> ## Documentation Index > Fetch the complete documentation index at: https://docs.trilo.chat/llms.txt > Use this file to discover all available pages before exploring further. # Organizing Projects > Best practices for structuring and managing projects effectively Well-organized projects help teams work efficiently and find information quickly. This guide covers strategies and best practices for project organization in Trilo. ## Project Organization Philosophy ### 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 ### 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? ## Workspace Structure ### 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 ``` ### Choosing the Right Structure | Structure | Best For | Example | | -------------- | ------------------------- | ---------------------- | | **Department** | Functional teams | Engineering, Marketing | | **Client** | Service businesses | Client projects | | **Initiative** | Startups, project-focused | Quarterly goals | | **Hybrid** | Complex organizations | Mix of above | ## Project Types ### Active Projects Projects with ongoing work: * Regular activity from team * Active tasks and discussions * Frequently updated resources **Examples:** * Product Development * Marketing Campaigns * Customer Support ### Reference Projects Projects primarily for documentation: * Less frequent updates * Mostly knowledge base content * Reference material **Examples:** * Company Handbook * Brand Guidelines * Technical Documentation ### 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 ## Naming Conventions ### 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 ### Prefixes Choose meaningful task prefixes: | Project | Good Prefix | Why | | ---------------- | ----------- | --------------------- | | Mobile App | `APP` | Clear, short | | Marketing | `MKT` | Standard abbreviation | | Backend API | `API` | Technical but clear | | Customer Support | `SUP` | Recognizable | ### Consistency Apply naming patterns consistently: * Same format across similar projects * Document your conventions * Train new team members ## Within-Project Organization ### 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 ### 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 ## Templates and Standards ### Project Templates Create templates for common project types: **Starter content:** * Welcome/overview page * Standard task list * Common resources ### Document Templates Create reusable document templates: * Meeting notes template * Project brief template * Decision log template * Status update template ### Task Templates For recurring task sets: * Sprint checklist * Release tasks * Onboarding tasks * Review process ## Managing Project Lifecycle ### Starting a Project When creating a new project: Clear objective for the project. Create based on template or from scratch. Overview page, first tasks, key resources. Add the right people with appropriate roles. Let the team know about the new project. ### 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? ### Closing a Project When a project is complete: All tasks done, objectives met. Create summary page with results. Move to archive state. Announce project completion. ## Common Patterns ### 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 ``` ### 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 ``` ### 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 ``` ## Scaling Your Organization ### As Your Team Grows Adjust structure as needed: | Team Size | Recommendation | | --------- | -------------------------------------- | | 1-10 | Simple structure, few areas | | 10-50 | More areas, consistent conventions | | 50+ | Formal hierarchy, documented standards | ### Signs You Need to Reorganize * Hard to find things * Duplicate projects exist * Confusion about where things belong * New members struggle to navigate ### 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. ## 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. ## Next Steps Get your team set up effectively. Maximize productivity with AI coworkers.