In today's fast-paced digital landscape, where user experience (UX) design plays a pivotal role in product success, organizing files efficiently is crucial. Are you often feeling overwhelmed by the myriad of UX files, documents, PDFs, and scattered decisions strewn across platforms like Slack, Dropbox, Notion, and Figma? While discussions about organizing Figma files are common, the broader topic of structuring all UX assets deserves equal attention. It's time for a comprehensive solution.

Many professionals in the UX field grapple with the challenge of managing their assets effectively. With essential documents often lost in the chaos of emails, Slack threads, shared drives, and various other channels, finding the right files when needed can become a daunting task. This article aims to address this issue by providing insights into creating a sensible folder structure for all UX materials.

For those seeking deeper knowledge about design patterns or methods for measuring UX, I recommend exploring Smart Interface Design Patterns and How To Measure UX. These are friendly video courses available, and theres a live UX training event scheduled in a few weeks, which could be immensely beneficial.

Organization Starter Kit (Free Template)

Recently, I discovered an excellent organizational starter kit designed by Courtney Pester. This kit provides a thorough and adaptable template that can be customized to suit various project needs. Although every project will have unique requirements, this template serves as a solid foundation to help get you started quickly.

Courtney recommends categorizing all assets and resources into seven main areas that represent distinct phases of the project lifecycle. These categories are:

• Client resources
• Research & synthesis
• Concept ideation & testing
• Wireframes & prototypes
• Meeting artifacts
• Final deliverables
• UI + Dev handoffs

Each project begins by duplicating the main folder template and adjusting it to fit specific project needs. The crux of this approach lies in establishing a central repository where all key assets reside whether that's in Notion, Google Drive, Dropbox, or another platform. Crucially, any significant detail shared via email or Slack must be migrated to this designated shared space.

The significance of cultivating a collective understanding about where files are stored and how they can be accessed cannot be overstated. Effective asset organization does not occur spontaneously; it requires concerted effort and commitment from the entire team. Without this dedication, critical details and decisions risk being scattered across various channels, leading to confusion and inefficiency.

Addressing Duplication Issues

One of the most overlooked challenges in file organization is the issue of duplication and versioning. Before embarking on a project, it is essential to clarify which types of files should be included in the shared drive and which should remain separate. While some intermediate versions of documents may be useful, it is paramount to retain only the final versions for reference.

Several questions arise in this context:

• Should access be restricted to certain sections of the folder containing sensitive data?
• What naming conventions should be established for files (e.g., semantic versioning, V1, V2, FINAL)?
• How should outdated or deprecated files be managed? Should they be archived or deleted?
• What will be the primary communication channel for stakeholders or clients?
• Are there any legal requirements for storing specific files?
• What will become of the shared space once the project concludes?

These inquiries are not merely procedural; they aim to foster clear communication channels and enhance team awareness. By establishing shared conventions, the team takes ownership of the shared space, minimizing the risk of key decisions slipping through the cracks, which could lead to delays or increased costs.

Balancing Security and Accessibility

It may seem self-evident, but its crucial to emphasize that if the shared space is cumbersome to navigate, it will not be utilized effectively. Users often resort to storing their assets in more convenient locations, leading to information being dispersed across various platforms. Thus, it is imperative that the shared space remains accessible to everyone who needs to use and maintain it.

While security is vital, implementing overly complex authentication methods, such as multi-layered systems with Yubikeys and virtual machines, is often unnecessary. A robust password coupled with two-factor authentication (2FA) typically suffices for most situations.

Limitations of the Tree Structure

In my experience, I find the traditional tree structure somewhat limiting. Although it effectively organizes artifacts into folders, it fails to reflect the project timeline adequately. Different assets hold varying levels of importance throughout a projects lifecycle, and dependencies often exist between various components. Therefore, a structure that considers time or tags by milestones may provide a clearer overview.

For instance, when trying to locate research insights that pertain to a specific project portion, or reviewing usability session videos related to a particular iteration, relying solely on a high-level tree structure can be both labor-intensive and frustrating.

When organizing artifacts, I adhere to a guiding principle: group related items together. Generally, this translates to a high-level structure that features key iterations, categorized by milestones. This structure can be easily implemented in tools like Notion or Miro, with each milestone linked to a Figma mockup (but avoiding uploading .fig files directly).

Tools for Organized UX Work

There are numerous tools available to assist in organizing and sharing your UX work. Some noteworthy options include:

• Dovetail for consolidating customer insights
• UserInterviews for research recruitment and activities
• Maze as a comprehensive UX research platform
• Glean.ly for maintaining an atomic research repository
• Notion and AirTable for quick file lookup

Importantly, dont feel pressured to adopt someone else's file structure entirely. Instead, treat it as a source of inspiration, customizing it to meet the unique requirements of your projects and your team. Remember, the most effective system is the one that works best for your specific context.

Engage with the Community

How do you manage your files and assets? What folder structures and organizational systems have proven effective for you? Share your experiences and insights with the community in the comments below, and lets work together to enhance our organizational skills.

Happy organizing, everyone!

Useful Resources

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