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Refined Client Folder Structure

Top Level Organization

📁 Clients/
├── 📁 01-Active Clients/
├── 📁 02-Prospective Clients/
├── 📁 03-Past Clients/
└── 📁 04-Client Templates/

📁 Shared Services/
├── 📁 Finance & Operations/
├── 📁 Steering Committee/
├── 📁 Templates & Standards/
├── 📁 Playbooks & Guides/
└── 📁 Archive/

📁 Company Resources/
├── 📁 Brand & Marketing/
├── 📁 HR & Admin/
├── 📁 Legal & Compliance/
└── 📁 Operations/

Individual Client Structure

For Active Clients

📁 [CLIENT_CODE] - [Client Name]/
├── 📁 00-Client Overview/
│   ├── 📄 Client Profile.docx
│   ├── 📄 Key Contacts.xlsx
│   └── 📄 Relationship Timeline.pdf
├── 📁 01-Legal & Contracts/
│   ├── 📄 NDA.pdf
│   ├── 📄 MSA.pdf
│   └── 📁 SOWs/
├── 📁 02-Active Projects/
│   ├── 📁 [PROJECT_CODE] - [Project Name]/
│   │   ├── 📁 01-Project Management/
│   │   │   ├── 📄 Project Charter.docx
│   │   │   ├── 📄 Timeline & Milestones.xlsx
│   │   │   ├── 📄 Status Reports/
│   │   │   └── 📄 Meeting Notes/
│   │   ├── 📁 02-Client Communications/
│   │   │   ├── 📄 Client Feedback.docx
│   │   │   ├── 📄 Email Correspondence/
│   │   │   └── 📄 Presentation Materials/
│   │   ├── 📁 03-Research & Discovery/
│   │   │   ├── 📄 Research Notes.pdf
│   │   │   ├── 📄 User Interviews/
│   │   │   └── 📄 Market Analysis/
│   │   ├── 📁 04-Design & Development/
│   │   │   ├── 📄 Design Files/
│   │   │   ├── 📄 Prototypes/
│   │   │   └── 📄 Technical Specs/
│   │   ├── 📁 05-Testing & QA/
│   │   │   ├── 📄 Test Plans.docx
│   │   │   ├── 📄 UAT Results/
│   │   │   └── 📄 Bug Reports/
│   │   ├── 📁 06-Deliverables/
│   │   │   ├── 📁 Draft Versions/
│   │   │   ├── 📁 Client Review/
│   │   │   └── 📁 Final Approved/
│   │   └── 📁 07-Project Archive/
│   └── 📁 [Next Project]/
├── 📁 03-Opportunities/
│   ├── 📄 Pipeline Tracker.xlsx
│   ├── 📄 Capability Presentations/
│   └── 📄 Proposal Drafts/
├── 📁 04-Resources & References/
│   ├── 📄 Brand Guidelines.pdf
│   ├── 📄 Technical Documentation/
│   ├── 📄 Style Guides/
│   └── 📄 Reference Materials/
├── 📁 05-Finance & Billing/
│   ├── 📄 Billing Sheets/
│   ├── 📄 Invoices/
│   ├── 📄 Budget Tracking.xlsx
│   └── 📄 Financial Reports/
└── 📁 06-Archive/
    ├── 📁 Completed Projects/
    ├── 📁 Old Contracts/
    └── 📁 Historical Documents/

For Prospective Clients

📁 [PROSPECT_CODE] - [Prospect Name]/
├── 📁 00-Opportunity Details/
│   ├── 📄 Prospect Profile.docx
│   ├── 📄 Opportunity Assessment.xlsx
│   └── 📄 Competition Analysis.pdf
├── 📁 01-Sales Materials/
│   ├── 📄 Capability Deck.pdf
│   ├── 📄 Case Studies/
│   └── 📄 Proposals/
├── 📁 02-Legal Drafts/
│   ├── 📄 Draft NDA.pdf
│   ├── 📄 Draft SOW.pdf
│   └── 📄 Terms & Conditions/
├── 📁 03-Reference Info/
│   ├── 📄 Industry Research/
│   ├── 📄 Company Background/
│   └── 📄 Technical Requirements/
└── 📁 04-Communication Log/
    ├── 📄 Meeting Notes/
    ├── 📄 Email Threads/
    └── 📄 Follow-up Actions.xlsx

For Past Clients

📁 [CLIENT_CODE] - [Client Name]/
├── 📁 01-Client Summary/
│   ├── 📄 Relationship Summary.docx
│   ├── 📄 Final Client Report.pdf
│   └── 📄 Lessons Learned.docx
├── 📁 02-Completed Projects/
│   └── 📁 [PROJECT_CODE] - [Project Name]/
│       ├── 📄 Project Summary.pdf
│       ├── 📄 Final Deliverables/
│       └── 📄 Project Archive/
├── 📁 03-Archived Resources/
│   ├── 📄 Brand Guidelines/
│   ├── 📄 Technical Docs/
│   └── 📄 Reference Materials/
├── 📁 04-Legal Archive/
│   ├── 📄 Final Contracts/
│   ├── 📄 NDAs/
│   └── 📄 Legal Correspondence/
└── 📁 05-Financial Archive/
    ├── 📄 Final Invoices/
    ├── 📄 Payment Records/
    └── 📄 Financial Summary.xlsx

Key Improvements Made

1. Consistent Numbering System

  • All folders use 2-digit prefixes (01-, 02-, etc.) for better sorting
  • Consistent naming conventions across all client types

2. Standardized Project Structure

  • Clear workflow progression (01-PM → 02-Client Comms → 03-Research → etc.)
  • Separates drafts from finals in deliverables
  • Dedicated archive folder per project

3. Enhanced Organization

  • Added Client Overview section for relationship management
  • Separated opportunities from active projects
  • Added Finance & Billing section for better financial tracking
  • Improved archive structure

4. Better File Categorization

  • Communications separated from deliverables
  • Research and discovery given dedicated space
  • Testing and QA formalized as separate phase
  • Legal documents properly organized

5. Scalability Considerations

  • Template structure can be applied to any client
  • Consistent naming allows for automation
  • Clear separation of active vs. archived content
  • Room for growth in project complexity

Naming Conventions

Client Codes

  • Active/Past Clients: 4-letter abbreviation (e.g., ARTH, KCRE, ECPN)
  • Prospects: PROS-001, PROS-002, etc.

Project Codes

  • Format: [TYPE]-[NUMBER]
  • Examples: HCD-0, PMD-1, CXT-22
  • Types: HCD (Human-Centered Design), PMD (Product Management), CXT (Customer Experience), etc.

File Naming

  • Use descriptive names with dates when relevant
  • Version control: v1.0, v2.0, etc.
  • Status indicators: DRAFT, REVIEW, FINAL
  • Date format: YYYY-MM-DD or MMM-DD (Oct-30)

This structure maintains the organizational logic you've already established while providing more consistency and scalability for future growth.

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    Refined Client Folder Structure | Claude