Why is this important?
How do we know how this is completed?
Business Development Files in Box & Drive:
Consistent in Naming
Process has been documented
All staff knows the process and where to find it.
Why this Important:
Efficiency for finding information
File organization is currently a mess
The Business Development folder is a library of companies and people that are pre-sales and converting into sales.
(People are also documented on Black Box tab 1.1)
These companies are divided into the following categories:
1. End Users (potential clients)
2. Strategic Partners (companies/people that will work together on projects like Browning Day, RJE, American Structurepoint. These are partners that will bring a different skillset and more clients.)
3. Connectors: these are people who know people who can make connections to end user.
GOOGLE DRIVE:
Google docs and sheets (documents that are easily edited online) are the primary types of documents.
BOX:
Box primarily houses PDFs. There is larger storage capacity and it is easier to edit PDFs through Box.
Google Drive (currently "Shared with me"
1 - Business Development
2 - Projects
3 - Marketing
4 - Internal
5 - Franchising
6 - Archive.
ACTION: As there is no current franchising and no plans to cultivate more franchising, move Franchising into “Archive” and edit
5 - Archive.
BOX:
0 - Templates
1 - Business Development
2 - Projects
3 - Marketing
4 - Internal
5 - Franchising
6 - Archive
ACTION: As there is no current franchising and no plans to cultivate more franchising, move Franchising into “Archive” and edit
Google (Current) “Shared with me” (12/2/2025)
1 - Business Development
1 - End User
2 - Strategic Partners
3 - Connectors
4 - Sales Initiatives
5 - Community Projects
6 - EOS
7 - Events
8 - Pricing Matrices
9 - Archive
12/2/2025 Goal:
END USER: A library of companies that we can see both archivally has been contacted AND used for farming.
A place for information to be pulled into Project Charters
Relationally and conversation focused. The history of the relationship with the company and DORIS
Organized by Company Name, Alphabetical. DO not put people’s name at this top level for End Users
No dates at the top level (for cleanliness of look?)
If a strategic partner was involved as a partner, file under the client name
If a strategic partner was also an end user, file in End User as a separate folder with the end user specific notes
List under a name that would be easiest for someone with no institutional knowledge to find (clarify this naming convention). Is the acronym the public way a busines is known or internal shorthand? What is most helpful to new employees?
Ivy Tech Community College (ITCC)
Full Name (Abbreviations)
HNI, CNO, etc. (known to the public with these letters)
Naming conventions (nestle under 5?)
City of ______ to keep all city related work together?
Add state to City of, (example, City of Columbus could be Indiana or Ohio)
Diocese of ____
Muncie Catholic
College, State
Things to be filed under Business Development:
Meeting Notes
PSAM Data
Supporting docs from the clients
Org charts
Strategic plans
Also here:
BOX: things to be filed under Business Development:
Post-it note images
Scoping Docs
ASK OPS:
Adding years at the end of Project Folder
Nelson/Nielson?
Perry County Parish Cluster – is this the best way to label? Or Diocese of Indianapolis?
Where put RFQs and RFPs?
STRATEGIC PARTNERS:
–Company Name at Top Level
-Name :: Company Name Meeting Notes
(If they are NOT at the company, move them to Connector or NEW COMPANY)
Top Level Company Name [Classification]
CONNECTORS
-Person’s Name at Top Level
-Name :: Company Name Meeting Notes
TO DO: Fix the subfolders on American Structurepoint
Rock: Information Architecture — Business Development File Organization
Owner: Katie
Quarter 2 : April, May, June 2026
Description:
Establish consistent, documented, and easily accessible file organization across Box and Google Drive for Business Development materials to improve efficiency and ensure all staff understand and use the system correctly.
Milestones / Measurables (How We Know It’s Complete)
Audit & Assess (Week 1–2)
Current files in both Box and Drive are inventoried.
Categories (End Users, Strategic Partners, Connectors) clearly defined and confirmed with the team.
Identify duplicates, old content, and naming inconsistencies.
Define Information Architecture (Week 3–4)
Clear folder structure for Business Development finalized and approved.
Standard naming convention developed (e.g. ClientName_ProjectName_Date).
Example templates created for each category (company folder and person record setup).
Implement & Clean Up (Week 5–6)
Files reorganized according to new structure and naming convention.
Old or irrelevant content archived.
Business Development folder in Google Drive and Box aligned with the new system.
Document & Train (Week 7)
Written process guide created ("How to Use the Business Development File System") with links to folders.
