Three people working on a small event may look for files in different ways: by supplier, by date, or by delivery status. A shared folder does not need to reproduce every personal preference. It needs a few dependable places with understandable purposes. Start with how work moves through the project rather than a long list of folders that might someday become useful.
Keep the first level small
For a modest project, Planning, Working files, and Deliveries may be enough. Contracts with restricted access may need a separate location. A Miscellaneous folder looks convenient but often becomes another unsorted inbox. If varied material keeps accumulating, review it after a few weeks and identify the recurring tasks behind it.
Name folders for their contents or purpose rather than the current assignee. Maria-new only works while everyone remembers Maria's role. Room planning survives a change of staff. Create another folder level when the number or variety of files genuinely makes the current view difficult to scan.
A small event as a worked example
For a neighborhood event, Planning might contain the schedule and room sketch, while Work contains the editable invitation. Deliveries holds only the invitation actually sent and the approved directions. A supplier invoice does not automatically belong in the same externally shared area merely because it concerns the event.
When a second event is added, first consider whether a separate event folder is enough. Do not blindly copy every previous subfolder with its contents. Empty areas and inherited old versions can create more confusion than the structure resolves. Reuse the useful arrangement deliberately and make the new working state recognizable.
Plan access before moving files
A tidy hierarchy is not an access restriction. Check which permissions child folders inherit in your chosen service. For outside contributors, a separate delivery area can be easier to control than a mixture of restricted and widely shared material. Share only the area the person needs at first.
Test the intended link with an appropriate test account or ask the recipient to confirm what is visible. The owner's view does not prove that access is correctly limited. Record who may change sharing permissions and when those permissions will be reviewed.
Test with actual files
Place ten representative files into the proposed structure, including an awkward borderline case. If two people expect the same file in completely different places, clarify the rule or change the grouping. Avoid resolving every disagreement by keeping another copy; those copies will eventually diverge.
Explain the arrangement in a short starting document. One sentence per main folder and an example are often sufficient. When the structure changes later, check existing links, synchronization, and access permissions as part of the move. That keeps the shared space understandable as the project grows or someone new joins.