in this video we're going to talk about how to properly organize your google drive files for your small business so you can stress less and have more [Music] success what's up everyone welcome back to another so-called video or if you're new here welcome to the sogo channel it's so good to have you and thank you for watching today my name is tommy with so good marketing and we're all about helping you with your social media marketing for your business and if you're watching today and you just want to get straight to the point for free to skip ahead or you can look down in the description below for a link for a infographic pdf that we have provided that will show you the file and folder system that we use or if you want to take a deeper dive and understand the logic behind how we structured our file and photo photosystem and google drive then keep on watching i want to get you into the right mind frame before we get started and that is the organized mindset before we get into the nitty-gritty into how we're going to organize our files so let's take a clothing company for example if let's say you're you're a clothing company and as a clothing company how are you going to organize or divide up your inventory right you have typically you'll have tops bottoms sneakers and then from there you can break it down even further so let's start at tops tops can be short sleeve long sleeve and hoodies now you go to bottoms that can be shorts swim trunks and jeans the next you have shoes and that can be sandals sneakers and dress shoes right so now you begin to understand how we're gonna go through this organization you actually have to kind of reverse engineer your thinking and go and go from big to small or from general to detailed instead of starting small and then going big so that's how we're going to tackle this with organizing our files and so right now i'm going to transfer you over to the big screen and we'll get started all right as i go into our google drive i want you to think about the main components of your business or of a business in general what are the main components okay so when you think of the main components of your business you'll think of you know the business side of things business operations development you'll think of clients your services that you provide your team your marketing sales etc etc so here at soulgold as you can see this is kind of our main component are the main components of our business and our goal here was just to really just keep it simple so let's go ahead and just dive right on in so we have four to five different components here on our google drive for so gold so we have archive business clients marketing sales and team archive that's gonna be files that we haven't touched in six months and we don't plan on touching them in three months we don't plan on using it in three months right so we'll put that in the archive next you have business so anything business related will go in here operations development that will go into that folder then you have clients anything client related client work that's going to go into this folder and now you have marketing and sales you can separate that as two folders or one does not matter that is up to you then you have team your team anything that's relevant to your team those files will go in here so i won't dive into the archive but let's go ahead and just dive into the business folder so in the business folder again we broke it down even more four to five different components so under business we have business development business operations contracts financials and legal so what i'll do is actually dive into these folders as well to give you even a further breakdown so under business development or anything that we're planning for the business our business goals ideas research and development that we do and then any project initiatives that we are working on so really that's all we have for business development going back out let's look at business operations i'm not going to dive into it but i'll talk about it real quick this business operations is essentially anything that you need to keep your business running whether that's your overhead stuff like rent your um your business insurance things like that right anything that need that you need to keep your business operating and then contracts let's go ahead and just dive into contracts real quick so under contracts we have our 1099 independent contractors we have our client contracts we have contract templates so we don't have to drop up a brand new contract every single time and keep it consistent it's more professional that way right and then you have your employee contracts and then we also have w9s in here that we send to everyone that we work with and then from there we can go into financials we'll dig into this one real quick as well so financials again to keep it real basic we just organize it year by year from 2016 to 2020 we've been in business for 20 years and you know as simple as that and then within each order each year you know we have our tax stuff we have all of our financial numbers things like that right you have payroll documents and then we have templates um our budget templates our quarterly budget templates or your cash flow statements things like that there's a lot of software now that already provide you those templates for free that come with the software which is great and we also have a tax checklist which i i love using during tax season just because it helps me just stay on track and that's something that was just provided by our cpa all right coming back out into the business folder and we have legal um that's just all your legal stuff right so let's take a look real quick you have you know california state things you know workplace compliance posters internal legal stuff and then we have our irs legal stuff so that's basically the main gist of it um for those files so let's back out all the way to the social drive so now let's dive into clients let's go ahead and go into the folder so clients again we break it down even further me four to five five to six different folders so we have project labs here and i like having this folder because this lets me know if i put anything in this folder all the files can be seen by everyone on our team and possibly even clients depending on how much access we give the client in order in order if they want to see like an edit like to see the editorial calendar or to see the content that we are creating for them so that's project collabs which is great to have then you have your active and non-active client folders processes and checklists i love this folder as well just to keep us consistent with our workflow on how we onboard clients and etc right here we have questionnaires this is what we send to our clients questionnaires for them to answer questions and they have services this is to help us understand what services that we're providing and what's included with each service so this is always a good thing to have and then when you're do when when you have processes or when you have things that you do over and over it's always good to write those processes down or the services that you provide so you can always stay consistent with your work and with you know how you run your business and then from there let's go into marketing and sales so marketing and sales i've actually have it broken down to three different areas branding marketing and sales won't get too much into branding um i'm sure you know some of you may understand that and some of you may not if you don't know what branding is please look into it so we have a branding folder we'll dive into the marketing folder again it's broken down uh a little bit more gets a little bit more detail so this shows kind of all the marketing aerials where we are putting efforts into right brand marketing content marketing their email marketing network paid advertising social media marketing and then you have web marketing so we just broke it down there so when we're you know working on a certain effort for you know and marketing we can easily find it right if we're working on email campaigns we know it can be in email marketing or maybe we're doing some networking we have maybe events and things you know that's relevant to that and of course social media marketing anything that we do for social media will go here and then let's back out one more sales this is a pretty straightforward one you have your funnels the pricing of our services project agreements or proposal and agreement templates and then training sales training itself so as we're building our sales team we want to make sure they're equipped with the proper tools and proper information in order to be able to close a sale and that's pretty much it for marketing and sales is i mean it's i would say it's pretty straightforward and then from t for team i'm not gonna really dive into that that's just anything really team related and you know that could be like the roles um for each team member and things like that just to give more clarity for our team and we provide resources in there as well for our team to continue learning because that's that's a big part of what we do here at soul gold is to continue to learn because with social media marketing things are always changing and we want to keep up and we want to continue to learn you know 10 15 years from now we're always are going to be learning so i hope that helps you guys i understand this folder file structure system may not work 100 for your business but it is what works for us here at soulgold and we just wanted to keep it simple and really the ultimate goal for this whole folder file system is to make sure we're able to find our files quickly and efficiently and that's just that's the overall goal of it and that's how it really is and that's why we just we want to keep it simple so i would say use this format however you would like tweak it add stuff to it remove stuff from it and make it work for your business because every business is a little bit different and i totally understand that if you made it this far thank you so much for watching and i hope this video helped you in one way or another when it comes to organizing your business files in google drive also if you may know if you know someone that may be more on the unorganized side of things please share this video with them please help them out and get them organized in their business also one other thing free social media 101 guide we have a free social media 101 guide down below in the description there is a link that you can get access to it right now all you have to do is just fill out the form with your name and then your email to sign up for our newsletter and you'll get instant access this guide is perfect for beginners in social media so if you're just starting out with social media for your business and you're looking you know you have you have like certain questions right like what type of content should i post what type of platform should i be on or which platforms should i be on or maybe which ones are the best ones this guide answers those questions so it can be helpful for you if you're stuck with your social media marketing so please don't forget to like comment and subscribe and also hit the notification bell and if you're already subscribed thank you so much and if you are not yet go ahead and hit that subscribe button to stay up to date on so-called videos on social media and business and last thing follow us on instagram at team soul gold join the team where we share social media related content and share our experiences and lessons learned in running a business my name is tommy and thank you again so much for watching i hope you have a great day and i'll see you in the next one