10 Project Management Folder Structure Best Practices

Project management can be a daunting task, especially if you’re working on a large project with a lot of moving parts. One way to stay organized and on top of things is to create a project management folder structure that will help you keep track of all the different aspects of your project.

In this article, we’ll share 10 project management folder structure best practices that will help you stay organized and on track. By following these best practices, you’ll be able to create a folder structure that will work for you and your team.

1. Create a master folder

A master folder helps you keep all your project files organized in one place. It also allows you to share the entire project with other team members easily. All they need is the link to the master folder, and they can access all the project files.

Creating a master folder also makes it easier to track changes. You can see who made what changes and when. This is especially useful when multiple people are working on the same project.

To create a master folder, simply create a new folder and name it “master.” Then, add all the project files to this folder.

2. Use subfolders for each project phase

When a project is divided into phases, each with its own subfolder, it’s easier to keep track of what needs to be done and when. Plus, it helps team members stay organized and on track. By having all the project files in one place, they can quickly find what they need without having to search through a bunch of different folders.

This also makes it easier to share project files with clients or other stakeholders. They can simply be given access to the relevant phase folder, rather than the entire project folder.

Finally, using subfolders for each project phase can help you save time and money. When you’re able to reuse files from previous phases, you don’t have to waste time and money recreating them.

3. Add folders for documents and deliverables

When a project is underway, there are bound to be a lot of documents and deliverables generated. If these aren’t properly organized from the start, it can quickly become a chaotic mess. By adding folders specifically for documents and deliverables, you can ensure that everything is kept tidy and easy to find.

Not only will this make your life easier as the project manager, but it will also be appreciated by everyone else involved in the project. After all, no one wants to waste time sifting through a pile of unorganized files.

So, next time you’re setting up a project management folder structure, be sure to add folders for documents and deliverables. Your future self will thank you!

4. Include a folder for meeting notes

Meeting notes are important for a number of reasons. They provide a record of what was discussed, what decisions were made, and what action items were assigned. They also help to ensure that everyone is on the same page and aware of the project’s current status.

Having a dedicated folder for meeting notes helps to keep them organized and easy to find. It also makes it more likely that they will be reviewed and used, as opposed to being filed away and forgotten.

5. Create a folder for your project schedule

Your project schedule is the backbone of your project. It’s what you use to track progress, identify risks and issues, and ultimately keep your project on track.

Creating a dedicated folder for your project schedule ensures that it’s always easy to find, and it also helps to keep your other project files organized.

A good project management folder structure will also include folders for your project documentation, project files, and project communications.

6. Organize files by date, name or type

When files are organized by date, it’s easy to find the most recent versions of documents. This is especially important for project managers who are working on multiple projects at the same time.

Organizing files by name or type makes it easier to find specific types of documents. For example, if you’re looking for all of the meeting minutes from a project, you can easily find them if they’re all in one folder.

Finally, organizing files by date, name or type helps to keep your project folders tidy and organized. This makes it easier to find what you’re looking for and prevents you from accidentally deleting or overwriting files.

7. Keep team member contact information in one place

When working on a project, there are often many moving parts and people involved. In order to keep everyone organized and on the same page, it’s important to have a central place where team member contact information is stored. This way, if someone needs to get in touch with another team member, they know exactly where to look.

A good place to store team member contact information is in a file called “team-contacts.txt” or something similar. This file should be kept in the root directory of the project so that it’s easily accessible to everyone.

Inside this file, you should include the name, email address, and phone number for each team member. You may also want to include other relevant information such as their role on the project, what time zone they’re in, and how to best reach them (e.g., via email, phone, Slack, etc.).

8. Back up all of your data regularly

Your project management folder is the central location for all of your project data. If something happens to your computer, or if you accidentally delete a file, you could lose everything.

Backing up your data regularly means that you can restore it if something goes wrong. There are many different ways to back up your data, including using an external hard drive or cloud storage service.

Whichever method you choose, make sure that you back up your data regularly, so you don’t lose anything important.

9. Share the right files with the right people

If you share too many files with people who don’t need them, it can lead to confusion and frustration. On the other hand, if you don’t share enough files with people who do need them, it can lead to delays and rework.

The key is to strike a balance. Share the minimum number of files necessary with each person or group, and make sure everyone has access to the files they need.

Here are some tips for sharing files:

– Use file permissions to control who can see and edit each file.
– Create separate folders for different types of files (e.g., design files, code files, etc.).
– Use descriptive names for files and folders so people can easily find what they’re looking for.
– Keep the project management folder structure simple and easy to navigate.

10. Archive completed projects

When a project is completed, it’s important to move it out of the way so that it doesn’t clutter up your active projects. But you also don’t want to delete it entirely in case you need to refer back to it later.

The best solution is to create an archive folder for completed projects. That way, they’re still accessible if you need them, but they’re not getting in the way of your current work.