PreReqs > 5 - Create a GDrive Folder Structure using FAMMMIT/Bels
The page includes the following sections:
- Hypnotic Directions - "You will read this 4 times..."
- Introduction
- Separating Business and Personal Information
- Consistent Labeling of Business Root Folders
- FAMMMIT/Bels is the Basis for your Business Folder Structure
- FAMMMIT/Bels Tweeks for usability and personal satisfaction
- FAMMMIT/Bels in action with 3 distinct sections!
- FAMMMIT/Bels Structure Summary
- Supplement 1: !Soul Proprietor Guide Notes
- Supplement 2: ERP System
- Supplement 3: Multiple Businesses With Overlap
- Supplement 4: Personal Directory Comments
- Summary
1) Hypnotic Directions - "You will read this 4 times..."
- Take 1 -- Skim this entire page one time. Do a good fast skim. Subsequent sections help with understanding why you might be doing something in a prior section.
- Take 2 -- Come back to the top and read each section in detail, but don't allow yourself to start thinking about how easy/hard this will be with your data. Just get the picture of where you need to go without worrying about what you can and can't do yourself.
- Take 3 -- Come back to the top and re-read each section. Pause while reading and put thought into the work required for you to implement this. Take notes related to things that will be easy, or hard, or things you need clarity on.
- Take 4 -- Once you've got the game plan in your head, then come back to the top and use this as your instructions to build out your folder structure.
Step 4 will only take about 10 minutes for the initial file creation.
Uploading your personal and business files to Google Drive is a different story. That could take a few hours or a few days depending on the volume of information and depending on how scattered you and your data are. That is covered on PreReqs item 5.
1) Introduction
You need to give structure to your Google Drive or else, and we want you to do it in a manner that will enable others to collaborate with you and visa versa, as that is the key to gaining some strength in numbers.
Generally speaking, software packages are is just a group of text files that area created to do something or show something. The files are organized in a very logical fashion and the text in the files reference each other and outside resources to "do something". Typically, software files are kept far away from end users so they don't get messed up, and that's where this DIY Software thingy gets tough fast since all the software will be sitting in folders in someone's Google Drive.
In order to participate in this DIY Software concept, you are going to need to develop a Folder/File Structure in Google Drive with significant intention.
Generally speaking, software packages are is just a group of text files that area created to do something or show something. The files are organized in a very logical fashion and the text in the files reference each other and outside resources to "do something". Typically, software files are kept far away from end users so they don't get messed up, and that's where this DIY Software thingy gets tough fast since all the software will be sitting in folders in someone's Google Drive.
In order to participate in this DIY Software concept, you are going to need to develop a Folder/File Structure in Google Drive with significant intention.
- Generally speaking, folks who have preferred PC's to Mac's are better with organizing folders and files because windows had a poor search function early on (and it still pales in comparison to mac and modern day cloud drives).
- Generally speaking, folks who have preferred Macs to PC's are not generally as good with Folder and File structure because of that Mac Desktop that most are addicted to.
- Generally speaking, folks who came along after we had mobile devices are horrible with digital structure at all, and their ability to organize and compartmentalize data is challenged due to a lack of practice of doing the same prior to the digital age.
While the information below may seem common-sensical to some, it may feel disconcerting or terrifying for others who have never had control of their data. If you follow the guidelines below we feel you can achieve massive increases in efficiency and available support from others.
What's in this for me, you ask?
This organizational process alone should provide some clarity and stress relief if done with proper attention. After that you are ready to start building tools that will provide you greater control over your digital world. Hopefully, in a few weeks, a few months and a few years you'll look back and be shocked at how far you've gone in such a short time. That is the goal.
What's in this for me, you ask?
- You are creating a space in which you can work more efficiently
- You are creating a space in which others familiar with the Soul Proprietor Guide and the DIY Software Club Material can interact with you in an efficient manner.
- You are creating a space and a system in which you could share your business responsibilities with partners, employees or subcontractors if desired.
- You are creating a space in which you can start building out DIY Software tools in an organized manner.
