Before you start creating folders, take some time to understand your team’s workflows. Creating a scalable structure and naming convention for your team will mean less maintenance work down the road. Consider:
If departments tend to lead their own projects – as opposed to company-wide initiatives – this structure is ideal. Work with managers to create subfolders that best meet each team’s needs. Marketing would have folders like Admin, Ads, Budget and Logos, while IT might have folders like Installers, Network and Inventory.
Client-based businesses (like consultancies, estate agents and law firms) typically have folders for general purpose files at the top level of their team space, as well as one for clients. Inside the clients folder, you can add a subfolder for each client, with subfolders for individual projects.
If your business has several revenue streams – sales, support and consulting, for instance – it may make sense to let them guide your folder structure. Within each type, you can choose a subfolder structure. In this example, you’ll see one project organised by year, while the other is by quarter.
Groups let you share folders with a pre-selected list of people, instantly. Set up a group for any department whose members regularly share files with each other. Groups allow you to quickly share folders with a department, rather than inviting members to join one at a time. And as new people join, adding them to groups automatically gives them access to their department’s shared folders.
Once you establish your structure and groups, communicate with your team about how files and folders should be named. Establishing an effective naming convention will make it easier for everyone find what they need, especially as the number of files in your team space grows. Here are a few tips:
Folders created in your team space are visible to everyone on the team, but that doesn’t mean everyone can access them. From the admin console, admins can add and delete individuals and groups from folders, and choose whether folders can be edited or viewed only.
After you've invited team members and they add content to the team space, here are tips to stay organised:
Here’s a folder structure inspired by examples shared by Dropbox Business customers. Blue people icons are members of the team, while grey people icons are members external to the company.