Asset organisation: one place, current versions, no searching
A salesperson sends a customer a two-year-old catalogue because that is what they found on the drive. Marketing searches for the logo in emails. Asset organisation means one place where the current versions of everything live, with naming that lets you find the right file in seconds.
What is asset organisation?
An outdated file that is easy to find is more dangerous than a current one nobody can find. Good organisation solves both problems.
Asset organisation is the company's library: the place where logos, templates, presentations, catalogues, photos, texts and all other materials live in their current versions. It is not about a perfect folder structure, but about three things: everyone knows where to look, what they find is up to date, and new materials land there automatically rather than on someone's desktop.
How do we organise materials?
- We collect everything the team uses. From drives, emails, messengers and tools. We ask people where they get their files, because that is where the real picture is.
- We establish what is current. We check versions, remove duplicates and old files, and mark what remains as the version in force.
- We build the structure and naming. Simple, based on how people search, not on how the files were created. Every file has a name that tells you what it is and from when.
- We set the rules and the owner. Who adds new materials, who updates them after a change in the offer and who tidies up every so often.
What do you get?
- a library of materials in one place, with current versions,
- a structure and naming that the whole team understands,
- short rules for adding and updating files,
- a list of materials that need refreshing.
When is it worth tidying up?
- when customers receive outdated materials,
- when finding a file takes longer than using it,
- when several versions of the logo or presentation circulate in the company,
- when several agencies work with the company and each has its own files.
Frequently asked questions
Do we need a new tool?
Usually not. Order can be created on the drive the company already uses. We suggest a new tool only when the current one does not allow versioning or access for partners.
How do you keep things in order after the project?
Through a library owner and a simple rule: every new material goes into the library, every change in the offer triggers an update. We can run this as part of an ongoing engagement.
Do you also organise materials in other languages?
Yes. Language versions get a place next to the main version, marked with market and date, so that nobody sends the wrong version to the wrong market.