Managing your files warrants its own section of this Guide since it is a collection of your hard work and creativity.

Once you've taken care of the details related to managing the business, there is one more critical detail to handle. One secret to your business success lies in your ability to maintain and manage the many files you produce for your clients. This requires organization and some thought.

Do not keep everything in one large file in your base directory of the website you use. And absolutely refrain from keeping all of your creations and documents in one huge file on your desktop. Keeping individual folders is the best policy for organizing client files.

Organizing client files

You should create files for each client, and then within each client file, create sub-files by subject matter, type of design, or other specifics that make them easily identifiable and accessible.

You should consider creating a separate folder for images you've used for that particular client. You can even reuse images for that particular client if there is a theme throughout multiple design projects. How you manage this is totally up to you – but the secret to success is to have a process and make sure it is organized!

The most important thing is to find a system that enables you to maintain and retrieve client files quickly and easily. You may need them for reference with that particular client or you may find that you can reuse images, layout, or formatting by enhancing, changing, and updating the files. Be consistent with your naming convention for files to make it easier to remember and follow.

As an example of client file management, a client file might include these folders and sub-folders:

• Primary folder: ABC Distributing Company

• Sub-folders:
Brochure project
Scope of services
Open house collateral

• Business collateral
Letterhead
Business cards

• Poster projects
Winter sales campaign
Product A promotion
Product B promotion

• Boutique projects
Thank you notes
Holiday invites

• Images
Nature
Technology
Products

Image files

When it comes to images, be sure to keep all of your original Adobe Photoshop files and other images if you are converting them to non-editable file types. These will be valuable resources later if you want to return to them to edit your files. If you don't have the original files, you won't be able to get your layers back if you have converted them to non-editable files.

Maintain your image files in an organized manner to make them easily retrievable. Typically, images are filed by subject and then include sub-folders underneath – similar to the outline sample above.

Master files

You will also want to create a master file that includes your designs by category, subject, or some other system that makes them easily retrievable. As your business grows, you will have difficulty recalling which client you created specific designs for, so having a way to locate actual designs is essential as your business grows.

A master file that includes your highly valued designs by subject matter is essential. These designs can serve as inspiration and help you create new designs.

They contain design aspects that can be used for future work. You might consider files labeled:

• Logos

• Website development

• Images

• Business cards

• Newsletter layouts

• eBook covers

• Magazine covers

You can see how quickly and easily it is to access specific projects with this organizational strategy. Sub-files will simplify your search for particular files even more. Think about the most natural way for you to find projects and use that unique naming strategy.

Organize your files by subject matter or file type for ease of access. You'll allow more time for the creative and exciting work of design, rather than file hunting!

Re-using designs

Re-using designs and altering them is totally up to you unless you have an explicit agreement with your client that you will NOT be doing this. Otherwise, once you create a design and charge your client, you still retain the rights to the design.

Using your designs in your portfolio or to garner ideas and thoughts for new designs is also a good business practice. Previous designs can be used as inspiration or can be altered and re-used in other ways.

Reusing images is also customary in the graphic design business. But exercise caution and don't over-use particular images just because you love them. And always consider the client and the market or product so you're not using the same image with competitors! This is a great way to lose a client – or two.

Back-up files frequently

One other very important secret to success – ALWAYS back-up your computer files on a secondary source such as CDs! You understand why this is so important when you think about the prospects of losing hundreds of hours of your design work, and losing hundreds of images, client files, and other essential files.

Make it a routine practice to back-up your files at least weekly. Many people back-up files with each new design they create and this is a good practice for consideration. No computer is fail proof when it comes to a major crash. Don't take chances with your valuable work.

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