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Does even a simple decision feel hard? Hello Decision Fatigue.

Does even a simple decision feel hard? Hello Decision Fatigue.

by | Online Business

Michele Duwe from Miss Task | Does even a simple decision feel hard? Hello Decision Fatigue.

I'm going to take you inside my head; I know, scary, right; this is a real thought that I had when working on my content creation. I was pouring a cup of coffee, and the thought popped into my head that I needed to make fewer decisions when creating my content. You see, at that moment, I was overwhelmed with the amount of decision I had to make to get my blog ready to be posted. And friend, it was the beginning of the day I was at the height of my metal clarity. Blah, the sheer number of decisions for every blog post. If you're new to me, writing content for my blog when I started my business was my least favorite thing to do. Along with my feelings of imposter syndrome, it was the perfect recipe for analysis paralysis. Seriously, then having to: Picking images…Titles…Meta Description…Social Media Content…Search Engine Optimization… 

The list goes on and on. It's a lot of decisions.

These are all big decisions because these are the items that draw your ideal client to your brand. It was time to figure out how I can reduce decision fatigue in content creation and simplify content decisions in the future.

Grr, The Amount of Decisions in Content Creation

As an online business owner, there comes a point when even the smallest decisions—like picking an image or writing a title—feel overwhelming. Heck, don't even get me started about end of the day decision-making abilities. I don't know about you but I was relieved when I learned about decision fatigue, and it’s inevitable when you’re constantly making choices throughout the day.

At the start of the day, making decisions feels easy. You’re energized, ready to tackle your to-do list, and confident in your choices. But as the day progresses, your mental energy depletes, and even simple decisions become exhausting. I'm not sure about you, but I created an 8 week meal plan to avoid the end of the day decision and question, “What's for dinner, Mom?” If this sounds familiar, you’re not alone.

What is Decision Fatigue?

Decision fatigue is the deterioration in the quality of choices after making too many decisions in a row. Social psychologist Roy F. Baumeister coined the term to describe how decision-making power declines throughout the day.

For business owners, this can lead to:

  • Poor content choices (rushed titles, subpar images, inconsistent messaging)
  • Decision avoidance (putting off decisions because they feel too hard)
  • Effects of decision fatigue (feeling paralyzed by too many options)

 

How Decision Fatigue Impacts Your Content Creation

Every piece of content requires multiple small decisions, including:

  • What topic should I cover?
  • What will be the best keyword for search engines to attract the most web visitors?
  • What are the subtopics for the outline?
  • What title will attract my audience?
  • How will I write my meta description in under 160 characters?
  • What image best represents my brand?
  • What’s the best call to action?
  • How many social media posts should be created?

Those are only the decisions I can think of off the top of my head for one piece of long-form content. Never mind if you record a podcast to go along with it. Now, we are into a whole new set of decision-making responsibilities. 

Until I discovered how to put a system in place, a decision-making framework, all those decisions add up. Ultimately, it leaves you in content fatigue, exhausted, and stuck. The good news? You can streamline your content creation process to reduce mental exhaustion and maintain high-quality output. I get it, while I wish all small businesses invested in marketing teams, that is not reality. Leaving the important decisions regarding marketing efforts and content strategies falling on the shoulders of the owner, along with every other business decision.

How to Reduce Decision Fatigue in Content Creation

1. Create a Decision Parking Lot

Not every decision needs to be made immediately. If a content choice isn’t urgent, add it to a decision parking lot—a simple list in your project management system (or even a notebook) where you capture additional decisions that can be revisited later. Then, batch process these decisions at a set time when your mind is fresh. A decision parking lot is not just for content choices; it is used for all the tiny decisions that are not urgent. 

When I was taking on new OBM clients, a decision parking lot was one of the first things I created for team members. This is a great way to collect all the non-urgent decisions on a daily basis and table them until the next team meeting. I feel this is the best way to make better decisions without the impact of decision fatigue

Michele Duwe from Miss Task | Does even a simple decision feel hard? Hello Decision Fatigue.

