Example Folder Structure

Example Folder Structure: Example Folder Structure Document

Operations

• Equipment Docs
• Field Docs
• Inventory Management
• Pesticide Records
• Safety
• SDS Sheets
• Training
• Vehicle Docs

Admin

• Accounting
• Client Files
• HR
• Notification Flyers
• Office Supplies
• Org Docs
• Subcontractors
• Training
• Vendors

Marketing

• Graphics
• Music
• Photos
• PR
• Social Media
• Videos

Sales

• Lead Lists
• Multi-Family
• Powerpoints
• Price Lists
• Quotes Archive
• Reference Documents
• Training
• Tradeshows

Guide:

1. Determine which main folder the document belongs in –
   1. Operations
      1. Will the operations manager/technicians refer frequently to this document?
      2. Does it relate to the shop, vehicles, equipment, inventory?
   2. Admin
      1. Will the admin manager/office staff refer frequently to this document?
      2. Does it relate to customers, HR, office, A/P, A/R?
      3. Is it an office supply or some kind?
   3. Marketing
      1. Will the marketing director/designers refer frequently to this document?
      2. Is it something we can use for a marketing piece? Before/After photo etc
      3. Is it related to design?
   4. Sales
      1. Will the sales staff refer frequently to this document?
      2. Is this document key to selling a job, rather than getting a lead?
      3. Does it relate to business development?
2. Determine the sub folder the document belongs in
   1. Try to avoid creating new folders if possible
   2. If you have to create a new folder, try to name it in a way that will allow more documents of the same kind to be saved inside of it
   3. Do not leave a file in the main core folder above, always save inside a subfolder
   4. Ask “Which folder is MOST descriptive of the document”
3. Determine how to name the document
   1. Capitalization
   2. Only use dates if it is necessary to quickly reference the date; e.g –
      1. JV Employee Review 12-14-16
      2. Use date format:  mm-dd-yy