Documentation

At Lyquix, we use Google Drive as our primary document repository for projects. This document outlines how we organize, name, and manage project and internal documentation to ensure consistency, ease of access, and effective collaboration.

Please Note

Do not use ClickUp as a repository for project documentation. Google Drive has been selected due to its cost, capacity, search, sharing, and collaboration capabilities. For consistency, all project documentation must be stored in Google Drive.

This guideline was established in the fall of 2023. Before that time, project documents were created in both Google Drive and ClickUp. In general, documents created in ClickUp will not be migrated to Google Drive unless they are being actively edited or shared.

Your Personal Drive

This guide is concerned with the organization of the shared drives. We encourage you to organize your personal drive as well, and you may take inspiration from this guide.

Google Drive Organization

Shared Drives

We organize our documents within Google Drive using "Shared Drives." These are the key shared drives we use:

• Clients: This shared drive contains all client-related project documentation. Each client has its own folder, and within that, each project is organized by date and name.
• Lyquix: This shared drive holds all internal documentation, including templates, training materials, and other resources used internally.

Please Note

Prior to the fall of 2023 project documents were stored in a shared Google Drive folder as well as a file server at Lyquix's office. All the files contained in these two systems are in the process of being migrated to the new Shared Drives. This process is time consuming so current projects are prioritized. If you are looking for a specific file or folder and those have not been migrated to Shared Drives yet, please contact your manager.

Client Project Folders

Inside the Clients shared drive, there is a folder for each client, and within those, a folder for each project.

Project Folder Structure

Each project folder should follow a consistent structure to ensure that all relevant documents are stored in an easily accessible manner. The standard folder structure is organized as follows:

1. Admin: Contains administrative documents such as proposals, contracts, project schedules, and project overviews.
2. Meeting Notes: Stores notes from project-related meetings to ensure that discussions and decisions are well-documented and easily referenced.
3. Discovery: Houses all documents related to the discovery phase, including questionnaires, briefs, and site audits.
4. Information Architecture: Contains diagrams and wireframes that outline the project's structure, flow, and content hierarchy.
5. Content: Contains all content-related files, including raw assets, produced content, and content inventories.
6. Design: Stores design files, both in-progress and final print-ready versions, ensuring that visual materials are organized and accessible.
7. Testing: Includes documentation related to various testing phases, such as accessibility, usability, and SEO, ensuring quality assurance is well-documented.
8. Development: Contains technical documents, including functional descriptions and development notes that track the project's technical progress and decisions.
9. Training: Includes training materials and presentations used to educate clients or internal teams on the project's functionality and systems.

Go to the project folder templates in Google Drive

Project Document Templates

We have a set of standard templates designed to ensure consistency across all project documentation. These templates include:

• Project Overview: A detailed summary of the project scope, deliverables, budget, and stakeholders. This document is essential for aligning the team and the client on the project's goals.

• Project Schedule: A timeline that outlines key tasks, milestones, and deadlines, serving as the project's roadmap.

• Meeting Notes: A template to capture all critical information from project meetings, including decisions, action items, and follow-ups.

• Discovery Questionnaire: Used during the discovery phase to gather essential information from the client.

• Site Audit: A comprehensive report template for analyzing a website's current state, highlighting strengths, weaknesses, and opportunities for improvement.

• Content Template: A structured template for gathering and organizing written content, ensuring consistency and readiness for automated uploads.

• Content Tracker: A tool to monitor the progress of content creation or collection, tracking status, deadlines, and responsible parties.

• Development Notes: High-level documentation for tracking noteworthy or non-standard solutions implemented during the development phase.

• Functionality Documentation: Detailed descriptions of complex features developed during the project, including use cases, technical requirements, and system designs.

Project Folder Naming Conventions

To maintain a consistent and organized file structure, all project folders should be named starting with the year and month, followed by the project name. This convention ensures that projects are sorted chronologically when sorted by name.

Examples:

• 2022-02 Branding
• 2022-07 Web Design & Development
• 2023-05 Email Templates

This method helps in quickly locating projects based on their start date.

File Naming Conventions

For effective version control and ease of identification, we follow these file naming conventions:

• Include the Client Name: Start the file name with the client's name (and optionally, the project name). This helps identify the file when it is downloaded or shared outside of its original folder.