2. Establish Brand Guidelines

Make fewer decisions by setting clear brand guidelines, including:

  • Approved color palette, fonts, and visual elements
  • Tone of voice and messaging style
  • Target audiences and personas

If you don't know how to do this, let ChatGPT help you or use something from Canva.

A brand style guide means you don’t have to decide on branding details when creating content.

3. Use Content Templates

Pre-designed templates for blog posts, social media, and emails reduce the number of choices you need to make. Your templates should include:

Create title formulas

SEO title formulas are structured formats for writing blog post and podcast titles that help improve search engine visibility, attract clicks, and peaks curiority of your ideal audience. These formulas use elements like numbers, power words, and keywords to create compelling and optimized headlines. Use the tool Headline Studio to create SEO friendly titles, it will give you a score on your title. Try out different formulas like list-based titles such as:

  • [Number] Simple Strategies [Keyword] 7 Simple Strategies to Reduce Decision Fatigue in Content Creation
  • How to + [Action] + [Benefit] How to Streamline Your Content Creation Process to Avoid Burnout
  • [Question] + [Keyword] + [Solution] Why Does Content Creation Feel So Hard? A Simple Way to Fix It

Meta description formulas

  • [Pain point] + [Number] + [Actionable benefit] + [Outcome] Feeling overwhelmed with content decisions? Try these 7 simple strategies to reduce decision fatigue and create content with ease.
  • [Problem] + [How-to solution] + [Positive impact] Struggling with content overload? Learn how to streamline your content creation process and avoid burnout while maintaining quality.
  • [Ask the question] + [A hint of the solution] + [Encourage action] Does content creation feel exhausting? Discover why it’s so hard and the simple fix that will help you create content with confidence.

Show Up Consistently—Without Doing It All Yourself

Your Podcast, Repurposed into a Full Marketing Strategy

A done-for-you repurposing service where we turn one piece of content into 5 Days of Marketing Content so you can grow your audience and impact in less time.

5 Days of Content from 1 Podcast Episode

  • 2 vertical video clips
  • 1 Carousel post graphic and caption
  • 1 Quote/Static post graphic and caption
  • 1 Graphic and caption to specifically promote the podcast episode
  • 4 Additional Social Media Captions
I Want This Done for Me

Standard image placement

If you're website theme allows you to create a templates set one or two for easy content set up of your blog posts. This will give you a couple different ways depending on the type of content. For instant, if you only have a blog post template and a blog post with a podcast episode template. Then set up a Google Doc with the same format to make it easy for your team members to follow the template and set up the post to keep consistency. Create a quick how-to video for each template for easy reference  and add it to your content process in your project management software.

Social media templates

Use canva to set up social media templates in your brand style. Create template for your preferred social media platforms that can be used to repurpose your long-form content and provide social proof of your expertise.

Call-to-action formulas

Along with creating a template for blog posts, also create call-to-action (CTA) templates. Here are ideas for call-to-action formulas tailored for an email list sign-up, a life coach service provider, and a course provider:

  • Email List Sign-Up CTA Formula
    👉 [Problem] + [What They’ll Get] + [Action Step]
    💡 Overwhelmed by content decisions? Get my free checklist to streamline your content process and reduce decision fatigue. Sign up now!
  • Life Coach Service Provider CTA Formula
    👉 [Empathetic Statement] + [Transformation/Benefit] + [Action Step]
    💡Feeling stuck in decision fatigue? Let’s simplify your path to clarity and confidence. Book your free discovery call today and take control of your choices!
  • Course Provider CTA Formula
    👉 [Pain Point] + [What the Course Teaches] + [Result] + [Action Step]
    💡 Struggling to stay consistent with content? My Content Systems Mastery course will help you create with ease and avoid burnout. Enroll now!

