Digital organization
Design a folder structure for one project
Split the project into three zones: material you received, files you are still changing, and outputs someone has approved. Give each folder one stated purpose, one owner and one naming convention. If a sample file could live in two folders, tighten the purpose statements.
A text to start with
I am setting up folders for [project name], which involves [short description] and these people: [roles]. My current files include [list of file types and examples]. Propose a folder structure that keeps source material, working files and approved outputs separate. For each folder, state its purpose, what belongs there, who owns it and a naming convention. Produce a plan only. Do not move or rename anything.
Example request. Change the details to fit your situation.Project folder plan
Project: [ ] Project owner: [ ] People who need access: [ ] Folder name: [ ] Zone (source, working or approved): [ ] Purpose in one sentence: [ ] Example file that belongs: [ ] Example file that does not belong, and where it goes instead: [ ] Owner: [ ] Naming convention: [ ] Who approves a file moving to the approved zone: [ ] What happens when an approved file needs changes: [ ] Files I hesitated over during the test sort: [ ] Purpose wording changed because of them: [ ]
Files that fit two folders
Take five real files, including awkward ones, and place each using only the written purposes. A spreadsheet of client data you edited could be source material or a working file. A draft awaiting sign-off could be working or approved. Decide how the structure handles an approved file that someone edits again. Check who else must reach each folder, and whether the naming convention still sorts sensibly after a year of files. If two people would place one file differently, rewrite the purposes.
Ask another agent to check the result
Read this folder plan and find ambiguous folders where one file could reasonably belong in two places. For each, name a specific example file, say which two folders compete, and suggest clearer purpose wording. Check drafts awaiting approval and edited copies of source material.
Test the layout on a small set
Write the structure on paper and sort ten existing files into it by hand. Note every file you hesitated over and adjust the purpose lines until the hesitation disappears. Tell everyone who shares the project where each zone lives and who may approve outputs. Then create the folders, and revisit the layout after the first few weeks of use.