How to
Create Clients Folders

In business you have people who buy your goods or services. These are your Clients.

Learn to manage computer files into a customer specific document storage box or folder into which you will be organizing computer files specific to each customer into these folders.

Later when you searching for correspondence pertaining to a specific customer, you will find it all in that customer’s specific location.

It’s that simple!

So let’s start by creating a folder called “Office CLIENTS” as a branch of your main tree which I have called “YOU”.

Creating a Client Folder Template

We are going to start by creating a template which you can use for each new customer.

We do it like this.

  1. Create a folder as a sub-branch of “Office CLIENTS” and call it “Folder Template A”.

    Next we will create your document storage box within this template. In other words, sub-branches of “Folder Template A”.
  2. The first folder we will call “Correspondence”. This is where you will save all e-communications pertaining to this specific customer as well as any other e-correspondence between you and your colleagues if it has anything to do with this particular customer.

    ♥ Tip ♥ 
    Get into the habit of correctly naming your e-Files. Go through “Correctly Naming e-Files” lower down on this page to read how I name my e-files.
  3. The next folder that we will create is called “Documents”. Like “Correspondence” this folder is also a sub-branch of “Folder Template A”.

    This is where you save all e-documentation having to do with the specific customer as well as between you and your colleagues if it has anything to do with this customer. This includes any business communication articles relating to this customer.

    If the documents arrive as hard copies, scan them into portable document format (PDF) files to electronically save them.
  4. Now create a folder and name it “Notes” as a branch of “Folder Template A”.

    ♥ Tip ♥ 
    This is how I create an e-Note.

    When I phone a customer, I make written notes on a notepad. At the end of the conversation I note the date and time. Very often there are follow up calls. I tear off the page and keep it in my “Follow Up” tray. When I make that follow up call, I enter it into the same piece of paper. Again I make notes of what was discussed and at the end of this current section, date it and note the time. Once all phone conversations relating to this one subject and customer are complete, I scan the notes to a PDF file and save it as, for example: “20091123 - 11h30 Phone Note” into the “Notes” folder for this customer.

    The same method applies to notes taken at meetings or at face to face discussions with the client. Once scanned to PDF files save them as, for example: “20100417 - 14h00 Meeting at Our Office”, into the “Notes” folder.
  5. Create a folder and name it “Orders” as a sub-branch of “Folder Template A”. All orders received from this client will be saved here.
  6. Create a folder and name it “Quotes” as a branch of “Folder Template A” where you will be saving all quotations sent to this customer.

You have now created a document storage box of folders as a template.

Depending on your type of business, you may want to add additional folders.

Do this now so that you have a template with folders which is custom made for your specific business needs.

From Template to Individual Clients

We will now copy the template as many times as it is necessary to create a folder for each of your customers.

I am going to copy and paste three folders and will name them “A, B and C”.

You will eventually be naming your folders with actual customer names.

Go ahead and copy the folder “Folder Template A” together with all its sun-folders, paste it as a sub-branch of “Office CLIENTS” and rename it “A”.

♥ Tip ♥
If you are not sure how to copy and name folders click on the link to open up Computer File Systems - Files and Folders.

Next copy, paste and rename your “Folder Template A” to create two additional client folders. Mine are called “B and C” respectively.

Correctly Naming e-Files

Here is how I name my e-files.

Look at the example “20100301 - T Jane Newsletter #25”.

This is an e-mail which I sent to Jane, the purchasing manager for my client A.

I sent her our Newsletter #25 on the 1st of March 2010.

20100301 = the date when the e-mail was sent;

T = It was sent To the customer

Jane = The person to whom it was addressed

Newsletter #25 = The subject of the correspondence.

Always start the name of your files with the date when it was sent (T) or received (F).

If the documents arrive in hard copy format such as facsimiles or letters, scan them into PDF (Portable Document Format) documents, then name and save them in the same way.

Refer to my example “20100323 - F Jane re Party Invite”.

This was a fax which I received from Jane (F Jane) on the 23rd of March 2010 (20100323), replying to a party invitation (re Party Invite).

Once you have scanned the document send the paper for recycling. In this way you will not only save on paper home filing systems but you will have all correspondence relating to your customers in one place.

Not to mention that you will be saving lots of trees.

Go from How to Create Clients Folders to Organizing Computer Files into Folders (Office e-Files) 

Go to How to be Organized Home Page.