Standardized Folder Management System in Project Management

A few years back I joined a company as a Project Manager and taken over a project at the closing stage. After few weeks, I got a mail from the client to share the delivery status of an item. At that time, I wanted to know only two things. First, this part belongs to which package and what was the status of the same. As I was new to the organization so didn't know the people very well. I went to the concerned person of the Design department to know when they released the drawing of that item and knocked on the door of the buyer to know the manufacturing status of the same. But I was not getting a positive result. No one had the clue about the status. I struggled almost for 2-3 weeks then finally able to trace the material.

My learning from that incidents was as follows:

1. Organizations should have a standardized Folder Management System for Project Management Department.
2. Project Tracking log w.r.t complete bill of materials of the project should be established.
3. Standard Project handover methodology should be established.

I would like to share my thought regarding Standardized Folder Management System (SFMS) in this article.

The Project Management department works as a central department to coordinates with all departments like Design, procurement, Quality Assurance, Quality Control, Field Engineering Groups, etc. to execute the project successfully. The role of Project Manager depends on organization to organization and type of Organization also. The project manager keeps records of all pre-order, post order as well as external and internal documents That’s why it’s important to have a Standardized Folder management System for this department.

Many organizations have standardized their Folder Management System (FMS) as per function and roles. I have created a Standardized FMS considering the following

1.     Project Methodology- Waterfall

2.     Product/ Package details

3.     Role of Project manager        

4.     Types of Documents to be stored

5.     Folders in a Logical Hierarchy

6.     Nest Folders Within Folders

7.     Follow the File Naming Conventions

The main structure started with Project No-Site Name then further drilled down to pre-order, post order. As per the project manager's role, further Post order folder subdivided into PO, Project Schedule, Project Costing, Project status, dispatches, payment to project closure as per the logical hierarchy.

Below is the overall structure.

BENEFITS OF STANDARDIZED FOLDER MANAGEMENT SYSTEM:

When we talk about the benefits of SFMS especially in Project Management, there are many points. Following are the Top 10 Benefits of Standardized Folder Management System

1.     Centralises documents in one place.

2.     Reduces Repetitive Work

3.     Minimises Project Delays

4.     Easy Access to Approved Documents.

5.     Clarity on Communication

6.     Better Configuration Management System

7.     Reduces searching time

8.     Improve Productivity.

9.     Enhances Security of Documents

10. Better Control Over project

As per me, the more organized you are then you will have better control over the project. When you became organized and implemented the best practices of Project Management in your project then your project became successful. 

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