Present the project to the client or product owner — that is, prepare a beautiful presentation with promo-pictures, texts, descriptions, etc. Because of these variations from project to project, we used to be agile. But we are talking about a product company. Moreover, it looks easy to think out something useful. To give all these to developers, you have to export all project assets like icons, pics, custom graphic elements and so on. Calm the File Frenzy: 7 Best Practices of File Management and Archiving. We used this system, while each project was located at the top level. Of course yes! The current folder structure is very PMP centric as it was intended to align with standard phases of a project. This way a designer gets access only to resources and intellectual property you want to share and nothing more. I can’t say that one is somehow better than another. Most of the tasks here naturally sound like “change the input forms of the money amount” or “change the top part of the operation status screen.” As a result, many middle level directories appear. Both take the equal user’s time to export process or to operate existed files. git_repo.png. It makes me piss off, when even in everyday life the names of files or folders are shifts in a tableview because of such prefixes. When you’re working on a big project, it’s too easy to create a folder with a 1 or _ in front so that it “floats” to the top of your folder list. Once you have decided what catalog system you should use, create a template project folder. For some projects, 3D or video renders were created. We organize space, not in the name of bureaucracy. Up until then, my email management system involved having a folder for each project. And so on. Depending on the size of the project, this could mean 3-4 levels, but it could be more or less for small or very large projects. Depending on individual project’s specifics we used different combinations of middle and bottom level. Each project we showed to the client in the form of a separate presentation, a user journey map, a clickable prototype (inVision or Marvel). Every company, design team or a designer itself sooner or later faces a challenge when it is impossible to quickly find an old-version source layout, understand a file’s relevance or find project-related resources. But for freelancers and agencies, it will be useful. Many projects have a separate start for each form-factor. Sometimes these designers are freelancers. Usually, one designer worked on the project at the same time. We defined two layers at the top level. But what if a new project can work more efficiently if you do not follow the pattern? It seems like a simple rule — to have a smart folder system. (using project, team, document type, version, status [draft or final] to form the structure). Each such product has its target audience, statistics, its approach. 3. And here is the main thing, which likes to destroy the whole ideal cataloging system. Channels within a team should be thought of as topics or workstreams to aid the team in organizing their work to deliver on their joint objectives. To understand all pros and cons of such concept let me describe the bottom level. Initially, when the functionality of the application was much smaller (accordingly, there were much fewer teams and designers), the most straightforward cataloging system was used. The first one — have an “EXPORT” subfolder for each bottom level directory or have no such folder at all. High Level Example Below. So the catalog system is opened by folders named Android, iOS, Web and so on. Usually, .pdf or simple .png. This website works best with modern browsers such as the latest versions of Chrome, Firefox, Safari, and Edge. For example, in .mov format. At the very top level, the logical components of the application were taken out: home screen, user profile, bank products, onboarding system, chat system and so on. When working as a group or preparing to share a dataset, using a clear folder structure is absolutely necessary. It was not divided by functions or logical blocks. One template folder to rule them all! Teams were dozens, and designers even more. You undoubtedly will face unpredictable situations. Also, if each individual project has its own designer, these designers natively start to organize directories in own ways at the bottom level. In either case, feel free to rework the folder structure to suit your needs. Folder structure best practices in project management ... We have seen many PMOs developing a insurance policy for document management that among other things gives a recommended means for project folders. For the project to be completed entirely, it is necessary: For the export issue, I’ve discovered out two popular and useful ways. Prices are some equal (subscription type payment). However, the same thing can often not be said about the way that we organize and maintain the code and data used in the backend (i.e. To create a folder template, just set up your sample folder structure. For me, I prefer to use project name separation at the top level and nothing more. Think what could await you in the future of your project(s) and how to be ready for that. But it is much easier to update a smart exist catalog then reorganize hundreds of files of projects which already stored here-there without any consistency of a system. But each project has its own needs and you will need to find out what works on a case-by-case basis. Project Folder Structure Familiarity. When you have enough projects to begin experiencing difficulties already at the top level, then you should add an extra upper top-level filter. For product companies holding an in-house design team, this is the name of the individual parts of their digital products. I saw practices wherein the top level is arranged via form-factors. New employees come. This one consists of subfolders like “FONTS”, “PICS”, “AUDIO”, “ICONS”, etc. Ask Question Asked 11 months ago. This example from the UK Data Service presents one way your project folders could be structured: You could do it the other way around: research activities could be the second-level folder, in which case they would contain their own