By setting a variety of standard formulas you're able to mix and match them to make to create the best option. This allows you to plug and play rather than start from scratch. I'm not sure about you but for some starting is the hardest part. 

As mentioned earlier, your web design theme may allow you to set up global templates, use them for the blog structure and call-to-actions. It streamlines your decision-making processes and makes bringing on a team member easier.

4. Curate a Stock Image Library

Instead of hunting for the perfect image every time, build a collection of pre-approved stock photos that match your brand aesthetic. Organize them by theme, topic, or color to make selection quick and effortless. Have you ever noticed that business owners will reuse the same brand photos for YouTube thumbnails, blog featured images or social media content? The same image can be change used in a wide variety of ways to give it a fresh perspective. 

In addition to your image library, create a b-roll video library for your short-form video clips. With a video library you'll be able to put together different variations for your promotional content. This helps with having to come up with too much content.

5. Implement Decision Blocking

Decision blocking is time blocking for decision-making this goes hand and hand with your decision parking lot. Set aside a dedicated time each week to make non-urgent content decisions, such as:

  • Creating a content calendar for the upcoming month
  • Choosing blog post titles for the next month
  • Approving content topics
  • Selecting images for upcoming posts

When you batch these decisions together, you eliminate the constant interruptions that drain your mental energy. Consider your conversion rates to understand what works now when making these decisions. You do not always have to create something new. Recycle and reuse your old content and make it new again when you're sitting down to create your content strategies and calendar. 

6. Use A/B Testing to Reduce Future Decisions

Instead of agonizing over which title structure or email subject line will perform better, run A/B tests and let data decide. Over time, you’ll identify what works best for your target audiences, reducing uncertainty in future content creation.

7. Automate and Delegate Where Possible

Not every decision needs to be made by you. 

  • Use scheduling tools to automate content posting.
  • Delegate image selection, formatting, or publishing to a team member or VA.
  • Set up automated workflows in Asana to streamline approvals and reminders.
Michele Duwe from Miss Task | Does even a simple decision feel hard? Hello Decision Fatigue.

Winning the Daily Decision-Making Battle

When you get into the habit of asking yourself, Does this decision need to be made right now? and time-blocking decision-making for when your brain is freshest, you eliminate unnecessary stress and gain more creative freedom in your business.

By implementing these systems, you’ll spend less time on big decisions and more time creating impactful content that moves your business forward.

It's Your Turn to Take Action:

  • Start a decision parking lot today
  • Create one content template to streamline your process
  • Time block one decision-making session this week

Are you ready to simplify your content creation process? Let’s reduce decision fatigue and make content creation easy, efficient, and enjoyable!

How to Get in the Right Mindset Before Creating Content (and Why It Matters)

How to Get in the Right Mindset Before Creating Content (and Why It Matters)

by | Content Creation, Planning-Organization-Productivity

Michele Duwe from Miss Task | How to Get in the Right Mindset Before Creating Content (and Why It Matters)

How to Get in the Right Mindset Before Creating Content (and Why It Matters)

Have you ever sat down to create content and felt completely stuck? Maybe your brain is foggy, your motivation is low, or you’re second-guessing every idea that comes to mind. The truth is, creativity isn’t just about having great ideas—it’s about showing up in the right mindset to bring those ideas to life. When you force yourself to create from a place of stress or overwhelm, it shows in your content. But when you create from a space of clarity and excitement, everything flows easier.

In episode 111 of Content Systems for Growth, I had an incredible conversation with Ang Barnard, host of The Intentional Mind Podcast, about how to get in the right mindset before creating content. Ang is a communication consultant and career coach who helps people boost creativity, increase focus, and stay motivated when they show up to create. In this post, I’m sharing key takeaways from our conversation, including why your mindset affects content creation, how to break through creative blocks, and simple shifts to stay productive and aligned when making content.

