A project rarely fits in one document. It has a brief, a budget, notes, decisions and a growing collection of supporting files. A space gives that work a home, so you can return to the project without reconstructing it from recent files.
Organize around a real responsibility
Create a space for something you expect to revisit: a client, a course, a quarterly review or a personal project. Use a name you will recognize a month from now. “Client launch” is more useful than “New space.”
Start with the few items that explain the work. Add the brief, the current plan and the documents you use most. You can build out the structure later. An empty hierarchy with dozens of folders rarely helps you make the next decision.
| Keep together | What it answers |
|---|---|
| Brief | What are we trying to achieve? |
| Working note | What is happening now? |
| Sources | What supports the work? |
| Deliverables | What is ready to review or send? |
Put the next action close to its context
Keep a short note at the center of the space. Describe the purpose, the latest decision and the next thing to do. Link the supporting documents instead of copying their contents into multiple places.
- A project brief explains what success looks like.
- A working note holds questions, decisions and next steps.
- Source files provide the evidence behind the work.
- Deliverables contain the version you plan to review or send.
When you switch to a space, check that you are in the right place before creating new work. This small habit makes the library easier to navigate and reduces the cleanup needed at the end of a busy week.
Treat organization and sharing separately
Seeing an item in a space does not automatically mean it can be shared with someone else. Some items may be local-only, owned by another person or restricted by a team policy. The sharing flow distinguishes what can travel from what stays where it is.
Before inviting someone, review the items included and the access being granted. A space invitation is not a way around a tighter document permission. For team work, your organization’s sharing policies still apply.
Review access again when the project changes. Removing a space grant closes access that depended on that grant; it does not replace a review of separate invitations or public links you may have created for individual documents.
Keep the structure useful
At the end of the week, take a few minutes to update the working note and move finished material out of the active path. Keep source files and final versions clearly named. The goal is to make the next visit easier, not to keep every item perfectly categorized.
A useful space answers three questions: what are we doing, where is the current work, and what happens next? If someone can answer those without a tour, the structure is doing its job.
For a broader look at the editors and tools you can bring into a project, read One place for the whole project.