This organizational process alone should provide some clarity and stress relief if done with proper attention. After that you are ready to start building tools that will provide you greater control over your digital world. Hopefully, in a few weeks, a few months and a few years you'll look back and be shocked at how far you've gone in such a short time. That is the goal.
3) Separating Business and Personal Information
There should be:
- A Business Folder (in this case it is "BusinessZ - Jane Doe Acupuncture")
- A "Personal" Folder (I name mine "Personal"-- no joke...)
- Landing Folders -- Landing folders are places that data lands before it might be distributed to a personal or business folder. "Scanned Docs" is a great example of that type of folder. "Downloads" is another example of such a folder.
- Other folders -- I prefer to have "Camera-Pics" and "Camera-Video" folders in my root drive as opposed to underneath business or personal primarily because they may grow tremendously in size and I may want to back up that data in a different manner than the rest of my data. If I want to categorize info in these folders as business or personal, I will often do it inside of these folders. That said, putting separate versions of those inside of Business and Personal can work too.
4) Consistent Labeling of Business Root Folders
The consistent labeling of a business folder as "Business - xxxx" is important because when you share your business folder with others you are working with, if they incorporate your shared folder in their drive, it will then land with any other Business folders they may have.
If you have multiple businesses you will have multiple business folders. Business - Contracting, Business - Real Estate Agent, Business - Metal Art, etc.
If you have multiple businesses you will have multiple business folders. Business - Contracting, Business - Real Estate Agent, Business - Metal Art, etc.
5) FAMMMIT/Bels is the Basis for your Business Folder Structure
Your Folder Structure for your Business Folder / Business Directory, which is named "Business - {your business}" is going to be created to mirror the FAMMMIT/BELS structure from the Soul Proprietor Guide Business section.
Compare the bullets below with the folders on the left...
The 999_220club_ref_info is a folder that can hold notes and reference material related to any/all 220 Club resources.
When you are doing this live, just create this folder structure to start with. As you will see below, you can modify it in a matter of seconds/minutes to your liking, but just do this once to try to impress on your psyche this rigid structure, so when you start modifying it you might remember these roots.
Compare the bullets below with the folders on the left...
- F -- 10_Finance
- A -- 20_Accounting
- M -- 30_Management
- M -- 40_Marketing and Sales
- M -- 50_Management Science and Ops
- IT -- 60_Information Technology
- BE -- 70_Business Ethics
- L -- 70_Business Law
- S -- 70_Business Strategy
The 999_220club_ref_info is a folder that can hold notes and reference material related to any/all 220 Club resources.
When you are doing this live, just create this folder structure to start with. As you will see below, you can modify it in a matter of seconds/minutes to your liking, but just do this once to try to impress on your psyche this rigid structure, so when you start modifying it you might remember these roots.
6) FAMMMIT/Bels Tweeks for usability and personal satisfaction
In the prior section we presented a "perfect" folder match for a framework. Now time for some tweaks for usability.
Please note, even though we've changed some of the terminology making it harder to see the relationship of these folders to FAMMMIT/Bels, we have NOT changed the numbering from our original structure -- and ultimately it is the numbering you want to try to stay true to. As long as you hold the numbering system for each subject area, other individuals with this common background can provide input and assistance irregardless of some of the terminology you use. If you change up the numbering system, it becomes much less of a community concept.
- 10_finance_accounting -- Finance and accounting for most small businesses are so closely intertwined it would be hard to separate. So I typically collapse Finance and Accounting into a single folder (10_finance_accounting).
- 30_management -- I don't have any employees or other management obligations at this time, so I don't have a need for a management folder at this time.
- 50_operations - I prefer just using the term "Operations" for 50 as opposed to Management Science and Ops.
- 70_legal -- I prefer to combine ethics and legal into a single folder and refer to it as 70_legal.
- 70_strategy -- I prefer to shorten business strategy to just strategy.
Please note, even though we've changed some of the terminology making it harder to see the relationship of these folders to FAMMMIT/Bels, we have NOT changed the numbering from our original structure -- and ultimately it is the numbering you want to try to stay true to. As long as you hold the numbering system for each subject area, other individuals with this common background can provide input and assistance irregardless of some of the terminology you use. If you change up the numbering system, it becomes much less of a community concept.
