How do you currently keep your website assets organized?

Academy Study Groups Study Group: HubSpot Marketing
1

Here are some of my favorite ways to keep a HubSpot account clean:

Folders

Folder systems can help you and the rest of your team inventory the existing assets in your HubSpot account and make note of the assets you still need to create. By using the folders feature, you can start to group the assets based on the organizational needs of your team.

One way you can set up your folders systems is by creating a folder for each of your campaigns. The folders feature can be found in many of the tools that are nested under the content tab in the HubSpot Marketing software — you can see it in the file manager, landing pages, website pages, blog posts, and emails. You can also create folders for tools under the contacts tab like workflows and lists.

Pro tip: If you’re afraid the idea of moving image files into new folders will impact the URL of the images, resulting in a broken image, have no fear. The HubSpot tool automatically takes care of the redirect for any URL changes to ensure your images or documents will render properly.

Calendar

Use the HubSpot calendar to plan your content publishing. You can plan the publishing of social messages, emails, landing pages, and blog posts. This feature allows you to also assign the creation of these assets to other HubSpot users.

By using a calendar, you can adhere to a constant publishing schedule rather than periods of silence on certain channels.

Pro tip: If you’re looking to schedule posts through the HubSpot calendar and have these deadlines show up on your Google calendar, you can set up this integration through Zapier.

What are your pro-tips for maintaining an organized account?

*To learn more about this, check out the Organizing and Managing Assets in the HubSpot CMS lesson via HubSpot Academy.

2

Great tips, thank you!

3

Let’s call this a work in progress, shall we?
One key for us has been more consistent naming conventions across content types. That has improved our ability to search for and track items.

4

Keeping things organized turned out very tricky very quickly.
Naming conventions proved to help, but I still spent a lot of time sifting through all our files to create a file structure which made it easier to find assets.
Classic:

Coworker: “Where can I find logo X”?
Me: “You’ll find it on Hubpsot”…

Coworker: “Wow, we have a file structure?”

5

Definitely take advantage of the folders! Really basic and simple, but I’ve found they’re a great place to start if your environment’s messy.

6

first ime setup of cms, no tips yet

7

I echo the recommendations about applying consistent naming conventions and using folders. Folders are a great starting point to narrow the search for assets. I’ve been in a situation that entailed managing content on websites with well over a thousand pages, which was was very dependent on easily searchable files. This would not be possible with inconsistent naming. It’s a huge time saver to be able to reliably and instantly identify the assets needed to applied in thousands of locations.

8

We currently use naming conventions to keep everything organized, typically by product, and then type of asset etc…

9

We keep it fairly basic with folders and calendars.

10

Is it based on a cloud system i.e. it can be accessed by multiple people at one time?

11
  • Set naming conventions for assests
  • use folders to visualize status at glance
  • Names should be descriptive
12

Naming conventions is most important.

Clear plan for the next steps.

Have an overall plan of where we are going and what we want to achieve is needed.

13

1 - Naming conventions

#2 - Folders

I keep thinking it’s much like organizing folders on your computer or within your email system.

14

Every folder is indivually named and organized even more in depth if needed. Personally, for my calendar I color code specific events that repeat.

15

Naming

16

Folders and Calendar, these are two staples to keep me organized! Also, great and useful tips from everyone. Glad I found the HubSpot Community. Thank you.

17
  • Folders by type
  • sub-folders by content

e.g.

- graphics

-- logos

-- people

18

I like this approach. We do something very similar but this is even better. Time to work on a few things.

19

Will set up naming covention. I just joined a new company so need to figure out exactly what that will be - bit challenging!

20

Well, there’s not a lot to add to what’s already been said. Setting up folders, as well as a calendar, are great ways to keep content organized and structured. But, being that organization can take time and, sometimes, money, I have to always remind myself that it’s going to make my job easier in the long run, and I’m not wasting company time. It’s better to know where everything is than spend hours trying to figure it all out at once.