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Well-organized projects help teams work efficiently and find information quickly. This guide covers strategies and best practices for project organization in Trilo.

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Project Organization Philosophy

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Principles

Good project organization follows these principles:
  1. Findability: Anyone should find what they need quickly
  2. Consistency: Similar things are organized the same way
  3. Scalability: Structure works as the project grows
  4. Clarity: Purpose and contents are obvious

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Questions to Ask

Before creating a project, consider:
  • What work will happen here?
  • Who needs access?
  • How long will this project be active?
  • What content types will it contain?
  • How does it relate to other projects?

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Workspace Structure

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Organizing Areas

Areas are your top-level organization: By Department: 
├── Engineering
├── Marketing
├── Sales
├── Operations
└── Executive
By Client: 
├── Internal
├── Client: Acme Corp
├── Client: Beta Industries
└── Client: Gamma Tech
By Initiative: 
├── Product
├── Growth
├── Infrastructure
└── Culture

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Choosing the Right Structure

StructureBest ForExample
DepartmentFunctional teamsEngineering, Marketing
ClientService businessesClient projects
InitiativeStartups, project-focusedQuarterly goals
HybridComplex organizationsMix of above

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Project Types

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Active Projects

Projects with ongoing work:
  • Regular activity from team
  • Active tasks and discussions
  • Frequently updated resources
Examples:
  • Product Development
  • Marketing Campaigns
  • Customer Support

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Reference Projects

Projects primarily for documentation:
  • Less frequent updates
  • Mostly knowledge base content
  • Reference material
Examples:
  • Company Handbook
  • Brand Guidelines
  • Technical Documentation

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Time-Bound Projects

Projects with defined start and end:
  • Specific deliverable or goal
  • Clear timeline
  • Will be completed/archived
Examples:
  • Q1 Product Launch
  • Office Move
  • Annual Conference

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Naming Conventions

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Project Names

Use clear, descriptive names: Good names:
  • “Mobile App Development”
  • “Q1 2024 Marketing Campaign”
  • “Customer Onboarding Process”
Avoid:
  • “Project X”
  • “Stuff”
  • Abbreviations without context

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Prefixes

Choose meaningful task prefixes:
ProjectGood PrefixWhy
Mobile AppAPPClear, short
MarketingMKTStandard abbreviation
Backend APIAPITechnical but clear
Customer SupportSUPRecognizable

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Consistency

Apply naming patterns consistently:
  • Same format across similar projects
  • Document your conventions
  • Train new team members

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Within-Project Organization

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Task Organization

Organize tasks effectively: By Status:
  • Use the built-in statuses (Backlog, To Do, In Progress, Done)
  • Keep backlog for future ideas
  • Move tasks through stages
By Priority:
  • Urgent for critical items
  • High for important
  • Medium for standard
  • Low for nice-to-haves
By Assignee:
  • Clear ownership
  • Don’t over-assign one person
  • Use filters to see individual workloads

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Resource Organization

Organize knowledge base content: Page Naming: 
Meeting Notes - 2024-01-15
Product Requirements - Feature X
How to: Deploy to Production
[Template] Project Brief
Logical Grouping:
  • Group related pages together
  • Use consistent naming patterns
  • Archive outdated content

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Templates and Standards

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Project Templates

Create templates for common project types: Starter content:
  • Welcome/overview page
  • Standard task list
  • Common resources

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Document Templates

Create reusable document templates:
  • Meeting notes template
  • Project brief template
  • Decision log template
  • Status update template

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Task Templates

For recurring task sets:
  • Sprint checklist
  • Release tasks
  • Onboarding tasks
  • Review process

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Managing Project Lifecycle

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Starting a Project

When creating a new project:
1

Define purpose

Clear objective for the project.
2

Set up structure

Create based on template or from scratch.
3

Add initial content

Overview page, first tasks, key resources.
4

Invite members

Add the right people with appropriate roles.
5

Announce

Let the team know about the new project.

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Maintaining a Project

Keep projects healthy:
  • Regular cleanup: Archive completed tasks
  • Update documentation: Keep pages current
  • Review access: Remove inactive members
  • Check relevance: Is this project still needed?

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Closing a Project

When a project is complete:
1

Verify completion

All tasks done, objectives met.
2

Document outcomes

Create summary page with results.
3

Archive content

Move to archive state.
4

Notify team

Announce project completion.

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Common Patterns

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Product Development Project

Project: Mobile App v2.0
Prefix: APP2

Resources:
├── Product Requirements
├── Technical Specifications
├── Design Guidelines
└── Meeting Notes

Tasks:
├── [Backlog] Feature ideas
├── [To Do] Sprint work
├── [In Progress] Current sprint
└── [Done] Completed work

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Marketing Campaign Project

Project: Q1 Product Launch
Prefix: LAUNCH

Resources:
├── Campaign Brief
├── Content Calendar
├── Asset Library
└── Performance Reports

Tasks:
├── Content creation
├── Social media
├── Email campaigns
└── Analytics

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Client Project

Project: Acme Corp Website
Prefix: ACME

Resources:
├── Project Scope
├── Design Concepts
├── Meeting Notes
└── Deliverables

Tasks:
├── Discovery phase
├── Design phase
├── Development phase
└── Launch phase

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Scaling Your Organization

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As Your Team Grows

Adjust structure as needed:
Team SizeRecommendation
1-10Simple structure, few areas
10-50More areas, consistent conventions
50+Formal hierarchy, documented standards

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Signs You Need to Reorganize

  • Hard to find things
  • Duplicate projects exist
  • Confusion about where things belong
  • New members struggle to navigate

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Reorganization Tips

Document the new structure before making changes. Get buy-in from key stakeholders.
Announce reorganization, explain the new structure, update any documentation.
Don’t change everything at once. Move projects incrementally.
Archive or delete empty areas and projects after migration.

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Best Practices Summary

Start with a minimal structure. Add complexity only when needed.
Apply the same patterns across similar projects. Document your conventions.
Periodically audit your structure. Archive completed projects.
If people can’t find things, the structure needs work.
As your team grows, evolve the structure—but thoughtfully, with planning.

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Next Steps

Onboarding Your Team

Get your team set up effectively.

AI Productivity Tips

Maximize productivity with AI coworkers.