5 Ways To Organize Your Business Templates

Busy womenpreneurs need business templates that make their work easier. Whether writing emails, planning content, or designing a launch workflow, templates help us move faster, automate repetitive tasks, build more consistent brands, and scale.

But when templates are scattered across platforms—Google Drive, Canva, Notion, Dropbox, your phone—they lose their power. You end up clicking through duplicates, hunting through folders, or recreating something you know already exists. 

When you use so many templates, it gets chaotic fast. Organizing your templates inside a central hub reduces confusion, improves flow, and maximizes productivity.

Here are five practical, no-fuss ways to do just that.

1. Create a Template Hub

Goal: Simplify your workflow by consolidating your templates in one place.

I used to keep my templates everywhere—Canva, Google Docs, my phone, and my email- but it got messy fast. So I audited my files and downsized the number of spaces I used to store them. 

For example, I stored graphic templates in Canva and used Google Drive folders for text-based files like emails and content outlines.

Then I created a central hub to link and label everything, regardless of the file type or where it’s stored. My hub gives me a bird’s-eye view of what I have, what’s missing, and what can be improved.

Check Out the Link Organizer Airtable

Why this helps:

• Speeds up access—no more clicking through five+ apps
  
• Keeps things consistent and easier to maintain
  
• Reduces digital clutter and decision fatigue
  
• Gives me a visual overview of how everything connects so I can plan more strategically
  

2. Use Consistent File Naming

Goal: Make your templates for business easy to scan, search, and update.

A consistent, functional naming system makes a huge difference, especially when you’ve got hundreds of templates. Without one, files blend together, and it’s harder to know what’s what.

Here are ways to keep naming simple:

• Name by type + topic + version
  Example: Client Onboarding Guide – Final – 2025
  
  
• Add categories or programs when helpful
  Example: Social Media Template – Launch – Course A
  
  
• Keep naming practices consistent across folders, tools, and team use. You’ll quickly see how consistent your names are in your Template hub. The hub also makes it easy to revise them.
  

3. Categorize by Business Function

Goal: Find business templates faster by organizing them based on how you use them.

In my hub, I organize templates by the system they support. That means instead of keeping all my social media templates in one folder, I break them down by business function.

Here are some of the systems I’ve used as categories: 

• Client Onboarding
  
• Long-Form Content
  
• Social Media
  
• Email Marketing
  
• Website Copy
  

This way, if I’m onboarding a client or prepping a newsletter, I don’t have to dig—I just head to my hub, click on that category, and grab what I need.

4. Build a Template Link Library

Goal: Make collaboration easier and reduce friction across platforms.

Even with a hub and smart folders, it’s easy to forget where certain templates live—especially if you work across tools or apps. A link library for my templates keeps everything in one searchable list.

My library lives in Airtable, where I organize links by category. I can include notes, tags, and images with any link. You can use Notion, Google Sheets, or whatever platform fits your workflow.

It’s beneficial if you’re collaborating with a team. Everyone knows exactly where to go and what to use—no digging, confusion, or duplication.

5. Review and Refresh Regularly

Goal: Keep your system current and aligned with your business.

Your templates evolve as your business does. A monthly or quarterly check-in helps keep things clean and relevant.

During your review, you can:

• Archive or delete old templates
• Update names or formats
• Create and add new templates
  
  

Even a 10-minute session makes a big difference. 

Ready to Organize Your Business Templates?

Organizing and maintaining your templates is a key step toward creating balance in your systems. For women entrepreneurs, it’s one of the most practical ways to protect your time and energy, so you can focus on high-value work that moves your business forward.

The five steps above are designed to help you build an organization system that fits how you work and keeps things running smoothly behind the scenes.

Need a head start? My Links Organizer is a done-for-you hub where you can plug in your templates and links. Use it as-is or customize it to fit your unique business.