Why Your Mindset Matters When Creating Content

One of entrepreneurs' biggest mistakes when creating content is thinking that success comes from strategy alone. While strategy is important, your mindset and focus play an even bigger role in how your content is received. In my conversation with Ang Barnard, she explained how your energy, mindset, and overall clarity directly impact how your audience connects with your message.

Think about it—have you ever watched a video or listened to a podcast where the creator’s energy felt low or forced? It’s hard to stay engaged, right? Now compare that to content where the speaker is fully present, confident, and speaking from the heart. That energy is contagious. When you create from a place of alignment and excitement, people can feel it—and they respond to it.

But what happens when you’re just not feeling it? Low motivation, overthinking, or feeling distracted can keep you from creating the kind of content that truly connects. The good news is that you don’t have to stay stuck. In the next section, we’ll dive into the most common signs that your mindset is holding you back—so you can recognize them and shift before you start creating.

Signs Your Mindset is Holding You Back from Creating Content

Before you can shift into a more focused and creative state, you need to recognize when your mindset is working against you. In my conversation with Ang, we talked about how content creation shouldn’t feel like you’re forcing it—it should flow naturally. But when you’re stuck in a low-energy state, creating can feel overwhelming, frustrating, or just plain exhausting.

Here are some clear signs that your mindset is keeping you from creating content that truly connects:

  • You’re overthinking everything. Instead of trusting yourself and creating from a place of excitement, you’re second-guessing every word, worrying about whether it’s “good enough,” or trying to make it perfect.
  • You feel like you’re forcing it. If sitting down to write or record feels like a chore, chances are, your mindset isn’t in the right place. Great content comes from alignment, not pressure.
  • You’re comparing yourself to others. Scrolling social media and seeing other creators doing “better” can leave you feeling discouraged or like you’re falling behind.
  • You’re focused on the outcome instead of the process. If you’re constantly thinking, Will people like this? or Will this go viral? instead of enjoying the creative process, your energy is in the wrong place.
  • You feel mentally drained before you even start. If content creation feels exhausting before you begin, it’s a sign you need a quick mindset shift before diving in.

The good news? You don’t have to stay in this space. In the next section, we’ll cover simple ways to reset your focus, boost creativity, and shift into the right mindset before you start creating.

How to Shift Your Mindset Before Creating Content

Now that you know the signs of being stuck in a low-energy state, let’s talk about how to reset and get into a creative flow before you start creating. One of the biggest takeaways from my conversation with Ang was that small shifts can make a massive difference in your focus, motivation, and creativity.

If you’ve ever tried to push through content creation when you’re not feeling it, you know how frustrating it can be. Instead of forcing it, try one of these quick mindset shifts before you sit down to write, record, or show up for your audience:

1. Move Your Body
Your physical state directly impacts your mental clarity. If you feel stuck, get up and move! Take a quick walk, stretch, jump on a mini trampoline (one of Ang’s favorite tips!), or do a few power poses. Just two minutes of movement can increase your focus and shift your energy before you create.

2. Change Your Environment
Sometimes, the space you’re in is what’s draining your focus. Try switching locations—move to a different room, step outside, or adjust the lighting in your space. Even small changes, like lighting a candle or playing upbeat music, can help signal to your brain that it’s time to shift into a creative mode.

3. Take a Deep Breath (or Several!)
Feeling overwhelmed? Pause and take a few deep breaths. Try box breathing (inhale for four seconds, hold for four, exhale for four) to calm your nervous system and reset your focus. When you slow down, your creativity can flow more freely.

4. Reframe Your Thoughts
If you’re caught up in perfectionism or fear of judgment, remind yourself why you’re creating in the first place. Instead of thinking, What if no one likes this?, shift your focus to, Who needs to hear this today? When you create from a place of service instead of stress, everything flows more easily.

5. Make It Fun
Creativity thrives when you’re enjoying the process. Instead of treating content creation like a chore, find ways to make it feel fun again. Record a voice memo instead of typing, create a challenge for yourself, or gamify the process—whatever helps you feel more inspired and less pressured.