Process includes which system to use when (Drive vs. Box) and how to store people data (Black Box tab 1.1).
All staff trained; training sign-off or checklist completed.
Verify & Maintain (Week 8)
Random file checks confirm structure and naming consistency.
Staff can independently locate example files when tested.
Ownership for ongoing maintenance assigned (Quarterly audit calendar created).
Completion Criteria (Rock Done When…)
All Business Development files are named consistently and located in the correct folders (Drive for Docs/Sheets, Box for PDFs).
The documented process is stored in a known location and shared with the full team.
Every staff member knows where to find the files and how to add new ones.
Mo confirms 100% of team can demonstrate use of the new system.
Would you like me to format this into a one-page EOS Rock Tracker layout (like you’d drop into a Level 10 meeting deck)?
yes please
Completed 2 steps
Here’s a one-page EOS-style Rock you can drop into a Level 10 deck or tracker.
Rock: Information Architecture for Business Development
Rock Name
Business Development Information Architecture: Clean, Consistent, and Documented
Owner
Mo
Quarter / Due Date
Q[XX] – Due by Week 13
Why This Rock Matters
Improve efficiency in finding information for pre-sales and sales follow-up.
Clean up current “messy” file organization in Box and Google Drive.
Ensure Business Development becomes a reliable “library” of End Users, Strategic Partners, and Connectors.
Scope & Definition
In Scope
Business Development folders in Google Drive and Box.
Company and people information for: End Users, Strategic Partners, Connectors.
Alignment with Black Box tab 1.1 for people records.
Out of Scope
Non-Business Development folders (Projects, Internal, etc., unless directly tied to BD).
Rewriting CRM or sales processes beyond file structure.
Milestones (Monthly / Big Steps)
Week 1–2: Audit & Structure Decision
Inventory existing BD files in Google Drive and Box.
Confirm folder categories and structure for:
End Users, 2) Strategic Partners, 3) Connectors.
Decide and document “source of truth” rules (Google Drive for Docs/Sheets, Box for PDFs).
Week 3–5: Naming & Reorganization
Finalize standard naming convention for companies and people.
Clean and move all BD files into the new folder structure in Drive and Box.
Archive outdated/duplicate content into clearly labeled “Archive” areas.
Week 6–8: Process Documentation & Training
Create a 1–2 page “How We Organize Business Development Files” process.
Include: where things live (Drive vs Box), how to name, how to store people (plus link to Black Box tab 1.1), and how to add new companies/contacts.
Train all staff; capture attendance or sign-off.
Week 9–12: Verification & Maintenance Plan
Spot-check at least 10 random records across End Users, Strategic Partners, and Connectors for correct location and naming.
Ask at least 3 team members to find specific example files (company, person, and PDF) without help.
Assign an ongoing owner and set a quarterly 30-minute audit To-Do for continued maintenance.
“Done” Definition (How We Know the Rock Is Complete)
By the end of the quarter:
100% of active Business Development files follow the agreed naming convention and live in the correct Drive/Box folders.
There is a documented process stored in a clearly labeled, shared location (and linked in the BD folder).
All staff have been shown the process and at least 3 people have demonstrated they can independently locate and add files correctly.
Mo reports this Rock as “Done” in the final Level 10 of the quarter (no open issues blocking usage).
L10 Status Check (Weekly)
Status: On Track / Off Track
Note field:
This week’s focus (audit, cleanup, documentation, training).
Any blockers (time, access, decisions needed).
Would you prefer this as a Google Doc template, a one-slide layout for your existing L10 deck, or a simple table you can paste into your current EOS tool?
Follow-ups
Google Doc template would be best
One slide layout for our L10 deck
Simple table to paste into our EOS tool
Rock
Business Development Information Architecture
Owner: Mo
Due: End of this quarter
Why
Faster to find information
Clean up current mess in Box & Drive
Big Milestones
Structure decided
Folder structure for BD agreed
Naming rules written in 5–10 bullet points
Files cleaned up
All active BD files moved into new structure
Old/duplicate files moved to “Archive”
Process written
One-page “How we store BD files” created
Includes: Drive vs Box rules, where people live (Black Box 1.1)
Team trained
Everyone knows where to look and how to save
Rock is “Done” when
All BD files follow the new structure and naming
One-pager is saved in BD folder and shared
Mo can ask 2–3 people to find a file, and they can do it
No comments to display
No comments to display