7) FAMMMIT/Bels in action with 3 distinct sections!
The image in this section shows the folder tree for Jane Doe Acupuncture after it was configured to fully mimic the real world folder structure for a Wellness Business that uses this methodology.
The three red blocks represent three distinct cognitive groupings of data within this single "Business" directory.
Block 1 - Folders that who's names start with Special Characters - Exclamation Mark, Underscore, Tiddle
The exclamation mark (!), underscore (_) and tiddle (~) characters are often used by programmers to get a file or folder to show up prior to others that start with numbers and then letters. The reason this works is because ascii values (numerical values associated with each key on a computer keyboard) are lower than those for the numbers and letters. This image only shows pre-numeric folders starting with !, but another group could have been defined with _ and another with ~.
Block 2 - Numerical Folders (folders with names that start with a numeric value)
All the Folders in Block 2 start with numbers and the numbers generally correspond with the numerical structure we established in the directory prior.
That said, as you can see, individuality is applied here as needed, and this is what gives the prior model and this folder and file system more flexibility while keeping structure.
Teens and 20s -- Any number in the teens (or 20's for that matter) will be tied to 10_finance_accounting. For some reason, this user wanted to put 11_Dailies out on the main folder tree instead of inside the 10_finance_accounting folder.
50's -- Any number in the 50's will be related to 50_operations
60's -- Any number in the 60's will be related to 60_it
etc, etc.
NOTE: If we had wanted to keep "11_Dailies" or "61_ERP System" as sub-folders inside of 10_finance_accounting or 60_IT as opposed to as a sibling on the main folder tree, we likely would NOT have numbered those when they were subfolders inside of the parent folder. We only start numbering sub-folders inside of parent folders if there is an organizational need.
Block 3 - Alpha Folders (folders with names that start with a letter of the alphabet)
Camera-Images and Screen Grabs and Sales Reporting would have been the first folders in this business folder if we did not have other folders starting with special characters and numbers first. Instead they are way down the list.
Summary
The organizational power gained by using special characters and numbers in addition to alpha values as starting characters is significant. You can create entire sub sets of data categorization all withing a single visual view, and that's what makes it so powerful
Without some type of consistent folder and file structure, assisting another with their Business from a Digital perspective in an economically viable manner is either a nightmare or nearly an impossibility. Yet, if small businesses were to adopt this type of system, there is more than enough flexibility to meet all needs and small business consultants could also step in and make a difference with short ramp up time, and ultimately that is one of the goals.
The three red blocks represent three distinct cognitive groupings of data within this single "Business" directory.
Block 1 - Folders that who's names start with Special Characters - Exclamation Mark, Underscore, Tiddle
The exclamation mark (!), underscore (_) and tiddle (~) characters are often used by programmers to get a file or folder to show up prior to others that start with numbers and then letters. The reason this works is because ascii values (numerical values associated with each key on a computer keyboard) are lower than those for the numbers and letters. This image only shows pre-numeric folders starting with !, but another group could have been defined with _ and another with ~.
Block 2 - Numerical Folders (folders with names that start with a numeric value)
All the Folders in Block 2 start with numbers and the numbers generally correspond with the numerical structure we established in the directory prior.
That said, as you can see, individuality is applied here as needed, and this is what gives the prior model and this folder and file system more flexibility while keeping structure.
Teens and 20s -- Any number in the teens (or 20's for that matter) will be tied to 10_finance_accounting. For some reason, this user wanted to put 11_Dailies out on the main folder tree instead of inside the 10_finance_accounting folder.
50's -- Any number in the 50's will be related to 50_operations
60's -- Any number in the 60's will be related to 60_it
etc, etc.
NOTE: If we had wanted to keep "11_Dailies" or "61_ERP System" as sub-folders inside of 10_finance_accounting or 60_IT as opposed to as a sibling on the main folder tree, we likely would NOT have numbered those when they were subfolders inside of the parent folder. We only start numbering sub-folders inside of parent folders if there is an organizational need.