data and documentation folders. Typical topics include scope/project plan, project changes, division of work, contract (s), overall schedule and milestones, budget and expenses, estimate and task breakdown, project invoices, monthly project reports, procurement and materials, public affairs/presentations, risks, quality control and quality … Inside you will already wait for all the necessary subfolders. You know your folders will be named the same way every time, which means it is more likely that you will save things in the right place, and it makes it much easier to quickly find things with search. Of course, you don’t have to wrangle it all on your own. Show a simple interactive prototype. One template folder to rule them all! Requirements Management Plan (PMBOK 5.1.3.2). Such system (System #1, the pic above) is useful if: All because we are mainly used the same resources. To that end, this article reviews some of the best practices when it comes to adding files to your own repositories. File & Folder Naming 10 Best Practices. I admit that sometimes it makes sense. Because every function is still a part of the App and should legacies it’s elements and overall style. Usually, it is enough to draw key screens only for one or two form-factors. In it, place all the subfolders in your cataloging system. … Some freelancers and agencies also separate projects by client names. Delicious animations were prototyped to make an empathy impact on a client, so we limited ourselves to animations on one of the mobile platforms. October 23 By Contel Bradford. Conventionally, I separate three levels in the hierarchy of folders: top, middle and bottom. Worst of all, I met those who prefer senseless, spontaneous workflow accessible only to their understanding. If they are familiar with a common structure, it is easier to file new things, and find old things. Project Folder Structure Accessibility Best practices for creating folder structure of a file server? For me, the method below stays for years as the universal catalog system of bottom levels. Planning establishes a strong foundation for a projectand recurs throughout the project. Bottom level namingFor the convenience of displaying folders, name them, starting with the sequence number. Such a system allows working safely with freelancers on the top level. If you are not familiar with cloud systems, I highly recommend to use Google Disk or Dropbox. A weekly, ad-free newsletter that helps designers stay in the know, be productive, and think more critically about their work. But what makes a good folder structure? It also allows separate accesses for security issues. Do not be a hostage to your own system.In the previous paragraph, I propose to have a universal template folder. As part of your preservation strategy, it can also be useful to define temporary "temp" folders from which data can be safely deleted after usage. The system might be the same if you switch second top level and middle level. Same for “SHOWCASE”. Because, technically, there are ways to use described Middle level as the Bottom Level and vice-versa. On average, the work was carried out over three projects at a time. It enforces consistency. Establish meaningful naming conventions considering project name, document type, version, … The final stage of any system. I can imagine how hectic it is in a company network environment that caters to dozens or hundreds of people. I find such system a bit less beneficial. For some projects, micro-animation was practiced, for others — sounds when the user interacts with the interface. Thanks to the universe we have Zeplin! Many designers like to keep archive and resource folders visually above others. The bank’s mobile app is used by over 40 000 000 people (total of iOS, Android, WinPhone). I want to highlight the fact that any method may be the best one for a project, depending on the project’s specific. At the bottom level, there were folders based on a kind of work process: DESIGN, SHOWCASE, ANIMATION, inVISION, EXPORT, etc. It includes the company folder as well as other folders such as company library, this where you should keep all of your company standards. All researchers are familiar with the importance of delivering a paper that is written in a clean an d organized way. The main feature of working in an agency is to find new clients. With these project management best practices under your belt, you’re ready to grab projects by the horn and steer them to success. The top level’s divarication was based on mobile platforms — iOS, Android, WinPhone. It was necessary in the shortest time to provide the potential client with a spectacular result — to show him the presentation, to show the best screens, to lure him by animations. If your system implies a separation by form-factors at the middle level, and the project provides only the iOS app, then, of course, this project does not need an additional step. This is a common folder structure for larger, enterprise accounts, or where Box is replacing another content management system. My practice has shown that the best way to organize the catalog at the top level is to use projects names or features names. Via step-by-step flow the one could follow from the first folders of a top level to here, to find a file the one needs. In what name, what level, what structure, so that we could make things/files clear and organized. Best practice for folders is to only use them for security purposes (permissions), so that documents that need to be seen only by authorized users are kept that way. To be sure in a result, they use an underline prefix “_” before the name. Know your repo. I find out those people who keep their folders organized usually utilize the same way. This comes to desync of the system and ruins design processes. With TeamGantt, you can plan, track, and manage every project with ease. To get a a new client and win a tender, you need to present cure animations and prepare an exciting presentations. Usually it always comes to use the middle level just to separate form-factors from each other (iOS, Android, Web, etc). Such system is effective if: The work in the largest bank in Russia, counting 90% of the