In the last article, we fixed email. Now it’s time to look at the next problem: the way we file, name, and share documents.

Every project I work on tells the same story. The filing system has gone digital, but the thinking behind it hasn’t.

Most teams are still building folder structures the same way they did with paper.

Folders inside folders.
Files saved in multiple places.
No one knows what the current version is.

It looks organised, but it’s chaos.

The solution isn’t another platform or a new software licence.
It’s a simple structure you can use anywhere – built on clear naming, light metadata, and one small free tool that does most of the heavy lifting for you.

Step One: Keep the Folder Structure Simple

Follow whatever base layout your company requires, but resist the urge to create new subfolders. If your file naming is done correctly, you won’t need them.

For my projects, I use a very simple structure:

• Project 001

  • Inbox

  • Main

  • Archive

The moment you add more folders, you make it harder for anyone else to find information.

You know where you put it, but no one else will.
Search also becomes almost useless.

You want a system that works for everyone, not just for you.

Step Two: Use a Simple Metadata Framework

If your organisation uses SharePoint, create one metadata tag that captures both the Category and Sub-Category.

When you upload a document, you select only the Sub-Category. SharePoint automatically knows which Category it belongs to.

Here’s an example:

This single tag makes it easy to sort, filter, and search, without adding friction for users.
It’s fast to apply and future-proof for AI or automation.

Step Three: If You Don’t Have SharePoint

If you can’t use metadata, use short Category and Sub-Category codes in the filename.

Each code links back to your reference table:

• PL = Approvals Planning

• HC = Contracts Head Contract

• CC = Commercial Cost Control

• DT = Design Detailed

• CG = Construction General

• DF = Handover Defects

This keeps the same intelligence even if you’re working in Dropbox, Google Drive, or a shared server.

Step Four: File Naming Schema — Final Form

Use one clear and consistent format:

Examples:
20251020_TM-HOP_HC_ProgressClaim_Client_PaymentSchedule001.pdf
20251020_TM-HOP_HC_ProgressClaim_Client_PaymentSchedule001_Attachment001.pdf
20251020_TM-HOP_CP_Program_Subcontractor_OctoberMonthlyUpdate.pdf

Every file instantly tells you:

• what it is

• which project it belongs to

• who it is for

• what stage it relates to

Search works across your entire system — with no need to know where a file sits.

No folders to navigate.
No guessing.

Step Five: Use Bulk Rename Utility

The easiest way to implement this system is with the free Bulk Rename Utility.

You can install it without admin permissions.

This small program lets you rename hundreds of files in one go using your new naming schema:

• add dates

• add project codes

• apply Category/Sub-Category codes automatically

What would take days of manual renaming can be done in minutes.
Once you use it, you’ll never go back to manual edits.

Step Six: Share Smart, Not Often

Many headaches in construction come from people emailing documents back and forth.

No one knows which version is current.

For any document that multiple parties edit or review – comment registers, reports, cost summaries – use a shared live file instead.

SharePoint and Google Docs both support this.

Everyone works on the same version at the same time.

If you’re working with government agencies or clients who block Dropbox and similar tools, a shared folder in SharePoint is the safest option.

It speeds up communication and builds trust because everyone sees the same information.

During design and coordination, this approach is extremely effective.
Once you reach the construction phase, where version control becomes critical, you can shift back to formal issue registers, while keeping the same naming conventions and folder simplicity.

Final Thought

This system isn’t complicated.

It takes a few hours to set up, and it will save you hundreds of hours across a project.

A clean naming convention, a single metadata tag, and the Bulk Rename Utility together remove most of the friction that slows teams down.

You’ll spend less time hunting for documents and more time doing real project work.

At TMY Advisory, we use this approach across all our client systems, and we’ve built automation layers that take it even further.

If you want to see how these methods can be deployed across your business, get in touch and we can walk through what that might look like.

👉 Series Summary

1. Paperlike Workflows Are Killing Your Productivity

2. Fix Your Email Without Buying New Software

3. Simplify Your Filing and Collaboration Systems