Why a good filing system is essential for creatives

Author:

Lisa Barnett

Lisa B our very own Head of Creative, leads our studio and produces strong, vibrant communications to tell a story and get results. Lisa loves to turn the mundane into something beautifully creative and her love of procedures and order is a great asset to the studio and ensures projects are managed with precision and clarity.

Posted:

02/07/2023

As a creative person, it can be easy to get caught up in the excitement of new ideas and projects. However, it’s important to remember that organisation is key to ensuring that your ideas are easy to follow, locate and share. That’s where a good filing system comes in.

A filing system may not seem like the most exciting thing in the world, but it can make a huge difference in your creative process. Here are a few reasons why:

It saves time:

When you have a good filing system in place, you know exactly where to find everything you need. This means you can spend less time searching for the materials you need and more time actually creating.

It reduces stress:

Creativity can be stressful enough without having to worry about losing important materials or not being able to find something when you need it. A good filing system can help alleviate this stress by ensuring everything is in its proper place.

It promotes creativity:

When you’re organised, you can focus more on your creative process and less on the logistics of it all. Knowing that everything is in order can help clear your mind and allow you to fully immerse yourself in your work.

At Glow, Lisa B, our Head of Creative is passionate (she really is) about our filing system. It ensures an efficient studio, as everyone knows where everything is; meaning anyone can dive into any project. Not only that, but each folder is labelled with a project number that is directly linked to our quoting and tracking software.

Our system outlines the following structure:

Brief folder
Here the brief is contained. This is usually a Word template that either ourselves or the client can fill in with relevant information, including where to find information, notes on design, deadlines and anything of note. We also include any reference documents in the folder that are directly linked the project.

Content folder
Here we input any text. This can be in the form or Word documents, email and PDFs. Any text that need to be included in a design or project is housed here.

Links folder
Any photos, illustrations, logos etc go in the folder.

Versions folder
We like to save lowres PDFs for our clients to review. We also save old versions of artwork, in case we ever need to go back to an older copy.

Sign off folder
Here we house our sign off forms ora copy of an email with approval in.

Final artwork folder
This one is simple. The final files go in this folder. We know any artwork in this folder has been finalised and approved by the client.

Optional extras

PO folder
Depending on client protocol, if required, we have a PO folder to house individual purchase orders per projects.

Concept/development folder
Depending on the phases the project, sometimes we include a concept or development folder. Any initial or developmental ideas are included here before being finalised.