November 24, 2021

27: My Process For Collecting Assets for Client Websites


In this episode, I'm sharing my structure for client content collection. Learn how I use Google Drive to organize an entire client project and make it simple for clients to stay involved without overstepping.

Google Workspace - Client folder template

  1. Brand Standards
  2. Page Content
  3. Media
  4. Site Strategy
  5. Client Structure Page - Pre-Launch Backup

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Episode transcript

Keegan 0:00
What's up Side Hustlers. Welcome to another episode of the side hustle to full time web designer podcast. My name is Keegan and I'm here to take you through the journey. So today we're talking about my process for collecting assets for client websites. And that's a topic that is wildly, wildly debated. A lot of people have a lot of opinions on what that process should look like and what they could do. But the truth of the matter is, there's no one size fits all.

Keegan 1:01
I've seen people use great products like content snare, and buddy Jimmy Rose has an incredible product. If you haven't checked out Content Snare definitely worth a look. Also, there's some free options. And personally, I use the free option, which is part well, I guess technically it isn't free, but it could be dependent on your process or depending on your stage in the process. I do use Google Workplace and with it, I use the Google suite of products, specifically Docs. And that's where that's where I go. And that's the hub that I set up for clients.

Keegan 1:35
So the way it works, the way I have things set up is that when I onboard a client, the very first thing I do is inside of my Google Drive, I have a template folder. So a client template folder that I duplicate, rename for the client's project. And then I shared with the main point of contact for that project. And inside of that project folder, there are a few folders that are preset. One of them is brand standards. And that's where I collect logos, any any fonts, any color guides, you know, just brand standards in general. And then we've got site page content, that's where I break down. Once we have a map or sitemap, we break down and create individual files for each page and the content that the client wants to go on those pages goes inside of documents that we create inside of that folder. But each one of them name to the individual page that the content is going to live on.

Keegan 2:34
The third folder in that client folder is going to be for media. And that is a massive dump of any images, or documents or any of those things that are going to be used on the website. And always have those as a mass dome. That way I can organize them as I decide which ones I'm going to use on which pages, I'll group them into subfolders in that media. And then I'm going to go in and make sure that they're optimized. So I'll pass them through Photoshop. And it's easy whenever you're working on an individual page to have them grouped by pages in that media folder, because you can process them all through Photoshop or any other image processor all at the same time, get the result files, and then have them ready to go. So that whenever you're inside the Page Builder, you can put all the images you need for that page, upload them at once, and then use them as you need inside of that individual page that you're building. So it works out really well. And it's a it's worked really, really well for me over the years. And yet, I find I've not found a better process that works for me yet.

Keegan 3:38
The fourth folder is going to be site strategy. And that site strategy folder is all for me for our team. And that's where we can outline pages, we can get overall goals for the website, and just everything that's going to be strategy related. The plugins we're going to use will build documents for that. The purpose is behind everything that's going to happen on the site, how we're going to link pages, where we're going to drive people to and the overall strategy of how we're going to pass a client from the front page, all the way through to an ultimate conversion. So that's that's really what the site strategies for.

Keegan 4:13
And then we go into the fifth and final folder of the default client structure page, which is the pre launch backup. And this is one of those I do not take lightly. There's a lot of reasons I do this. Number one, I do want to protect the integrity of the site that I've built. So if you go into the portfolio for my agency's website, there's a little disclaimer at the bottom that says, you know, if you go through to the site, there could be some differences and some changes. Depending on the setup of the of the website.

Keegan 4:44
The client may have made some changes. They may have worked with someone else who's changed the site from the original design. Hell, if they're on my care plan, we may have made some changes that have kind of grown the site to a different look from what we originally built. And that's natural. That's the progression of a website. They should be a living, breathing, growing, ever evolving thing. But I like to have a backup of what the site looked like when we originally built it. And that's for demonstration purposes, if I want to use that site as a framework for another site, I can duplicate that one out really, really easily. There's just a lot of reasons for it. But above all else, it's really for the client.

Keegan 5:24
If something tragic happens, not long after we launched the site, something gets hacked. You know, it's it's possible, we take all the measures to make sure that the site doesn't get hacked, but it can happen, you know, as as prepared as you might be, you can never really truly get away from those things being possible. So I like to have that original backup and make sure that under the most catastrophic of circumstances, we can always replace the website, bring it back to its original format, and get it up as quickly as humanly possible.

Keegan 5:58
So that's really what that pre launch or client folder is all about the pre launch folders there for the final backup. And all these other folders are there, either for site strategy, brand standard collection, or page content and media. And those are found to be the most like the biggest bucket folders I can put inside of the overall client folder. That way things stay organized, share this, this project folder directly with the main point of contact for the client. That way, they can just access it very easily inside of Google Drive. They can drop videos and folders or videos and files and anything that they see fit or want to add on the site into that media folder, they can type up together, we can work back and forth on the site page content, and make sure that we're ultimately all moving towards the goal that we've set for the site.

Keegan 6:51
And that's really my process for collecting assets from a client. And it's one that I've, I've tweaked and tried to make a little bit more efficient as the years have gone by as I've been freelancing. And this is one that that's worked pretty consistently for a number of years now. And one that I really like and clients the feedback on it is that they they enjoy it too. It's easy. You know, a lot of them are familiar with Dropbox or with OneDrive. So Google Drive is again, another one that's a lot widely used, and also very easy to figure out. And so it's it's nothing that people aren't familiar with, it's not a weird, wild foreign process. They just they get it, it works. And until I find another way to do things easier or better or more efficient. This is going to be the process.

Keegan 7:37
So if there's anything that you have questions wise, about the process that I use, how I share what we do with things like this, I'm always an open book, you're gonna see the link down in the show notes. You can join the conversation, And we can just chat in the comments. Let's talk. I'm here to answer any questions you might have about the process of working with clients and collecting data or collecting assets because honestly, that is definitely without a doubt not even close the most difficult part of the process. I don't know why I'm not really sure. But it always is. So if again, if you have any questions, I'm here to answer it. I would love to connect with you and talk more about this process. So have an awesome day and we will catch you next week with another episode.


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