By making small adjustments to your mindset, movement, and environment, you can step into content creation feeling motivated, focused, and ready to create something that truly resonates.

In the next section, we’ll talk about some of the biggest mindset traps that keep entrepreneurs stuck—and how to avoid them.

​

Michele Duwe from Miss Task | How to Get in the Right Mindset Before Creating Content (and Why It Matters)

Common Mindset Traps That Keep You Stuck (And How to Avoid Them)

Even when you’re intentional about shifting your mindset, there are still some common thought patterns that can sneak in and drain your creativity. In my conversation with Ang, we talked about how fear, overthinking, and comparison can keep you from showing up fully in your content. The good news? Once you recognize these mindset traps, you can shift away from them before they hold you back.

Here are some of the biggest ones to watch for:

1. The “I’m Not Ready” Trap
Have you ever told yourself that you’ll start creating content when you have more time, more confidence, or more expertise? This mindset keeps you stuck in a cycle of waiting instead of taking action. Truth bomb: You’ll never feel 100% ready, but you don’t need to be. The best way to gain confidence is to start.

How to break it: Ask yourself, What small step can I take today? Instead of waiting for perfect conditions, take imperfect action—your content (and audience) will grow as you do.

2. The Perfectionism Trap
Perfectionism disguises itself as a high standard, but really, it’s fear in disguise. If you find yourself spending way too long tweaking every word, re-recording the same video, or holding back because something “isn’t quite right,” you’re likely stuck in perfectionism.

How to break it: Shift your focus from perfect to valuable. Ask yourself, Does this help my audience? If the answer is yes, then it’s good enough to share.

3. The Comparison Trap
It’s easy to look at what other content creators are doing and feel like you’re falling behind. Maybe someone else’s posts are performing better, or their videos seem more polished. But comparison kills creativity. The more you focus on someone else’s journey, the less energy you have for your own.

How to break it: Limit social media scrolling before creating content. Instead of asking, How do I measure up?, ask, How can I share something that feels true to me? Your audience follows you for your unique perspective—lean into that.

4. The “I Have Nothing New to Say” Trap
Ever feel like everything you want to share has already been said? This mindset keeps a lot of entrepreneurs silent. But here’s the truth: your voice, your perspective, and your experiences are unique. Even if the topic isn’t new, the way you explain it will resonate with someone differently.

How to break it: Instead of trying to be completely original, focus on being authentic and relatable. What experiences have shaped your views? What stories can you share that will help someone else?

5. The “Content Creation Should Feel Easy” Trap
Yes, we talk a lot about flow and alignment, but that doesn’t mean content creation won’t ever feel hard. Some days, creativity takes effort, and that’s okay. The key is not to mistake resistance for a reason to stop.

How to break it: When you hit a creative block, don’t assume it means you’re doing something wrong. Take a break, shift your environment, or try a different medium (speak your thoughts into a voice memo instead of writing, for example).

By recognizing these mindset traps, you can shift away from self-doubt and into confident action. The more you create, the easier it gets—and the more your audience connects with what you share.

In the final section, we’ll wrap up with the key takeaways and a simple strategy to help you stay aligned before every content session.

Show Up Consistently—Without Doing It All Yourself

Your Podcast, Repurposed into a Full Marketing Strategy

A done-for-you repurposing service where we turn one piece of content into 5 Days of Marketing Content so you can grow your audience and impact in less time.

5 Days of Content from 1 Podcast Episode

  • 2 vertical video clips
  • 1 Carousel post graphic and caption
  • 1 Quote/Static post graphic and caption
  • 1 Graphic and caption to specifically promote the podcast episode
  • 4 Additional Social Media Captions
I Want This Done for Me

Final Thoughts: Aligning Your Mindset Before Every Content Session

If there’s one thing I hope you take away from this conversation with Ang, it’s that your mindset directly impacts how your content is received. When you show up drained, distracted, or second-guessing yourself, it’s hard to create content that truly connects. But when you take a few moments to shift into alignment, everything flows more naturally.

