Give each job a folder.

Give each agent job its own folder for work, notes and output. A plain layout makes handoffs and reviews easier to follow.

A folder is a job's home

An agent needs a place to start from and a place to put things. If the files for several jobs sit together, it gets hard to tell which file belongs to which job. A folder for each job gives its files a clear owner.

One folder per job

Name the folder for the job, in plain words. The name should tell a stranger what lives inside. Keep one job to one folder. If a second job needs some of the same files, copy what it needs and say where the copy came from.

The same four parts in each

Give each job folder the same four parts:

• Instructions: the job description the agent reads first.
• Notes: what the agent writes down for the next session.
• Work: drafts and half finished pieces.
• Output: the finished result a person will read.

Because the parts repeat, you can open any job folder and know where to look.

One shared place for handoffs

When work moves from one agent to another, put the handoff note in one shared folder that both can reach. The handoff guide describes what the note holds. Keeping the notes together means a reviewer finds them in one place.

Match the folder to the three lists

Fill in May read, May change and Never touch using the folder names. For example, an agent may change its own work and output folders, and may change the shared handoff folder when it hands work over or read it when it takes work over. The permissions guide shows how to write the lists.

Keep notes where the next session finds them

Put them in the notes folder. See memory between sessions.

Check it: a made up layout

A job that answers the shared help inbox gets one folder, named for the job.

• Instructions: how to greet, what to answer, when to stop and ask.
• Notes: questions seen so far and the answers a person approved.
• Work: reply drafts waiting for a look.
• Output: replies a person has approved.

The shared handoff folder sits beside it, not inside it.

One job. One folder. Four parts.