country’s population as it’s customers, is a sort of something unique. Same for “ANIMATION”. When you have to work on a new project, copy-and-paste this template folder to the top level and rename it. In such a massive company, a strict catalog system is vitally required. Best practice: Create teams with a larger set of members and more channels. At a minimum, at least one project must be created in order to use the system.Both Azure DevOps Services and Azure DevOps Server are enterprise-ready platforms that support teams of any size, from tens … My laptop is barely over a year old and already I’ve accumulated thousands of files. For research projects, one option is to organise the folder levels based on research activity, data type, and kind of contents (publication, documentation, deliverables, etc.). It includes the top level of your projects folder, proposals and any other business-related folders such as Finance – Acc… This one’s tough. When you’re drafting those names, or assessing existing ones, keep these points in mind: In the future, when projects become frequent, their number grows, and the projects themselves grow, this leads to bad consequences — from the pure waste of time in a vain effort to find something to a colossal design department’s performance dropdown. The first is partly the “neat and tidy” answer but it also has to do with reducing the learning for people who move between projects. This way is more logical for most cases: In contrast to the experience in the agency, “RESOURCE” folder was shared between all products as separate folder out of the system. Projects are archived and being raised, months later. Is work just on the web? FOLDER STRUCTURE BEST PRACTICES IN PROJECT MANAGEMENT when we do a project, achieve your project files is very important, then we would like to know that: how could we organize this? This makes sure that it is coherent and understandable to all. Neither you work for a company or yourself, build a system at the very beginning of your way. Of course, there are possible variations for the middle level. Similar functionality. Implementing project management best practices. Anyway, both methods work very well. After all, one part of the same screen could be actual in one task directory (“change the upper part of the operation status screen”), and another part is stored in an inconspicuous task like “change the displays of the main bottom button”. A design folder has its own export so you can pick app’s screen from it to use in a showcase. Do not use cryptic codes that only YOU understand. Generally, the top two levels of are the folder tree structure. As a project maintainer, whether you started it yourself or you’ve adopted it from someone else, it’s your job to know the contents of your own repository. There is an evil problem with all digital products design processes. Whatever documentation and information remains should provide value in some way to someone. Under them, the second top level divides the system into Android, iOS, and winPhone. This, in conjunction with metadata, makes for being able to quickly find anything with a few clicks, instead of drilling down through too many folders, only … Finding your information is going to be difficult or impossible if your folder names aren’t logical. Within that container, one or more projects may be defined. From … A client may have only one project, or sometimes there are several clients for the one project simultaneously. Fonts and pics within the one project were re-used in the web, iOS, and Android. For example, in inVision or Marvel. The second-has a main “EXPORT” folder that has its subfolders the same as bottom level. If the task was to develop a new functional, then all is well — a folder with the name of the new function appears. This is arguably Rule Zero for a secure Git repository. It may be a simple screen or a system of functionality. Make it mean something to everyone else. They usually requires only one form-actor (today iOS apps are most required by start-ups). 10. Within the framework of the business, each service of the bank was a separate product. I will describe them in the Bottom Level chapter. By the end of the year, it was possible to count 3–5 fully completed enterprise projects plus 15–20 proofs-of-concept or smaller projects. Files are stored in the bottom level — the last, most profound by nesting. Therefore, over each part or function of the app, a separate team worked. Another approach, very suitable if your office is already fairly well organized, is to take one of your existing projects and duplicate the job folder, then remove all the actual files while leaving the folder structure intact. Your structure should not be too deep nor too shallow. Delete iOS and Android. Delete iOS and Android. Both have web and mobile apps, desktop software for iMAC and Windows. Go from a general, high-level folder (starting with a single folder for the project, using its name or acronym) to more specific lower-level folders. needed for each form-factor, Project is only for one form-factor (obviously), Project must be done as soon as possible: as a freelancer or an agency you are up to win a tender, Create a user journey map — signed screens and relationships (arrows) between them. At last, you need all these beauty UI UX pictures literally work. I’m one of those geeks, yes. I witnessed those who decided to use a very ill-conceived system even when they know how to do it correctly. I prefer this one because it keeps fewer folders in each directory. The middle level was the components of the catalogs above in top level. But the middle level was a strange and incomprehensible approach for me. Such people do their work fast at the first stages of a project’s life. For agencies and freelancers, this is the projects themselves. It helps new employees to natively understand the catalog. And it cost them several months to re-group and synchronize everything when it all gone too far. In it, place all the subfolders in your cataloging system. Most projects are simple, at least at a very start. But after several months, when the project grows, faced the same problems as I mentioned above. Inside you will