‘Being organized is being in control’. Having a specific way of how to manage your clients’ files will save you a ton of time, trouble, and heartache. Time is money. Why struggle with trouble! Why have a heartache as you search for files? The objective of this blog post is to assist you with a structure for file management as you pursue graphic design.
File Management Matters
I believe that graphic designers should be in touch with their logical side. Your logical side which is the left side of your brain, helps with organization. Never be afraid to be the designer who goes the extra mile to effectively create folders, name layers and backup your files. You don’t want to search randomly using “Spotlight” on a Mac or the Search function on a PC, frantically trying to find files you know once existed, especially if your client needs it right now.
“The point of organizing your files is to make it easy to find them again.” John Siracusa, a Mac user since 1984.
Here below is how I manage my clients’ files. I learned this method from firm teachers during college who ensured we created proper folders for assignments. They made us take screenshots of folders and included the screenshots as a graded item. Now, I automatically organize my folders and files when working for a client.
Steps to Create Folders
- When managing your clients’ files, folders are your friend. Firstly, you should establish where you will primarily save your files; whether it will be on your desktop, on an external hard drive or in the cloud. I prefer to save my files directly on my MacBook and use the other options as secondary storage systems or backup. This gives me some comfort that I am in control of the original files.
- Start with a folder for your business. This separates your business files from your personal files on your computer.
- Create general folders for invoices, downloaded fonts and downloaded photoshop brushes. Add anything that is related to your business but not specific to a client. Other examples are your business logo and other branding files. I save my invoices here to ensure that I have them in a centralized location. I save them by invoice number and it is very motivating as the number of files increase in this folder.
- Command [Control]+ shift+ N to create a new folder called ‘Clients’. Then create sub-folders each named using your client name.
This is where the fun begins. - In each of your client’s folder, create these folders: Final Submission, Inspiration, Instructions, Images, Text and Working File.
Sub Folders
- Final Submission – This is the folder reserved for the final file(s) you submit to your client. You may package your InDesign file and zip it here for additional safekeeping.
- Inspiration – Here, you place anything you think could be useful for your design ( for example, internet downloads, your optional concepts sketches, images or possible colour schemes). You may not use everything you place here but this folder helps you not to lose the inspiration that may spark a direction for your design.
- Instructions – Place any instructions your clients give you here. Save it in a text format if they call. Copy and paste it in Word / Pages/ Text Edit when they email. Discourage lengthy phone calls and messages on WhatsApp or other phone apps.I find these instructions are easily forgotten as you may not remember to transfer it to your computer.
- Images – Save the actual images you will use here and keep them there, even after your project is completed, as they will be linked to your working file links panel (especially for programs like InDesign).
- Text – Simply, place the text provided by your client here for you to copy and paste into your design.
- Working File – This is where you save the InDesign, Illustrator or Photoshop working file and drafts.
Name your Files Well
It is very important to name your files properly. Make the file names short but recognizable. For revisions, use version 1, version 2 – (V1, V2). Try not to rely too much on the automatic date and time your file was created because it is easier to spot the file name.
As far as possible, name even your image files appropriately. These names will show up in your links panel and photoshop layers, which is helpful while designing as well.
Delete Downloads
Downloads can get distracting. As soon as you download a file, move it into one of the above-mentioned folders. All downloads should fit in one of these if it relates to your business or client. Delete the duplicate copy of the download that may have remained in the download folder.
Back Up
Decide on a periodic schedule to back up your files. You may backup on an external hard drive and / or in the cloud. If you use an external hard drive, please be sure to keep it well. Hard drives rarely recover from a fall and because it may not be always attached to your computer just be careful when handling it. The cloud is great as you have quick access to check up on your backed up files.
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