Marikondoing at work: the life-changing magic of ordering files

Some practical tips to organize our workflow when we share files with other people

“If a cluttered desk is a sign of a cluttered mind, then what does an empty desk symbolize?” A. Einstein

Einstein’s desk

Universal but customized

Each team should find their own system that suits their characteristics and needs, but surely there are some tips that can help anyone to get started.

  • Based on type: to differentiate by group activity (script, design, animation, music etc …).
  • Project-based: project centered as an umbrella for others.

Separate the waters

Third party projects are kept separate from our internal activities. Some folders are accessible only to the computer that works in an area (for example, administration), but they are all within the same root folder.

A common hierarchy

Within the Projects (for third parties) folder, we decided to organize sub-folders with the name of each client, and within each folder there are the specific projects we have with that client. It can be a one time only, or many at a time. The important thing is to maintain this criteria so that everyone finds what they are looking for easily. This same logic can be applied to whatever the type of stakeholder your team works with: other areas of your organization, end users, research teams, etc.

Water that you don’t have to drink…

We classify projects with third parties into two categories “Active” and “Active”.

Count to order

Numbering the folders helps to rank and sort a large project that has many parts. Within each one, it may also be necessary to subdivide by type of content and number them chronologically (01.Content, 02.Design, 03.Development, etc.). This also allows us to know which folder will be up when we sort alphabetically. Certain files that are transversal to all the pieces are always grouped in the root folder of the project.

To share or not to share? That is the question

If we have everything organized and we work with the same cloud service (we use Google Drive) and all parties understand how it works, it can be very useful to share the folders with external teams: clients, consultants, suppliers, or anyone that corresponds to your organization. It is practical and comfortable, and we save time and megabytes when we can simply notify you that a file was uploaded and / or share a link instead of sending it by mail (especially if they are very heavy). E-mails are sometimes hard to find again. And if everyone saves their files in local folders, the names begin to vary and we are flooded with versions of the same content.

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