How To Organize Your Business Files

When I first started my online business, it was supposed to just be an ebook. So, there weren’t many files. Just a pdf, a graphic and that was pretty much it.

But, as the months went on, I built an ecourse. That meant 30 videos, 100 photos, multiple word docs...you get the drift. As my business grew, my files literally exploded. Before I knew it, my harddrive was full!

Now, another thing you should really know about me is that I have an overly-prepared Dad who works in television. I grew up editing, cutting up storyboards and organizing scripts. So, talk about organized - he taught me to keep my paperwork in order and to always store important files in multiple locations!

That's why I wanted to talk to you about this. Over the past two years I think I’ve found an incredibly successful system and I want you to feel just as empowered as I do!


STEP ONE: What are the aspects of your business?


It’s really important to build your business organization around your business structure. I remember trying to base my folders after someone I watched on YouTube, but it was a disaster. I never knew where anything was!

So, sit down with a pen and paper and figure out exactly what kind of folders you need to represent your business.

Here’s some inspiration:

  • Legal

  • Financial

  • Promotion {inside are blogs, podcasts, fb group, etc}

  • Products {inside are courses, mastermind, classes, etc}

  • Brand {photos + videos}

  • Publicity

  • Team

These are just a few ideas to get you started.

But what I want you to take away from this exercise is feeling 100% comfortable and confident in how you’ve structured your files so you can find things...easily. It has to make sense for you.


STEP TWO: Always store in 2 locations


This is the prepper in me, but I’m so glad I’m obsessive in this way. I can’t tell you how many fellow entrepreneurs I’ve met who have had everything go up in a puff of smoke. Whether it’s their harddrive, website or email...things happen.

A computer crashes, a server goes down, an alligator needs to be wrestled....it happens.

So, all we can do is be prepared to our upmost. For me, that means always storing vital items in two locations. Let me explain.

First, I am going to blow your mind with an absolutely incredible software that has changed the game for me.

GSUITE.

Nope, not google drive...Gsuite.

Here’s the difference:

  • Google Drive is available to everyone similar to dropbox where, yes, you can store files and yes, your price will increase as your materials stored do. {similar to dropbox}
  • Gsuite is available only to businesses engineered to be an online “suite” for your business needs. After signing up with your unique url, it’s the hub where you can access gmail, doc, spreadsheets, drive...you get the picture. And all for a flat rate per user, meaning the number of staff on your team.

Are you hearing what I’m saying here? You can get all of your files online with GSuite without paying an arm and a leg. I personally pay $9.99 a month and have more video files up there than I can even describe. Probably around 2 tb full.

Get Gsuite.

 

But what about the other storage option? Remember I said to back things up in 2 locations?

The second location I recommend is an external harddrive. 4 tb is best {which is about $100}. You need to have all of your files available on a private harddrive in case online servers crash.

*gasp* this could never happen with google, right? Lol

It absolutely can. Just like Macs were the unhackable, no viruses allowed system, they eventually got hacked. So did yahoo, aol, and yes, gmail. Our go-to line of this blog? It happens!

So, by having all of your work backed up onto an external harddrive, you’re protected.
 


STEP THREE: BETTER SAFE THAN SORRY


Trust me, the peace of mind this brings alone is completely worth it.

As I type this, I’m at the local coffee shop using GSuite through wifi and it rocks. And I know this Friday which is my housekeeping day, I’ll be backing up this week’s work onto my harddrive.

And I’ll sleep peacefully!

Your files need to be organized to keep your thinking process clear and focused. And your files need double insurance so you can feel peace of mind!

Did you love these tips? Great! That means you’ll absolutely fall in love with the upcoming Visibility Summit: Systems Mastery! Click below

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