Templates - Folders

Whether you use SharePoint, Google Drive, Dropbox, or any other platform to save files, ALWAYS set up a folder system template. The time saved by not having to hunt down a file is priceless. Remember, if you get hit by a bus, how will anyone else know where to look? [1]

…Well, Doris, it’s in the folder on the server where everything else lives.

This works both ways, too. What if you need to find something in a rush? If you have a folder template set up, it’s a quick right-click, duplicate, rename, and you are ready to rock.

Mandatories:

• Organise by client: Do not set up folders by department (Strategists, I’m looking at you).

• Use a standard naming convention: Lead with a unique reference code, followed by the project name.

• Standardise subfolders: Group by phase or department—whatever works for your workflow—and stick to it.

• Star or favourite it: Use Google's "Star" or Microsoft's "Favourite" feature so the main hub is always easy to find without digging through endless subfolders. [1]

IF EVERYTHING IS STORED THE EXACT SAME WAY, EVERYTHING IS EASY TO FIND.

DO NOT SAVE FILES TO YOUR PERSONAL DRIVE!

Simple folder structure

Templates - Budgets

While different projects have different budgets, and most places use an Excel spreadsheet (ugh!) or a dedicated finance platform (if you’re lucky), I have always found it incredibly useful to template how I work out my budgets.

How do I template? I base the breakdown on the specific phases from my timing plan:

• Phase 1 (£10k)

• Phase 2 (£10k)

• Phase 3 (£10k)

• Phase 4 (£30k)

Here are 4 reasons why this works:

1. Time-saving: Instead of constantly figuring out how to split a budget, the framework is already done. I just finesse the numbers based on the brief.

2. Justification: I can always justify the financial breakdown to stakeholders.

3. Easier rescoping: Adjusting scope becomes much simpler to explain when there is a clear methodology behind the workings.

4. Pivot protection: It makes justifying spent budget easy if the project pivots or goes on hold. [1]

This last point is exactly why I always add a "% Complete" column to my timings.

*For example, if you know you are 30% complete on Phase 1 and the client cancels, you can instantly and accurately justify charging for 30% of that phase's budget.

Templates - Timings

Using templates is such an easy win. It saves a load of time, meaning you can kick back, enjoy a coffee, or just stare at the wall.

I use templates for absolutely everything, and timing plans are no different.

My preferred tool is Smartsheet. Most PM platforms have a version, but nothing sings quite like Smartsheet when it comes to setting up a Gantt chart and updating it on the reg. I use it for status docs, handover notes, and deliverable matrices. Plus, there are plenty of ready-made, free templates you can use right out of the box.

However, you do need a certain amount of skill and platform knowledge to make those default templates work for you—and ain't nobody got time for that!

So, if you’ve got the tool and basic knowledge, create your own first timing plan and save it as a template. When you come to do your next one, instead of typing all the details back in, using your template means you’re already 50% of the way there. Alternatively, just do a "Save As" and reuse your last one.

Mandatory Columns:

• Task Name

• Duration

• Start Date

• Finish Date

• Predecessors

• % Complete

• RAG Column

• Status

• Comments

Pro tip: Use your client’s brand colours and keep the terminology consistent.

REMEMBER: Most projects for the same client follow a similar pattern. Using a template gives you a massive head start and keeps your delivery consistent.

Quick Demo of a basic column set up in Smartsheet

Example of a very simple timing plan

What If I get hit by a bus?

If you’ve been a PM long enough, you’ll understand the "hit-by-a-bus" rule.

When I first started my training, I was told how essential it is to keep track of project-related work. I learned to make sure project plans, finances, and statuses were always up to date, easy to find, and easy to understand. That way, if you get hit by a bus on the way to work, someone else can easily keep the project on the tracks.

It’s a bit macabre, to say the least. However, it is the one lesson that has stuck with me over the years and remains the driving force behind my work ethic.

Back in the days of physical documents, we used a large brown A3 folder for each project. The budget and timings were stapled to the front, detailing how much was spent and how far along we were. Inside, all the stages of the project were dated, along with details of which stakeholder received it, when it was sent, and any amendments or approvals.

Nowadays, it's supposed to be easier. Everything lives digitally. With the development of SaaS platforms, automations, and AI, it should be a breeze… or is it?

I have worked at over 20 agencies and various brands throughout my career—I’ve even served in the military—and everywhere I go, I see the same thing: all the gear, no idea. It’s not that people are bad at their jobs. It is just that somewhere up in the clouds, someone who doesn't have to do the work or use the software has convinced leadership that it will improve productivity. Without structure, training, and actual frontline knowledge, these tools usually just cause more problems.

So, rather than writing "insightful," "witty," or "profound" posts that no one cares about, I want to share something practical. Over this series of blogs, I intend to share the useful tips and tricks I use to speed up processes and ensure that if I do get hit by a bus, the project has a chance to stay on track.