Phase 5 · Lesson 2 · Building Systems That Work Without You
Your Folder Structure
Four folders at the top level. Everything else is an example of what lives inside them.
This is an example, not a set of folders to import. You already
have files, and we never want you to lose any of them. Look at the four homes
below, then go into your own Drive (Google Drive, iCloud Drive, OneDrive or Dropbox) and rename and move what you already have so
it matches this shape.
📁 Top-level folder: you have four of these
📂 A folder inside it
Grey text: examples of what goes in there
📁 CEO / Private
Your command centre. Nobody else ever sees inside this one.
🔒 Who sees it: only you. If a VA or team member needs something, share the one folder inside it they work in, never the whole thing. Admin stays between you and your accountant, and even then share the file, not the folder.
📂 Content
Draft posts and captions, your content calendar, your photo and video library, Canva exports, blog drafts, freebie and lead magnet files.
📂 Offers
One folder per container: low-ticket offers, membership, one-to-one, group programme. Inside each: sales page copy, delivery materials, the workbook or slides, that offer's emails.
📂 Admin
Business registration, ABN or GST, terms and conditions, privacy policy, contracts, insurance, invoices and receipts, tax.
📂 Branding
Logo files, your hex codes, your fonts, your brand board, your templates, your headshots.
📁 Public-Facing
Everything a member or customer actually sees.
🔗 Who sees it: anyone with the link, view only. Never “can edit”. Members make their own copy, so your original stays safe.
Workbooks, slide decks and PDFs you hand out, lesson resources like this very folder map, templates members copy, anything with a shareable link. If a customer could open it, it lives here, never in your private files.
📁 Backups
Copies of what you cannot afford to lose.
🔒 Who sees it: only you. Nobody else needs access to your safety net.
📂 Content backups
Organised by platform: your Instagram, your blog, your YouTube or podcast. If a platform locks you out, you still have everything.
📂 Email backups
Your list exported and saved somewhere safe, plus copies of your key sequences: your welcome sequence, your nurture sequence, your launch emails.
📁 Personal Life Optional
Whatever helps. This one's yours.
🔒 Who sees it: you, and whoever you choose.
Lock it down. Whether you use Google Drive, iCloud Drive, OneDrive or Dropbox, the rules are the same. Turn on two-step verification for that account. Share the smallest thing you can: a file before a folder, “view” before “edit”. And every few months, open your sharing settings and check who still has access. Anyone who has finished working with you comes off the list.
Keep your public-facing files completely separate from your CEO files, and keep your two backup folders separate from each other. That separation is the whole point.