Here’s a simple pre-content creation ritual you can use before every session to help you stay focused, inspired, and confident:

1. Check in with yourself
Before you start writing, recording, or brainstorming, pause and ask: How am I feeling right now? If you’re feeling stuck, unfocused, or uninspired, don’t push through—reset first.

2. Make a small shift
Use one of the quick strategies from earlier in this post: Move your body, change your environment, take deep breaths, or reframe your thoughts. Even two minutes can make a massive difference.

3. Set an intention
Decide what you want your audience to feel after engaging with your content. Instead of focusing on how it will perform, focus on who it will help.

When you prioritize your mindset, creativity, and motivation, content creation stops feeling like a struggle and starts feeling like something you enjoy again.

I’d love to hear from you! What’s your biggest struggle when it comes to showing up with the right mindset for content creation? Send me a DM or tag me on Instagram (@micheleduweobm) with your biggest takeaway.

What Is Your Disorganization Costing Your Business

What Is Your Disorganization Costing Your Business

by | Planning-Organization-Productivity

Michele Duwe from Miss Task | What Is Your Disorganization Costing Your Business

Do you have a disorganized mess on your hands with lot of folders causing a cluttered drive? Google Drive disorganization can feel overwhelming. You spend precious time hunting for files, digging through outdated folders, and trying to remember what you named that important document. Sound familiar? You’re not alone, and the good news is there’s a simple fix. Have you stopped to evaluate what your disorganization is costing your business?

Why Google Drive Disorganization is Costing Your Business

It almost seems silly, right? How does not having a system to organize your Google Drive folders cost your business? I've seen how a messy Google Drive will drive an entrepreneur to tears searching for that existing file they know they have saved. 

Not only do messy Google Drive files cause you stress, but they are also responsible for lost productivity. Have you ever spent your valuable time searching for important files? That wastes time you could be spending on high-priority tasks.

What else does Google Drive disorganization cost your business? God forbid those disorganized files lead to missed opportunities when you struggle to find a file or legal documents essential to a client request. I've managed team members as an online business manager who spent so much paid time searching in Google Docs for critical documents. I think we both can agree that is a waste of time, money, and resources.

In the end, digital clutter leads to stress and feeling overwhelmed. A cluttered virtual workspace creates an unnecessary mental load, as if running a small business isn't taxing enough on our mental load.

The Hidden Costs of Digital File Chaos

Here’s something we both can agree on: how frustrating and time-consuming it is to look for digital files without a folder structure or consistent naming conventions.

You know that you have that digital file saved somewhere from the early years in business.

But where the heck did you put that digital file? Racking your brain for what you would have named it, where you save it even. Search for as many random keywords as possible to find the document in various cloud storage spaces.

Is this you? If so, you’re not alone. I see this repeatedly in online businesses.

The problem is in the early years of your business, when you’re penny-pinching and band-aiding things together, instead of buying more file storage space, you’d sign up for another free account.

Genius right?

One less monthly expense, yay, you frugal business owner.

I know this happens; I've helped untangle a mess of duplicate files across several cloud storage applications. What they thought, in the beginning, to be a cost-saving measure, in the long run, added up to wasted time and money for the business. Ultimately, they found out that maybe it wasn’t such a great idea. All that searching and disorganization is costing your business valuable time and money.

How to Create a Google Drive File Structure That Works

Before we get into this, you may want to test several different Google Drive file structures to determine what works for you. It is essential that we set a systematic approach to your folder structure that works for your brain. You may be a clicker or a root organizer.

If you have ADHD, opening up a folder to see endless Google docs, images, and media files will likely feel overwhelming. You will want to have specific folders with a few documents. You may also want to change color of the folder for a visual queue of the content. All my content management folders are yellow.

Are You a “Clicker” or a “Root Organizer”?

