Saving Digital Files
One of the most important things I do to stay sane, save time, work more efficiently and avoid overwhelm is to keep myself as organised as possible. The need to develop a consistent system when saving my work became apparent when I realised I was spending more time searching through old files than actually creating new ones.
I thought I'd share my process for saving my files in the hope it will inspire you to create your own simple, organised system, if you don't already have one. But if you do, I'd love to know your process. I'm always eager to improve mine.
Saving Files to the Cloud
I see Creative Cloud as my working document space, a place to play and have fun. I start all my Illustrator files on the iPad so they automatically save to Creative Cloud. Sometimes I create several versions of a design and each of them will appear there. I know that anything saved in Creative Cloud I can edit or change. This gives me the freedom to pick something up months or years later knowing I'm not going to accidentally mess around with a file that's finalised.
Saving Files to my Computer
Once a design is finalised, I give it a title and save it to a folder on my computer called โAI Files.โ These are my master files โ the originals I donโt touch. This provides me with a safety net, so I know I won't accidentally lose or edit a design. These files should be regularly backed up on to a separate hard drive. That's something I can definitely improve on!
Saving Different Versions
Because there are so many different ways to export artwork, I stay organised by saving each file in the right format. I have a main folder on my computer called โMy Designsโ, which holds three subfolders โ JPEG, PDF, and PNG โ so I always know exactly where to find each version. If I'm saving a design at a particular resolution or as RGB or CMYK I note this in the file name. For example - 'Jemima 150dpi RGB'. This small bit of organisation has made such a difference to my workflow. When I want to print something, create a mockup, or share a design online, I can find the right file straight away โ and that saves me a lot of time and unnecessary stress.
Using a Digital Workspace
As I saved more and more designs I realised I needed a way to efficiently search through the hundreds of files I'd created. And that's when I discovered online digital workspaces. They are designed to help keep all the moving parts of your business organised โ not just keeping track of artwork. They help you organise and work on anything you may need such as client lists, project timelines, and marketing plans. I have been using one for about 12 months and it's really helped me to streamline all things surface design.
Airtable
I've been using the free version of Airtable for the past 12 months. It combines the structure of a spreadsheet with the flexibility of a database. I built a searchable list of my finished designs, including any versions I created. I decided what information I wanted to include such as an SKU, the main colour and theme. I could also show if the design was included in a collection or if it was a stand alone design. Here's a couple of screenshots of my design spreadsheet in grid view and as a gallery.
The more I used Airtable, the more I realised how useful a digital workspace could be for me. I then created a new spreadsheet where I collated all my pitching information. That's been exceptionally useful!
I learned about Airtable through Skillshare. There are many classes available, but there were two in particular that I found helpful and they were designed specifically for surface designers. They really helped me figure out how to use the program, how to set it up to suit my personal workflow, and how to determine what information I wanted to include in my spreadsheets before I even opened the program. I highly recommend these classes:
Shannon McNab's class showed me how many ways she used Airtable to run her surface design business. That really opened my eyes! But as I've been reviewing my workflow, as I do at the end of every year, I found myself wondering how other creatives organise their work. What else was available? So when I saw Mel Armstrong's Skillshare classes on using Notion I had to give it a try.
Notion
Again, the program is free. I have found it to be more 'pretty' than Airtable, especially when you view your account on your phone, which can be handy when you want to show your work to someone in person. But with my basic knowledge of all things tech, I have found they generally do the same thing.
Once I'd started using Airtable regularly, I could see how helpful linking information from one database to another could be. And as Mel explains how to do this in her class, I gave it a go in Notion and I love it! I've only had a few hours playing in Notion, and I've only uploaded 1 collection of 10 designs just to see how everything links together, but I'm really impressed with how it all works. It seems to be a bit more flexible as far as how you can present your information, and I really like that it's based around pages. You simply add 'blocks' to a page such as text, a button, a table or an image. Here are a couple of screenshots of the pages I've created in my Notion account:
There are lots of other digital workspaces for you to investigate. You can go down a rabbit hole here if you wanted to. Spending time learning as much as you can to determine what you want the program to do will pay off in the long term. Finding the one that fits your requirements and is easy for you to use are key. Here are some other platforms that may be worth investigating - just keep in mind some programs seem to be better suited for individuals, and some are better for groups of people:
- ClickUp
- Coda
- Zenkit
- SmartSuite
- Slack
After using Airtable for 12 months, I will definitely continue using a digital workspace, not just to keep track of my finished designs and for pitching, but also for more of the business-related things such as keeping track of licenses (hopefully), inventory, registration due dates, memberships and expenses. Lots of possibilities. I'm probably going to keep experimenting with Notion before I make the decision to transfer over from Airtable. If you've not used one, I hope you will look in to them and see how they can help you.
Next issue, I will be looking at other ways I am getting organised for 2026.
Podcast - Wake Me Up - Morning Positivity
As part of my 'Miracle Morning' routine (discussed in Issue 1) I have discovered the most wonderful podcast that helps me start my day. It's a combination of guided meditations, affirmations and discussions on all things mindset. Some episodes are less than 10 minutes and some are an hour giving me the flexibility to choose an episode that suits the time I have available. Listen to episode 'Positive Affirmations for Creativity & Inspiration' posted on April 9th to help when you're feeling less than creative, or episode 'Choose Excellence' from July 30th to help you change your mindset with everything you do. I've listened to that episode many times as I find it really helps me set my intention for the day. Like me, this podcast might be just what you need to start your day well.
The Practice by Seth Godin
Since discovering Seth Godin, and in particular reading this book, I can honestly say his insights and knowledge have changed the way I think about creativity and my designing. I am definitely aware that I have a long way to go until I can honestly say I am a legit business that is generating a positive income ๐and I also understand that a mindset shift is an essential part of that journey. And this is where reading books like this play a crucial role in me reaching my goals.
'The Practice' the kind of book you can pick up and read in little bursts. Much of its content discusses things I've known all along but it's written so succinctly that it creates that 'of course' reaction. Reading it feels like having a wise friend point out whatโs been right in front of you all along โ and suddenly, it makes sense.
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