Block 3 - Alpha Folders (folders with names that start with a letter of the alphabet)
Camera-Images and Screen Grabs and Sales Reporting would have been the first folders in this business folder if we did not have other folders starting with special characters and numbers first. Instead they are way down the list.
Summary
The organizational power gained by using special characters and numbers in addition to alpha values as starting characters is significant. You can create entire sub sets of data categorization all withing a single visual view, and that's what makes it so powerful
Without some type of consistent folder and file structure, assisting another with their Business from a Digital perspective in an economically viable manner is either a nightmare or nearly an impossibility. Yet, if small businesses were to adopt this type of system, there is more than enough flexibility to meet all needs and small business consultants could also step in and make a difference with short ramp up time, and ultimately that is one of the goals.
8) FAMMMIT/Bels Structure Summary
Without some type of consistent folder and file structure organizational system and naming system, digitally assisting another with their Small Business in an economically viable manner is either a nightmare or nearly an impossible. If small businesses were to adopt this type of system, there is more than enough flexibility to meet all the needs of a small business and small business consultants familiar with this system could step in and make a significant difference with organizational support with a much shorter ramp up time, and ultimately that is a benefit to all.
9) Supplement 1: !Soul Proprietor Guide Notes
If you wanted to create a space to save notes related to the Soul Proprietor Guide -- or a place to build onto what was presented in that resource the image on the right might be something you would consider.
In this case we used a Numeric prefix to get those items into a cognitive order that mirrors that resource.
We've placed this at the top of our Business directory for now. A few months from now when we are adding information less, we could rename it so it drops further down the list. In fact, it's permanent home might be inside of the 999_220Club_ref_info folder we showed in section 4 and section 5. ( it was missing in the image of section 6).
In this case we used a Numeric prefix to get those items into a cognitive order that mirrors that resource.
We've placed this at the top of our Business directory for now. A few months from now when we are adding information less, we could rename it so it drops further down the list. In fact, it's permanent home might be inside of the 999_220Club_ref_info folder we showed in section 4 and section 5. ( it was missing in the image of section 6).
10) Supplement 2: ERP System
Finally -- we have landed!!!
Okay... so if you are going to create software for yourself or others with Google Sheets and/or on Google Drive, this "61_ERP_System" is an example of what the directory might look like.
Each of the GREEN icons indicates a Google Sheet, and each of those represents a functional module in the ERP System.
If it helps, you can think of each google sheet as a self contained database, much like Microsoft Access. Each file has a scripting module in it that can be used if needed, and each file had data tables, the ability to create forms for data gathering and the ability to create reports for data presentation. And we mention forms in this instance, we are NOT talking about Google Forms like most might presume.
Unlike in the MS Access DB paradigm, you don't try to get all the data tables into a single project file. In this paradigm you can break out functional groups into separate files for easier management, and each of the files can in fact interact with another in a pseudo-relational database fashion with just a little work.
NOTE: The Numbering of the files does NOT correlate in anyway to FAMMMIT/BLES methodology. If it we wanted it to, these files might have been 61_10_point of sale and 61_15_patient DB, etc. These numbers starting in the teens and hoping every 5 or so were assigned solely to dictate the order in which these modules will be visible as tabs in a browser.
Okay... so if you are going to create software for yourself or others with Google Sheets and/or on Google Drive, this "61_ERP_System" is an example of what the directory might look like.
Each of the GREEN icons indicates a Google Sheet, and each of those represents a functional module in the ERP System.
If it helps, you can think of each google sheet as a self contained database, much like Microsoft Access. Each file has a scripting module in it that can be used if needed, and each file had data tables, the ability to create forms for data gathering and the ability to create reports for data presentation. And we mention forms in this instance, we are NOT talking about Google Forms like most might presume.
Unlike in the MS Access DB paradigm, you don't try to get all the data tables into a single project file. In this paradigm you can break out functional groups into separate files for easier management, and each of the files can in fact interact with another in a pseudo-relational database fashion with just a little work.
NOTE: The Numbering of the files does NOT correlate in anyway to FAMMMIT/BLES methodology. If it we wanted it to, these files might have been 61_10_point of sale and 61_15_patient DB, etc. These numbers starting in the teens and hoping every 5 or so were assigned solely to dictate the order in which these modules will be visible as tabs in a browser.