Understanding your preference for folder structure is key to keeping your files organized without feeling overwhelmed. Do you prefer to click through a few levels of folders to find what you need? Or does that sound like a nightmare, and you'd rather have most of your folders easily accessible at the root level? I've worked with both types of small business owners, which is why I bring this up.

Whichever style works for you, the goal is to ensure your Google Drive stays organized by using clear, logical naming conventions. Let’s explore two examples to suit both preferences:

Example 1: The “Clicker” Approach

If you don’t mind clicking through a few folders, you can create a hierarchy that keeps things tidy and compartmentalized. For example:

  • Marketing
    • Content Hub (includes subfolders like Images, Blog Post Copy, Social Media
    • Copy, Podcast, and Newsletters)
    • Freebies (Lead Magnets and Opt-Ins)
    • Branding
    • Website Assets
  • Sales
    • Client Onboarding
    • Discovery Call Notes
    • Prospecting Spreadsheet
  • Clients
    • Individual folders for each client are labeled with [Share] and a color code if they’re shared.
  • Operations
    • Finance
    • Personal/Business Development
    • Standard Operating Procedures (SOPs)

This method works best for people who are comfortable navigating multiple levels and want to keep their folders visually clean from digital clutter.

Example 2: The “Root Organizer” Approach

If clicking through ten folders sounds overwhelming, a flatter folder structure may work better for you. You can create descriptive folders directly at the root level. For example:

  • Marketing | Content Bank
  • Marketing | Freebies and Opt-Ins
  • Sales | New Client Paperwork
  • Sales | Discovery Calls
  • Clients | Client Names
  • Operations | Finance
  • Operations | SOPs

By naming conventions like Marketing | or Sales |, you can group similar types of files while keeping everything just one click away for easy access.

Final Thoughts on Folder

No matter your preference, consistency is what keeps your digital workspace organized. Choose the structure that fits your workflow best and stick to it. With either of these examples, you’ll save time, reduce stress, and make it easier to find exactly what you need when you need it. With Google Workspace, you have different types of Google Drives: one that is your own drive and the option to use the shared drive for clients and team members. Keep that in mind when setting up new folders. 

Would you like further adjustments or examples? Here is a link to my free resource on Digital File Organization. https://misstask.com/organize-your-google-drive-sign-up 

Michele Duwe from Miss Task | What Is Your Disorganization Costing Your Business

Tips for Naming Files

Oh, My Goodness, this is one that I regret so that I can speak from experience. It turns out to be a hot mess downloading freebies from the internet without a good descriptive file name.

Apparently, it wasn't easy to type a descriptive name into the file the first time that had meaning to me. Nope, instead, I kept the name given by the business that created it. Geez, it drove me nuts with all the inconsistent, nondescript file names. I finally gave in and deleted most of them. It would take too long to look at all those PDF files to figure out a new file name.

Have you searched for best practices for naming structure? I will give Google credit. It is very simple to search for files. However, without a clear file name or folder name, it will bring back many files for you to sift through. Having a system for naming files will eliminate having to go back and rename generic files like IMG_1234.jpg into something descriptive like Wellness Coaching Tips-IG_2025-01.jpg.

Here are a few examples of file names that I use: 

Receipts: YYYY-MM-What [M] or YYYY-MM-What [Y] or YYYY-MM-What
Here is the meaning:
YYYY – this is the year i.e. 2025
MM – this is the month number, i.e., 01 for January
What or who did I pay – Quickbooks
[M] states for a recurring Monthly expense
[Y] stands for a recurring yearly expense
Nothing at all is a one-time expense

Here is one more: 

Paid Offers: 🧩 Content Repurposing Starter Pack

I'm an emoji girl for file names regarding my paid offers. Across all my platforms, anything to do with my Content Repurposing Starter Pack will have a puzzle piece emoji. I think repurposing content is a missing piece that many small business owners overlook. It has meaning to me.