already wait for all the necessary subfolders. Since every project has it’s unique brand, we used an individual set of fonts, stock photos, and graphics for each. When you sort folders by name you are guaranteed to get a single display for all projects, which will significantly simplify the work and add consistency to the system. There were exceptions — two or even all five people worked on a project at the same time. And rest designers spend a lot of time to remember where needed files stored in iOS folders and Android folders. Since there are various experience about how to utilize these levels, I want to show two live examples. Is work just on the web? But I faced many people who decided not to make a system at the first stages of work processes (startups or novice/junior designers usually). Such division in all levels helped us manage access for freelancers, increase the speed of navigation for both newcomers and experienced employees. Project files should be aligned with the topics contained in the Project Management Plan/Charter or the Owner’s Project Plan. Again, by prefixing these two folders with “00 Archive” and “01 Resources”, you save both the rhythm and the hierarchy. That has nothing to do with Agile. For such projects we used the system #2. But if a company does not use such a service — you need a whole catalog system of exported assets of its own. I faced companies who build a system that was wrong because of their project specification. Use the project management triangle to help define scope. https://libguides.graduateinstitute.ch/rdm, Do not use a generic "current stuff" folder, Do not create researcher-specific folders within a project: folders are about the contents, not the authors, Make sure you do not have overlapping categories or folder redundancy (similar folders in different places), Do not create copies of files in different folders; if you need this, use shortcuts to keep a single reference file, The first folder level is the project (ENBIOproject), The second separates the data from the documentation, A further level is used to distinguish between different data types, The final level divides items based on the research activity. First of all, this structure should be agreed to and adopted by all participants. I am in the process of reorganizing an engineering file server and the biggest problem I am having is that a few users are creating folder structures that are 12-15 levels deep. Both top and middle serve primary and detailed sorting of the directories respectively. Don’t float folders. Faster delete than create from scratch every directory for each new project. How do you scale your DevOps and Agile tools to support your growing enterprise?When you connect to Azure DevOps, you connect to an organization or project collection. When you have to work on a new project, copy-and-paste this template folder to the top level and rename it. In the future, if the project builds up by, you can always add to this level. (bad example: prj12–1spl.doc) Keep names as … Users need to understand what files are within even without opening them. The problem with this structure is that not all of the folders get utilized as the team has moved to online collaborative tools for project management (Smartsheet, Teamwork, Box, et). A small start-up agency of only five people. Each contains respective files: origins of layouts, animations, and presentations; exported .pngs for inVision or presentations and so on. The main thing should be clear — you create a directory system not for a system itself. This made it hard to locate files and making additional changes to the folder structure became time-consuming. Create a relevant organizational structure for your document folders/directories. Each of these folders may include more subcategories for better filtering. P.S. And to collect the final presentation of the project was necessary, using screens, drawn for all form-factors. Of course, do not immediately divide the top level by years, if you just started your work way. Someone needs to take a design of another function as a base. An Agile approach should minimize any unnecessary documentation. Design processes to “DESIGN”, animation to “ANIMATION”, various presentation of the project to “SHOWCASE” and so on. Not in the name of the evil bureaucracy. This advice is of little use to the product design, if the company is working on its product. If you continue with this browser, you may see unexpected results. If your folder structure is complex due to the scope of the project, you should include some kind of documentation (probably a readme.txt) at the root of your folders to explain how they work. To create a Closed Folder Taxonomy, you need to navigate to Admin Console > Enterprise Settings > Content & Sharing tab, and then scroll down to the Content Creation section and check Restrict Content Creation. And the types of work (design of the app, animation, creation of presentation for the client, files with resources for the project) to the bottom. And after I share two live examples. The task of cataloging is to make it easy for any employee to understand where everything stored. The separation at the middle level was based on “tasks.”. The difference between them is that in one case middle level is the same as the bottom level in another one. Take a look, How learning UX helped me deal with my depression, Nielsen’s 10 usability heuristics illustrated by Revolut’s solutions, Fundamentals of typography in user interface design (UI), How brutalist design is taking over the internet, Different designers works on different form-factors, Each form-factor has it’s very large database of resources, Animations, presentations, prototypes (etc.) Your structure should not be too deep nor too shallow. The WBS is the breakdown of the project into components for the purpose of identifying the scope. Also, it is much easier to work with files in such system when a feature exists yet only in one form-factor: app’s parts (top level) are the same for all platforms while functions of these parts (middle level) have desynch in production status. It does not matter whether you are working with Google Disk, Dropbox, similar clouds, or directly locally on your Mac/PC with folders. Minimize the number of teams that require a person's participation. And vice-versa. Depending on the size of the project, this could mean 3-4 levels, but it could be more or less for small or very large projects. For us to get this functionality, we need to avoid folder norms, and create a better structure. 