Recommended Project Management Folder Structure

PMO

Akash Patel IT Project Manager | Yorkville Education Company Toronto, Ontario, Canada

Hi All,

We are in process of setting up the PMO and we are planning to refine the Project Folder Structure for all the projects. We are currently planning to organize them by project phases but there are some of documents that would be updated across phases, in such case how do we make it organized, do we stick to the same approach or are there any other recommended ways which have worked for organization. Would love to know from your experience how you made it the best

Posted: Mar 17, 2022 4:55 PM

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Rajataditya R Kini Civil Engineer| Endacom Pty Ltd Wolli Creek, New South Wales, India

It really depends on the size of your team. Smaller the team, try and stick to less number of folders. I would suggest the following
1. Project folder - It can be broken down based on scope
2. Misc - This could host admin and accounts
3. Personal - This si for all individual working files, storing random docs etc

In short, try and keep it as simple as possible. Avoid going more than 3-4 steps into the folder. If the project team is slightly larger or maybe working remote, you could create possible folders even if it means leaving them empty. Helps save time in the long run.

Posted: Mar 31, 2022 5:21 PM

Thomas Walenta Global Project Economy Expert Hackenheim, Germany

Akash,

I like Karen's structure as it cares for access control. Not every team member should have access to contracts, financials or even time sheets. Or stakeholder assessments. Or subcontractor records, if you have such.

I also found it useful to set document naming conventions, version control and archiving needs (some documents have to be preserved 10 years after project closure in my jurisdiction).

Also make sure you maintain a roadmap for reading project documents for onboarding new members, for audits or handing over to a PM successor.

At IBM we had a standard structure called PCB - project control book that entertained 13 chapters and was adapted to the project need.

Thomas

Posted: Apr 1, 2022 9:03 AM

Kapil Chhabra Sr. Project Consultant| Softude Infotech Pvt. Ltd. Indore, Mp, India

Mar 23, 2022 3:52 PM

Replying to anonymous

...

My office has our Project Folder setup by Knowledge Area (PKBOK 5th edition). It works really well.

Could you pl share the structure?

Posted: Sep 2, 2025 5:01 AM

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Recommended Project Management Folder Structure

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