First Step to A Well-Organized Drive: Clear Out the Old Files

The first step to a well-organized drive is simple: create a new folder and name it archive with the date. Move all your old folders and files into that one folder.

Now, create a storage system with all the separate folders. As you access the files from your old folders move them into your new filing system. It will spread all the hard work of cleaning up your folds into a bite-size, manageable process.

After a year, take a look at that archive folder. Do you want to keep these just in case? That is completely up to you, but you'll always know when to look for them. Should you have multiple

Google Drive accounts or maybe Dropbox? The same thing applies to accessing files, downloading them, and moving them to the correct folder in your new storage system.

How to Organize Creative Content in Google Drive

Here are my best tips for organizing creative content in Google Drive. As a content creator and online business owner, over time, you will have a lot of content.

  • Example Folder Structure for your content filing system:
  • Top Folder: Growth
  • Second Folder: Lead Generation
    • Folders under lead generation:
      • Core Content
      • Social Media
      • Lead Magnets
      • Advertising
      • Content Planning
      • Email Marketing
    • I'll give you examples under Core Content; again, download my free resource, Digital File Organization, to learn more.
      • Core Content
        • 🎙️Podcast
          • Podcast Assets
          • Guest Interviews
          • Edited Episodes
          • Raw Episodes
          • Promotional Graphics
        • [CC] 2025
        • [CC] Archive
  • Use the star: Use the star to favorite your files for quick access in the main menu on the left sidebar. Right click the file, choose Organize, and select Add to Starred.
  • Use File Information: Google Drive allows you to add a description to your file. This can be a great way to keep track of important information about a file; it also keeps track of who created it and when it was last updated. To access this, click the file and, select file information, scroll to the bottom to add a description. In addition, it has a tab for activity and Approvals. Approvals is a great tool for your team members to request your approval.
  • Utilize Google drive's integrations : Google drive allows to integrate with other Google Suite such as google sheets, docs, slides and forms, these integration can help in managing and organizing your creative content.
  • Collaboration and Sharing : When it comes to creative projects, team collaboration is often essential. Google Drive makes it easy to share files and folders with others, allowing multiple people to work on a project at the same time.

Using these tips, you can effectively organize your creative content and make finding and collaborating on projects easier.

Show Up Consistently—Without Doing It All Yourself

Your Podcast, Repurposed into a Full Marketing Strategy

A done-for-you repurposing service where we turn one piece of content into 5 Days of Marketing Content so you can grow your audience and impact in less time.

5 Days of Content from 1 Podcast Episode

  • 2 vertical video clips
  • 1 Carousel post graphic and caption
  • 1 Quote/Static post graphic and caption
  • 1 Graphic and caption to specifically promote the podcast episode
  • 4 Additional Social Media Captions
I Want This Done for Me

You’ll thank yourself later for taking the time to get this done—it’s worth the effort.

Disorganization is sneaky and causes chaos when you least expect it. My best advice is to get it done. As long as a virtual assistant has clear directions, they will be able to start the organization process for you. 

Suppose you don’t believe me. Start tracking the time you or your team member spend looking for files. Over time those few minutes will add up to more than just investing in getting it done.

Time To Wrap This Up

I hope I've made my case for Why Google Drive Disorganization is Costing Your Business. More importantly, how do you want to feel when you open Google Drive? This is a good thing to consider when setting up your file organizational system. You are a busy business owner with limited time, money, and emotional resources, so make sure they are directed at the right things.

Simplify Your Digital Life: Take Control of Google Drive, Eliminate Chaos!

  • Are you tired of the digital clutter in your Google Drive causing chaos, wasting your time, and risking important files?
  • Imagine the frustration of missing files during crucial moments, the stress of duplicated documents, and the overwhelming clutter that hinders productivity.

Grab our free guide and take the first step towards a well-organized and efficient Google Drive.

Say goodbye to the chaos and hello to digital content organization!

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