How Do You Manage Your Content And Files? How Much Time Do You Spend on it?

How Do You Manage Your Content And Files? How Much Time Do You Spend on it?

Craftware
Shopify Partner
61 0 3

Managing content and files is crucial to maintaining a smooth, professional, and user-friendly online store. Whether it's product images, blog posts, or marketing materials, organization and handling of these assets can significantly impact a store's performance and customer experience.

 

However, with so many files and pieces of content to manage, it can get overwhelming. That's why it would be helpful for everyone involved if we pooled together the strategies we use to manage files.

 

Here are a few questions to get the discussion started:

 

  1. How do you organize your files? Do you have a specific naming convention or folder structure that helps you keep everything in order? How do you ensure consistency across your team?
  2. How do you handle large volumes of content? If you have a large catalog or frequently update your site with new content, how do you keep track of everything and upload files in bulk?

  3. What are your best practices for maintaining high-quality visuals? We all know that images are crucial for an online store. How often do you update your product images? How do you ensure that your images are optimized for web use while maintaining high quality?

  4. How do you back up your files? What steps do you take to ensure that your content is safe and backed up? Do you have a routine for backups, or do you rely on cloud storage solutions?

  5. What tools do you use? Do you rely on Shopify's built-in file management system, or do you use third-party apps or services? If so, which ones and why?
  6. Any challenges you've faced and overcome? Have you encountered any significant challenges in managing your content and files? How did you overcome them, and what lessons did you learn along the way?

    • Here are a few challenges we've found on the Community - [1], [2], [3], [4], [5], [6], [7], unfortunately, not all of them have found solutions yet.
If you found my post helpful, consider giving it a thumbs up. Creator of https://apps.shopify.com/simple-file-manager - Simplify your file management.
Replies 2 (2)

GerWalk
Explorer
67 2 17

You asked some good questions here, and I'll try to cover them all and share my experience. So, yes, managing content and files for an online store can indeed become overwhelming. In our case, it actually happened when we were first dealing with a large product catalog. So, the "overwhelming" part was my first concern to address. To manage the workload, I started using a timesheet (here's a template) to track where my team was spending the most time and identify any areas where they were struggling. This was a key first step toward streamlining content management, ensuring no one is overutilized or buried in tasks.


When it comes to organizing files, we follow a specific naming convention and folder structure. Each file starts with a product category prefix, followed by a unique identifier. This way, everything is easy to locate, and team members can stay consistent.


For handling large volumes of content, especially bulk uploads, we rely on Shopify's uploader (well explained here), but we also tested third-party apps for managing massive inventories. I think the main point here is to keep track of each upload through spreadsheets to avoid duplications or missing files.


Maintaining high-quality visuals is, needless to say, essential. We do update product images regularly, ensuring they’re web-optimized (using tools for compression without sacrificing quality). We schedule periodic reviews of our visuals to ensure they remain relevant and high quality.

 

To back up files, we use a combination of cloud storage and scheduled Shopify backups. The content is safe, even if there’s a technical failure.


One challenge we faced was keeping the team on the same page with file naming. We solved this by creating a clear standard operating procedure (SOP), ensuring everyone knows the process.

Craftware
Shopify Partner
61 0 3

Thanks for taking time to share what works for your team! Your advice seems transferable to most, if not all, stores which is great.

 

I have a follow-up question about file naming. Humans tend to make errors at times so does your SOP cover for such issues like mislabeling files across systems?

For instance, if you have a specific directory structure locally or on your Cloud instance (like Dropbox, Google Cloud, etc.) and the SOP is to add the directory path as a prefix? I can see this being an issue especially if you have a large number of files, images or videos.

 

If you do have this issue, how are you solving it today?

If you found my post helpful, consider giving it a thumbs up. Creator of https://apps.shopify.com/simple-file-manager - Simplify your file management.