In this blog post, I share with you why it’s soooo important to use a file-sharing platform in your business and how you can set up a simple but effective file sharing structure to organize your Google Drive.
Why Having A Cloud-Based File Sharing Platform Is Inevitable In Your Business
In today’s digital age, it is so easy to let things get super messy and unorganized. Remember the days back in school or university, where we had a separate folder for everything and color-coded all our notes?
Setting up a file-sharing system is inevitable if you want to know where to find everything the moment you need it.
I highly recommend you use a cloud-based storage system rather than saving all your files on a hard drive or your computer.
Using a cloud-based storage system not only prevents the risk of losing your data due to damaging malware or mechanical damages of the hard drive but also allows you to collaborate with team members, contractors or clients without having to email back several versions of the same document. Plus, it allows you to work across multiple devices, from smartphones and tablets to desktop computers and laptops.
Why Google Drive Is My Favorite File Sharing Platform
The most common cloud storage platforms are Google Drive, Dropbox, iCloud, OneDrive, and OneHub.
My absolute favorite is Google Drive.
It´s not only extremely user friendly, but it´s connected to all the other amazing GSuite products and services.
Part 1: Create Your Folder Structure
When it comes to organizing your files, I recommend that you create a hierarchy of folders to keep things organized and easy to find.
Since your work and business may evolve over time, we want a system that is easy to use and easy to adapt to a variety of scenarios and situations so it lasts over time.
Create Your Business Hub
The first step in creating a filing structure is to set up one central place where all your business folders, files and documents live. I usually call this the ALL TEAM folder.
This is your top tier folder which houses all the other folders. You can also just name it according to your business name or [YOUR BIZ NAME] BUSINESS HUB.
Build out master business category folders
Think of Master Categories as a high-level hierarchy of organizing your files. The goal is to make it as easy as possible to search for a certain file or document.
There are different ways of doing this, but in general master categories reflect the different areas of your business.
For example, your master categories might be:
FINANCE & ACCOUNTING
MARKETING & SALES
SERVICES & PRODUCTS
TEAM & LEADERSHIP
There is no right or wrong when it comes to how you set up the structure of your directory. The important part is that it makes sense to you and your team and that you come up with a single, consistent approach to store your files in the specific folders.
Build out subfolders for each
I suggest creating subfolders for each business category folder. We want to make the process of locating your files as quickly and effortlessly as possible.
Using the hierarchy structure from above, subfolders for the Marketing & Sales category could be:
SOCIAL MEDIA MARKETING
Part 2: Name Your Files
A common issue I see ALL my clients struggling with is finding the right document when they need it.
The solution: a consistent and clear naming convention!
I recommend you come up with a naming convention that makes sense for you, so you´ll never have issues locating any of your files. Don´t overcomplicate it here, it´s just important that it includes enough information that the file´s purpose is clear at a glance. Once you´ve decided on a suitable naming convention, make sure to apply it to already existing folders and files and write it down so you can share it with your team.
Part 3: Maintain Your System
Like with ANY system in your business, it’s important to keep your newly created GDrive organization system up-to-date.
Whenever you upload a new file, make sure you directly store it in the correct folder and apply your naming convention.
Don´t have time to set up your Drive? I GOT YOU. This organization stuff takes time that you may not have right now. The good news: this is exactly what I do for my clients and I’m more than happy to get it off your plate.
Shoot me a message via firstname.lastname@example.org and let´s chat.