Let’s talk about digital chaos. You know exactly what I mean—those endless files, scattered folders, and that sinking feeling when you can’t find "FinalFinal_Updated3.pdf" for the life of you. Sound familiar? Yeah, I’ve been there too. But guess what? I found the ultimate organization hack, and no, it’s not hours of mind-numbing filing. It’s ChatGPT.
Yes, this thing helped us clean up our Google Drive in no time flat. And now, I’m about to show you how you can do the same for your business (or just your sanity).
The Problem
We’re a team of four, running two businesses under one roof, with files for projects, admin, photos, and big dreams (read: endless spreadsheets). All of us needed access to the same stuff, but the chaos? Let’s just say the “system” didn’t exist. Frustration was real.
The Game-Changing ChatGPT Prompt
Here’s the exact prompt I used:
"As a team of 4 managing multiple businesses, we need an organized Google Drive system where everyone can easily access shared files. Suggest a concise folder structure and a numbering system to simplify everything."
Simple, right? But the results? PURE GOLD.
The System We Got
ChatGPT broke it down like this:
1️⃣ 1. Administration – Contracts, invoices, legal documents.
2️⃣ 2. Branding & Marketing – Logos, fonts, color palettes, marketing assets.
3️⃣ 3. Client Projects – Grouped by year and category.
4️⃣ 4. Education & Courses – Course materials, content outlines, student resources.
5️⃣ 5. Portfolio & Shoots – High-res photos and videos organized by type (e.g., wedding, lifestyle, etc.).
6️⃣ 6. Shop – Digital assets, product files, inventory-related documents.
7️⃣ 7. Content Creation – Blog drafts, social media content, Pinterest pins.
8️⃣ 8. Reference Library – Guides, tutorials, templates.
Bonus: There’s also a personal folder titled "LITTLE’S PERSONAL" for family and non-business files. Here's what it looks like on my drive:
Each folder is numbered so they stay in order—no more endless scrolling or trying to decipher alphabet soup. And guess what? Our shared drive went from chaos to clarity in just one afternoon.
How to Do It Yourself
- Open ChatGPT and copy this prompt:
"Help me create a clean folder structure for [insert your business or personal use case]. I need it numbered, easy to navigate, and scalable." - Review the results and tweak them to fit your workflow.
- Apply it to your Google Drive, Dropbox, or whatever storage system you’re using.
- Sit back, take a deep breath, and enjoy your newly organized life.
Why This Works
Sometimes you just need a fresh set of eyes—or, in this case, AI—to take one look at the mess and give you a roadmap. No overthinking, no hours of wasted time. ChatGPT does the heavy lifting so you can focus on what really matters.
Why We Moved from Dropbox to Google Drive
So, here’s the thing: we recently ditched Dropbox for Google Drive, and honestly? It was a no-brainer. Since we’re already using Google for our emails, calendars, and docs, keeping everything under one roof just made sense. Plus, it’s one less subscription to pay for—streamlining expenses and keeping our workflow smoother. Every little bit adds up, right.
Final Thoughts (and a Pep Talk)
Getting organized doesn’t have to be boring or overwhelming. You deserve a workspace (digital or otherwise) that helps you thrive, not stress. So grab that ChatGPT prompt, block out 20 minutes, and transform your chaos into clarity.
As I mentioned before our word for this year is: FOCUS!
Clarity helps you to do just that! I hope this article helps you or simply motivates you to 'EAT THE ELEPHANT'!
When my kids are facing a huge task they feel overwhelmed by I always ask them how do you eat an elephant? The answer.... ONE BITE AT A TIME!