Folder and File Details
- Folder -- 86 - this is a local trash folder.
- Folder -- zBackups -- if you want to manually back up your data, you make a copy of the file(s), rename the copies with a date stamp, and drag it/them to zBackups. These backups would be in addition to GDrive auto backups and third party backups that run every 24 hours. This might be done prior to making major changes to an ERP system module which may backfire.
- 10_Point of Sale System -- This is a powerful Point of Sale system that interacts with 15_Patient Database and 30_PSOPs DB (PSOPs stands for products, services or packages). Manual emailing of text based receipts is built into this system. We are currently only running it in receipt mode as opposed to data storage mode (for various reasons).
- 15_Patient Database -- This file includes a Patient Lookup tool, the Patients data table and an email driven appointment reminder system that interacts with Google Calendar
- 20_SOAP Notes -- This is an Electronic Health Records module. This user is still doing records by hand, but this module is simple and fully functional for his needs should he desire to convert to Electronic Records.
- 25_Insurance Billing -- This is in fact the Accounting Portion of Insurance Billing only. The actual insurance claims are entered via a web portal, and those entries are duplicated in this system for tracking all other aspects of the transaction. This system includes all levels of EOB tracking, Accounts Recievable Tracking and electronic invoice generation. This has gone through at least 6 iterations and is now as compact and functional as most small wellnesses practices might desire.
- 25_Insurance Billing Super Bills -- This is a receipt ledger system that enables the digital creation of superbills.
- 25_Insurance Billing WC_PI -- This is a system for tracking all aspects of Work Comp and PI Cases from Case info to patient visit dates to billing and communication logs.
- 26_ICD10 -- This is an ICD10 lookup tool built in Google Sheets. This practitioner currently pays a small annual fee for a very nice web based service. He may or may not give up that service to use this less sexy solution. Buying that solution also gives him access to a valuable industry resource (a person heavily involved in insurance billing) and that is another reason to continue to pay the modest fee for that web based tool.
- 30_PSOPs DB -- This is the Products, Services and/or Packages Database. Many people refer to this as a Products Database, but we prefered a more all inclusive name and this acronym is what we landed with.
11) Supplement 3: What if you have multiple businesses with overlap?
I have multiple businesses. I have created multiple businesses under my root drive. In addition, I've used some of the FAMMMIT/Bels folders outside of the individual business folders for functions that might cross multiple businesses. I also have used the double underscore and underscore to create additional prioritized cognitive blocks.
For consistency sake you can see I have a Personal Folder in my root drive, just like recommended above (red circle near bottom) and in that same general area you can see other items that were presented in the initial setup.
When you start creating the Numeric groups outside of the Business folders, you are then operating like a company with multiple subsidiaries. You will need to play with what should be handled outside each business folder and what should be handled inside and it may change with time.
Truthfully, this can be confusing. Hopefully you can find one or two or three businesses at most that you want to get involved in. That keeps things simpler.
For consistency sake you can see I have a Personal Folder in my root drive, just like recommended above (red circle near bottom) and in that same general area you can see other items that were presented in the initial setup.
When you start creating the Numeric groups outside of the Business folders, you are then operating like a company with multiple subsidiaries. You will need to play with what should be handled outside each business folder and what should be handled inside and it may change with time.
Truthfully, this can be confusing. Hopefully you can find one or two or three businesses at most that you want to get involved in. That keeps things simpler.
12) Supplement 4: Personal Directory Comments
My personal directory of info has very little structure. I have one folder near the top labeled !dl,ssc,passport,bcert,w9 . Needless to say that contains info related to my relevant personal docs. After that it goes:
- Automobiles
- Academic records
- Bike Trails
- Cats,...
- etc...
13) Summary
- The first time through you should have gotten here quickly.
- The second time through should have taken longer, but you should now have an idea of what you need to do.
- The third time through you should have some notes made related to the work you need to do.
- The fourth time through you should be done with the folder setup of your drive and you are ready to move on.