with different levels of technology experience to follow.

A clear Workspace structure will reduce administrative friction and improve volunteer collaboration, helping teams coordinate visitation, stability services, workforce support, and pathways to independence more efficiently. Volunteers’ work will directly strengthen our service delivery to court-involved parents and families.

This project will help us build the internal structure needed to support more families in a more organized and sustainable way.

Our nonprofit serves noncustodial parents who are often struggling with housing, transportation, child support debt, employment barriers, missed visitation, and a lack of support navigating the court system. Many of the parents we work with are trying to rebuild their lives and reconnect with their children, but they often do not know where to start or who to turn to.

As our organization grows, we know that we cannot serve families effectively if our own systems are disorganized. A stronger Google Workspace structure will help us onboard volunteers faster, organize important documents, communicate more clearly, and spend less time searching for information and more time helping parents.

The volunteer supporting this project will play an important role in helping us build the foundation for long-term growth. Their work will directly support our ability to coordinate volunteers, develop programs, apply for grants, build partnerships, and serve more families in the future.

In many ways, this project is about helping us build the framework behind the scenes so that we can continue building stability for parents and children in front of the scenes. It may seem like an internal operations project, but the impact reaches much further. Better systems mean better support, stronger communication, and more families getting the help they need when they need it.

Details such as current account setup, access needs, and number of volunteers will be provided during volunteer interviews. Our team will collaborate with the volunteer, review recommended changes, and plan to implement and communicate the agreed approach to staff and volunteers.

We have already set up Google Workspace for our organization and have begun identifying the main categories of information we need to organize, including volunteer materials, fundraising documents, board information, grant applications, program content, marketing materials, and partner organization resources.

We have also spent significant time thinking through how we want volunteers to be involved and what types of information different groups will need access to. We know that we will likely need separate structures for leadership, volunteers, board members, and external partners.

We already have a website, branding, program materials, and a growing collection of documents that will need to be organized into a system that is easy to understand and maintain. We are committed to gathering the files, examples, and information a volunteer would need before the project begins so that their time can be spent on recommendations and structure rather than searching for materials.

Our team is very open to feedback and understands that creating a strong internal system now will make it easier for us to grow in the future. Once the project is complete, we plan to implement the volunteer’s recommendations directly into our Google Workspace and use the structure as the foundation for onboarding future volunteers and team members.

We are also flexible in communication style and can meet through Google Meet, Zoom, email, or phone depending on the volunteer’s preference.