Help! I’m going crazy with all the digital paperwork!
This is an issue I often see when my clients and prospects are overwhelmed with the “piles” of digital documents around them.
So, how to focus on the business and tend to the customers and clients when you have to hunt down hundreds of documents to get things done?
With folder structure.
Did you know that the typical American employee/employer spends two hours a week just trying to find papers?
Woah, that’s about a hundred hours a year!
Just take a deep breath and imagine you’re losing more than a hundred hours of productivity every year.
That’s profitability running straight out the door.
Losing money because your paperwork is not organized? It sucks.
But you can put a halt to all that disorder-craziness with a proper folder structure in place.
What is Folder Structure?
You’re working on an important deadline, when ding!, there comes a message from your colleague:
“Hey, do you have that meeting note from last month’s meeting with that fussbudget client? He is asking for something that seems out of scope, and the boss wants us to dig in and check if his request is legit.”
Uh oh. That’s a message you wouldn’t want to see.
But you did.
And, darn, there’s no escape.
Now, you’ll have to scroll through hundreds of folders and documents to find a simple record that you should’ve kept handy.
In fact, until now, it was handy. Or was it?
Well, this is why you need a folder structure.
Think of it as that binder you store all your physical documents in. It kills disorderliness and keeps everything organized on your systems.
It’s your solution to document clutter.
How To Build A Client Folder Taxonomy?
- Create a template — Have a standard folder structure template in place. When you know how to create a folder structure quickly, you’ll spend less time making it when you scale.
- Define the hierarchy — Don’t dump everything in folders. Focus on a logical progression and categorize the folders either by project, client, or department.
- Label them right — Hey, don’t rush when saving files in folders. Name everything descriptively to save time and frustration as you search later on.
- Create shortcuts –—While an efficient folder structure is your savior in most scenarios, you need shortcuts for the most commonly used folders and subfolders. But, don’t flood your system with shortcuts either. Go easy on them.
- Version and Iteration control — Create processes for storing and keeping track of versions and iterations of deliverables.
Why is Folder Structure Important?
Well, a good folder structure is crucial in various scenarios:
- When you want to find an item without wasting your time
- When you want to make your systems easier to manage and sustainable
- When you want to reduce the digital mess
- When you want to avoid the risk of people using the wrong document
- When you want to have a structured approach to manage all the deliverables and documents and enable sensible search
So, there you have it, the ultimate guide on saving time with folder structures.
Master the Skill of Folder Structure
When it comes to managing client folders, you need a folder structure that makes document search easier and folder organization better.
Level up your folder structure skills by:
- Creating a folder structure
- Using templates
- Maintaining a folder hierarchy
- Labeling files, folders, and everything in between
- Creating shortcuts
- Implementing version/iteration control
Before you get busy with creating that perfect folder structure, download this free client onboarding guide and toolkit to optimize your client onboarding process.