Projects

Tip

“I appreciate that it is hard to see the next sequential number. Going forward, hopefully HubSpot does this automatically, however in the interim, please use this file: Project Number to track high level details. This means we can see the next sequential number for tracking purposes.” - J. Polson

The Projects site organises all project-related files by their status, ensuring clarity and accessibility for team collaboration. This site supports efficient tracking of active, completed, and archived projects, along with lessons learned and documentation.

File Tree

Project Folder Structure

This is the folder structure for a new project in the Projects site. It’s essential to follow this structure when creating a new project to ensure consistency and ease of access for all team members.

A master template is available here: Projects Master Template

• DirectoryYY-XXXX-ClientName~ProjectName/

  • DirectoryAdmin/

    • DirectoryContact/

      • …
    • DirectoryDelivery_Notes/

      • DirectoryDelivery_Pictures/

        • …
    • DirectoryInvoices/

      • …
    • DirectoryJob_Sheet/

      • …
    • DirectoryJob_Times/

      • …
    • DirectoryPurchase_Orders/

      • DirectoryClient_PO/

        • …
      • DirectoryReq_Forms/

        • …
    • DirectoryQuotes/

      • …
    • DirectoryTraining/

      • …
  • DirectoryDesign/

    • DirectoryCalculations/

      • …
    • DirectoryData_Sheets/

      • …
    • DirectoryDrawings/

      • DirectoryElectrical/

        • …
      • DirectoryMechanical/

        • …
    • Images
  • DirectoryQA/

    • DirectoryCE_Marking/

      • …
    • DirectoryCEN/

      • …
    • DirectoryCertificates/

      • DirectoryCoC/

        • …
      • DirectoryDye_Penetration/

        • …
      • DirectoryLoad_Test/

        • …
      • DirectoryMaterial_Certs/

        • …
      • DirectoryPressure_Certs/

        • …
      • DirectoryTraveller_Docs/

        • …
      • DirectoryWelding_Certs/

        • …
    • DirectoryCommunications/

      • …
    • DirectoryConcessions/

      • …
    • DirectoryDesign_Compliance/

      • …
    • DirectoryDTF/

      • …
    • DirectoryEWIN/

      • …
    • DirectoryFATs/

      • …
    • DirectoryIRC/

      • …
    • DirectoryMaterial_Register/

      • …
    • DirectoryMinutes/

      • …
    • DirectoryQuality_Plan/

      • …
    • DirectoryRisk_Assessments/

      • …
    • DirectoryScope_Of_Work/

      • …
    • DirectoryTest_Equipment_Certs/

      • …
    • DirectoryTQs/

      • …
  • DirectoryTech/

    • DirectoryManuals/

      • …

File Tree

• DirectoryProjects/

  • DirectoryQuote-Preparation/

    • ProjectProposal_NewFactory_2025.docx
    • ConceptDesign_PrototypeX_2025.pdf
  • DirectoryQuote-Sent/

    • DirectoryProjectX/

      • …
    • DirectoryDesign_Documents/

      • Blueprint_v1.2.dwg
      • WiringDiagram_v1.0.pdf
    • DirectoryMeetingMinutes/

      • Minutes_2025-01-12.docx
    • DirectoryBudget/

      • BudgetReport_Q1_2025.xlsx
  • DirectoryQuote-Won-LIVE/

    • DirectoryProjectY/

      • …
    • CompletionReport_2024.pdf
    • ClientFeedback_2024.docx
  • DirectoryQuote-Lost/

    • DirectoryProjectZ/

      • …
    • CompletionReport_2024.pdf
    • ClientFeedback_2024.docx
  • DirectoryProject-Complete/

    • DirectoryProjectW/

      • …
    • CompletionReport_2024.pdf
    • ClientFeedback_2024.docx
  • DirectoryArchived/

    • DirectoryProjects/

      • …
    • DirectoryArchivedDocs/

      • DesignDocument_2023.pdf
    • BudgetReport_2023.xlsx
  • DirectoryLessons_Learned/

    • Lessons_ProjectY_2024.docx
    • Lessons_Projects_2023.pdf

The File Tree is a visual representation of the overall folder structure for the Projects site. It should give you an idea of how the site is structured.

Project Lifecycle

---

The project lifecycle is a structured process that helps you manage projects from start to finish. It includes the following stages:

1. Quote Preparation

   • This is where you prepare the proposal for a project.
   • Ensure the proposal is complete, and signed off before moving to the next stage.

2. Quote Sent

   • This stage is where the quote is sent to the client.

3. Quote Won - LIVE

   • This is where the project is accepted and the project is moved to the live stage.

4. Quote Lost

   • This is where the project is lost and the project is moved to the lost stage.

5. Project Complete

   • This stage is where the project is completed.

6. Lessons Learned

   • This stage is where key takeaways from the project are documented.

7. Project Archive

   • This is where the project is archived and the project is moved to the archive stage.

Folder Descriptions

Quote Preparation

The Quote Preparation folder contains proposals, concept designs, and planning documents for projects that are in the quote preparation stage. Until the project is approved, it should be in this folder.

Use Cases:

• Tracking project proposals awaiting approval.
• Storing initial concepts and feasibility studies.

Ongoing

The Ongoing folder organises active projects, each with its own subfolder.

Use Cases:

• Coordinating project tasks and tracking progress.
• Ensuring financial transparency during execution.

Completed

Completed projects are archived here, with subfolders for final reports, client feedback, and any remaining documents.

Use Cases:

• Documentation for future reference and audits.
• Final deliverables for clients or stakeholders.

Archived

Archived projects are stored here to declutter active folders while preserving historical data.

Use Cases:

• Preserving data for regulatory compliance.
• Retaining information for potential project reactivation.

Lessons Learned

This folder collects lessons from completed projects to inform future work and avoid repeating mistakes.

Examples:

File Name	Description
Lessons_ProjectY_2024.docx	Key takeaways from Project Y.
Lessons_Projects_2023.pdf	Lessons learned during Project s.

Naming Conventions:

[DocumentType]_[ProjectName]_[Year].[Extension]

Use Cases:

• Improving processes based on past experiences.
• Sharing insights across project teams.

---

Best Practices

1. Consistent Naming:

   • Use clear and descriptive names for all project documents.
   • Include project names and years for easy identification.

2. Regular Archiving:

   • Move completed projects to the Archived folder annually.
   • Keep only active and ongoing projects in the Ongoing folder.

3. Lessons Learned:

   • Require project teams to document lessons learned after completion.
   • Review these documents during the planning phase of new projects.

---

Frequently Asked Questions

How and Where do I get a Project Number?

Currently this is done manually by the Project Manager in tandem with Xero - but we are working on a system to automate this and the creation of the folder itself.

How should projects be organised?

Each project should have its own subfolder under its status (Future, Ongoing, Completed, Archived). Subfolders like Design Documents and Budget can be used as needed.

When should projects be archived?

Projects should be moved to the Archived folder once they are completed and no longer require active updates.

What is the purpose of Lessons Learned?

Lessons Learned documents provide insights from completed projects to help teams improve planning and execution for future projects.