• Include a Timestamp: For non-Google native files (like PDFs, images, zip files), include a timestamp in the format yyyy-mm-dd in the file name. This practice helps track versions and changes over time. Avoid using "v1," "v2," "FINAL," etc., as these can become confusing.

  Please Note

  In general, including a timestamp in the file name of native Google files (Docs, Sheets, Slides) is not necessary because they automatically track changes and allow to access previous versions. However, be mindful that this information is lost when those files are downloaded as Microsoft Office documents. For that reason, make copies and include timestamps for these files whenever it is important to preserve a specific version of a document.

• Avoid Extensions for Google Native Files: When using Google Docs, Sheets, or Slides, there's no need to include file extensions (e.g., .docx, .xlsx, .pptx) as Google Drive automatically manages file types.

Example File Names:

• ClientName - ProjectName - 2023-08-27_Proposal.pdf
• ClientName - SiteAudit - 2023-05-15.docx
• ClientName - Content - 2023-09-01.xlsx

Lyquix Shared Drive

The Lyquix shared drive contains internal documentation and files. The folder structure within this drive is organized by department and function to ensure that every team member can quickly access the resources they need.

Lyquix Folder Structure

1. Accessibility: Documents and guidelines related to web accessibility standards and practices.
2. Design: Design resources, guidelines, and templates used across all projects.
3. Development: Technical documentation, coding standards, and development resources.
4. Human Resources: HR policies, handbooks, onboarding materials, and related documents.
5. Internal Projects: Documentation and files related to internal projects, including R&D and process improvements.
6. Marketing and Sales: Materials related to Lyquix's marketing strategies, sales pitches, client proposals, and branding assets.
7. Resources: A repository of general resources, including industry research, white papers, and reference materials.
8. Templates: Centralized location for all company-wide templates used in documentation, presentations, and project management.

Please Note

All the Human Resources documentation, as well as processes, workflows, and best practices documentation for Designers and Developers will be moved from Google Drive to the Lyquix Handbook.

Lyquix Handbook

The Lyquix Handbook was created to provide a centralized and easily accessible repository for internal documentation concerning who we are as a company, how to work and develop your career at Lyquix, all Human Resources benefits and policies, and processes, standards, and best practices for the Design and Development teams.

Best Practices

• Check Spelling and Grammar: Use tools like Grammarly to check for spelling and grammar errors. Leverage AI tools like ChatGPT or ClaudeAI to review and improve documents for clarity and tone.

• Use Document Structure: Utilize structural formatting options to create a clear document hierarchy. Apply appropriate semantic elements (like Title, Subtitle, Heading 1, Heading 2, etc.) to your content. This not only improves readability but also enables features like automatic table of contents generation and makes documents more accessible. Consistent use of structural elements also allows for easier formatting changes across the entire document.

• Link Labels: Always use descriptive text for link labels instead of pasting raw URLs, especially for long links. For important links where the exact URL matters, you can include both a descriptive label and the full URL.

• Use Existing Templates: Save time by using pre-made templates for documents, spreadsheets, and presentations. This ensures consistency and professionalism across all documentation.

• Collaborate Effectively: Use comments and suggestions to collaborate on a file. Notify other users using @mentions to ensure they are aware of your input.

• Version Control: All documents in Google Drive automatically keep track of changes. Use "Version history" to view, delete, or revert to earlier versions of your documents. This is particularly useful for tracking changes or recovering previous versions of a document.

• Sharing:

  • The Lyquix shared drive doesn't allow sharing outside Lyquix because it contains company confidential information.
  • The project folders may be shared outside Lyquix, but you should be careful to control who can view, comment, or edit.
  • Share folders with clients instead of individual files, as it requires far less work to set up and manage permissions.
  • Project files that you create in your personal drive must be moved to the Client shared drive for proper sharing and collaboration.

• File Management: While the storage capacity of Google Drive is not a concern, there are limitations on the total number of files that can be stored. For that reason, when uploading project files, bundle them in ZIP files when there is a large quantity. For example, never upload website files without zipping them first.

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Following these documentation guidelines will help ensure that all project and internal documents are organized, accessible, and consistent across