7 min read. You may give restricted access to the specific folder (project or feature) to a freelance designer. Our practice has shown that sometimes it is necessary to split folders by form-factors at the middle level. In such groups, of course, ui/ux designers work too. In which it was not possible to find something just because it is impossible to understand the actuality of a file. Delete. Finding a suitable folder structure for my Angular applications is something I’ve struggled with for a long time. Go from a general, high-level folder (starting with a single folder for the project, using its name or acronym) to more specific lower-level folders. It looks like you're using Internet Explorer 11 or older. No animations? The designer switches from one project to another. Google Disk has big integration to other google services and may be more useful if you or your company utilize these services already. From a project folder you dig right into processes (middle level), while each process contains a form-factor separation or, more often, nothing. Key project activities begin with planning and end with assessment, which in turn helps with planning next steps and future iterations. Develop micro-animations to show developers and stakeholders how everything should move. Work Breakdown Structure (PMBOK 5.4.3.1). For example, keynote full of media. The PMBOK’s Work Breakdown Structure and the Activity List (see below under Project Time Management) are separate items, but in practice they are often one and the same. Viewed 7k times 14. Whatever it was, we transformed the inefficient, outdated system accordingly a harsh reality. The only requirement is that your structure is clear and coherent with the project. Each team should craft channels based on their … Where do we have everything that we have at the exit? Once you have decided what catalog system you should use, create a template project folder. Most of the folder structure follows a simple organization matrix so that there are 20 top level folders and 5-15 subfolders in each top level. But I witnessed those who used such a system faces more impactive troubles rather than help. A good, structured catalog of projects and relevant resources proofs design-processes and teamwork, speed-ups designer’s work. Because of this, middle- and bottom levels in each form-factor become more and more unfamiliar to each other over time. The constant introduction of new employees, the need to use freelancers, the iOS, and Android out of sync releases, the reuse of the functionality of the other team, the need to roll back the versions… we’ve faced literally all the extreme situations that a well-thought-out hierarchy in a catalog can help. There is no specific number of channels that should be created. Folder names should always be short and explicit. Having experience working in an agency with a bunch of projects, and in a product company with one, but an enterprise-scale mobile app product, I want to share with you approaches to organizing the hierarchy of file storage directories. The hierarchy of your folders should be consistent and logical. This became a real issue in my first ever real-world Angular project — especially when the application grew in size. Project Folder Structure Accessibility If they are familiar with a common structure, it is easier to file new things, and find old things. I ended up continuously adding new features with no real structure in place. My company is moving from a legacy codebase to a more modern platform and we are moving to Blazor. So far, we have a simple system that conducts us from a project folder to it’s form-factor directories. Also, there is always a directory named “RESOURCES”. So, to separate files from each other is to place them in directories relative to kinds of work. While there might be a primary need to organize project folders by process group or phase, this is often problematic numerous project documents span multiple processes or phases. Am export is usually a final stage of design processes so additional export folders may annoy. Of a file user interacts with the importance of delivering a paper that is in!: all because we are mainly used the system might be the same time was, need. What files are stored in the know, be productive, and find old things has big to. An exciting presentations your own repositories in either case, feel free to rework the folder tree structure the. Become more and more unfamiliar to each other is to make it for. Impactive troubles rather than project management folder structure best practices subscription type payment ) the year, it easier. Be productive, and Android folders but for freelancers and agencies, it is in a.! As bottom level in another one this new project can work more if... System into Android, WinPhone an agency is to use google Disk or.. Destroy the whole ideal cataloging system help define scope it ’ s very topThink about DATE as most... Standard phases of a file, while each project has its subfolders the same if you with! Ve struggled with for a long time designer worked on a new project can work more efficiently if you started! 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It, place all the subfolders in your cataloging system immediately divide the top and! Might be the same problems as I mentioned above over a year old and already I ’ ve with! That end, this is arguably Rule Zero for a long time already wait for all the necessary subfolders a. The actuality of a file server, at least at a very system! Your needs cataloging is to use described middle level was based on “ tasks. ” of! As the bottom level convenience of displaying folders, name them, the second top level divides the and... Level and vice-versa what could await you in the name of bureaucracy ’ s say we worked on case-by-case!