How To Structure Files, Folders & Documents

🗂️ How to Structure Files, Folders, and Documents in the Team's Shared Drive

🎯 Goal:

To create a clear, accessible, and organized folder structure that helps everyone find documents quickly and reduces duplication or confusion.

✅ Step-by-Step Instructions

Step 1: Open Your Team’s Shared Drive

1. Go to drive.google.com.

2. On the left panel, click ‘Shared Drives’, select your circle’s drive (e.g., IT Circle).

Step 2: Create Top-Level Folders

These represent major categories, functions, or ongoing initiatives.

Example Folder Structure:

● Projects

● Operations

● Meetings

How to do it:

1. Inside your Shared Drive, click the ‘+ New’ button (top-left).

1. Select ‘New Folder’.

1. Name it (e.g., Projects) and click Create.

1. Repeat for other top-level categories.

Step 3: Add Subfolders for Specific Context

Break down folders by year, project name, or department.

Example:

● Projects > 2025 > Website Redesign

● Meetings > 2025 > Weekly Standups

● Operations > Finance > Q1 Reports

How to do it:

1. Open a top-level folder (e.g., Projects).

2. Click ‘+ New’ and ‘New Folder’.

1. Create a folder for the year (e.g., 2025).

1. Open the ‘2025’ folder and add a new folder for a specific project (e.g., Website Redesign).

Step 4: Create and Store Files in the Right Folder

Always create files within the right folder (not in My Drive).

Example:

● Projects > 2025 > Website Redesign > Kickoff_Agenda_2025-06-01.docx

How to do it:

1. Navigate to the specific subfolder.

1. Click ‘+ New’, select the type of file you want (e.g., Google Doc, Sheet, etc.), name the file using a clear naming convention.

Step 5: Apply Naming Conventions

Use consistent naming patterns to aid search and clarity.

Suggested Format:

● YYYY-MM-DD_Description_Type Example: 2025-06-01_KickoffMeeting_Notes

Why?

a. Makes it easier to sort files.

b. Improves searchability and collaboration.

Step 6: Add a README File to Key Folders

Help teammates understand what each folder contains.

How to do it:

1. Go to a top-level or project folder (e.g., Projects), Click + New > Google Docs.

1. Name the file: README, and add:

○ Purpose of the folder

○ Key contents

○ Who manages it

○ Notes on access or naming conventions

Step 7: Set Permissions Wisely

Control access based on folder sensitivity and user roles.

Examples:

● Allow View Only for reference folders (e.g., Templates).

● Grant Editor access for collaborative folders (e.g., Projects).

● Limit access to confidential folders (e.g., HR or Finance).

How to do it:

1. Right-click a folder.

2. Click Share.

1. Add team members or groups.

• Choose access level: Viewer / Commenter / Editor / Manager.