We’ll admit that there are endless approaches to organizing shared folders and files, but we thought we’d share ours in case you’re looking for a starting point. As a creative agency serving multiple clients, we like this method as a baseline for consistency, clear communication, and easier project management. Of course, we refine this system periodically and are open to tweaks if it serves the needs of a particular client or project.
Identify high-level categories
First, identify the categories that each of your main folders will represent. In our case, each of our clients has their own folder in our shared Google Drive. They’re labeled with their acronym. For example, this area includes a folder for our internal projects labeled “WCA.” Your organization might have high-level categories that correspond with different projects, initiatives, events and more.
Specify common sub-categories
In our case, within each client folder are the same five sub-folders. We choose to number our folders so they show up in the order that feels most logical to our needs rather than the default alphabetical order that our system has. Choose sub-categories that represent common types of files that logically share space.
Admin
This sub-folder contains reference files such as current and archived scopes of work; briefs or reports; specific organizational guidelines, policies, or procedures; and some financial documents (though most financial documents and contracts are saved in a separate “WCA Financials” folder that only our director and project coordinator have access to).
Notes
Each client has a running check-in notes document that lives in this sub-folder. Usually, multiple projects mean multiple check-in note documents. These notes are intended to be easy and quick to reference; they're saved here AND bookmarked in our shared messaging channel (we use Slack).
Brand
This sub-folder contains working and final files that could include style guides, logos, fonts, assets, photography, and so on. This could also include the logos of common/repeat partners or project sponsors.
Projects
The “Projects” sub-folder contains many (many) more folders. Projects are labeled by type and, when applicable, year. There is an Archive folder of all past projects here, too. Depending on the relationship with the client, these folders might be organized as contracts (with project-based clients) or topical content (with retainer-based clients).
Final Files (Shared)
The Final Files folder applies to some clients, especially clients on a retainer contract or repeat design clients with large final deliverables. This folder holds all things that have been sent to print, for example, or the documents we want clients to reference when they need to post/share them. This Final Files (Shared) Google folder is linked to our project management system, where we often interface with clients for document proofing.
Simplify Consistency
We love a time-saving hack, especially when it supports being consistent! Consider creating a high-level folder and adding empty but properly labeled sub-folders. When it’s time to onboard a new client or kick off a new project or initiative (depending on what your high-level categories are), copy-paste the whole folder and name it in line with your chosen convention (in our case, it would be with our client’s acronym). Flex this method to suit your needs! And happy organizing.