The Ultimate Guide to Organizing Your AEC Marketing Server

Whether you're new to the AEC industry and just wondering how to get started, or you've been creating proposals for years and always find yourself searching for "that one write-up," it's never a bad time to organize your marketing materials! If you don’t have a system already, we have a tried-and-true organization plan that can break down the process for you.

Organizing your marketing materials is like setting up a playbook for your favorite sports team. Just as a team needs a well-coordinated strategy to win the game, your AEC firm needs a streamlined system to manage and update marketing materials efficiently. By incorporating AI tools, you can take your organization game to the next level, improving accuracy, efficiency, and ease of use.

HOW TO ORGANIZE: FOLLOW A PROCESS

Think of this organization plan as your team's training regimen. It’s designed to help you stay on top of your game and ensure that every play (or proposal) is executed flawlessly.
These are the five steps we follow to ensure we can find “that one file” every single time.

1. Create standardized folders and files.
   
   
2. Move only correctly formatted documents into the new folders.
   
   
3. Address one folder at a time (e.g., resumes, then project descriptions) to re-write, re-format, etc.
   
   
4. Create and implement a schedule for your revision process. Move the re-written, re-formatted information as completed to the new folders.
   
   
5. Make sure to add to the new folder system as you create a new proposal, resume, SOQ, social media or website update. Do not add to any old folders. Once you’ve phased out an old folder, move it to archives.

WHAT YOU ORGANIZE: MARKETING MATERIALS

Creating and updating master marketing information files is like keeping your playbook updated with the latest strategies and player stats. This allows you to draw from the most current information to create proposals, SOQs, and other marketing support materials.

The key to this method is to create an electronic copy file system where you store the most current version of all marketing materials. It is important to establish a procedure to update the system every time a file is updated. By incorporating AI into this process, you can automate updates, ensure consistency, and quickly locate needed materials.

Resumes

• Folder Structure: In the folder Resumes, create a subfolder for each key staff person.
  
  
• Master Resume: On page 1, list all static information such as name and education. All dynamic information—like role and relevant projects—should be kept blank.
  
  
• Project Lists: Page 2 starts a list of relevant projects, organized first alphabetically, then by project type. List each project consistently, with AI tools assisting in sorting and updating these lists.
  
  
• Tailored Resumes: Create several resumes tailored to specific project types or services (e.g., correctional facilities).
  
  
• Sub-Folders: Within the Resumes folder, create sub-folders for Employee Photo, Testimonials (related to the employee), Signatures, Licenses, and Awards.

Boilerplate Information

• Centralized Storage: Create a Boilerplate folder, always storing the most current boilerplate information.
  
  
• Sub-Folders: Create major sub-folders such as Scheduling, Cost Control, etc.
  
  
• AI Integration: Use AI to automatically update boilerplate files every time a new criteria question for an RFP is answered.

Project Information

• Folder Structure: Create a Projects folder. Inside this folder, create sub-folders for each building type, market sector, or service.
  
  
• Master Project List: Develop a Master Project List specific to each market sector using a tool like Airtable, Deltek, or Excel. Ensure that this list aligns with your folder structure.
  
  
• Project Folders: Create a folder for each project, organized by client or project name.
  
  
• Sub-Folders: Within each project folder, create sub-folders for Project Photos, Awards, References, or Testimonials.

Incorporating AI for Enhanced Organization

Integrating AI into your file organization process can significantly enhance efficiency and accuracy, much like using advanced analytics to refine your game strategy. Here are some ways AI can be utilized:

• Automated Updates: AI can automate the updating of resumes, project lists, and boilerplate materials, ensuring that all information is current without manual intervention.
  
  
• Smart Search: Implement AI-powered search tools to quickly locate specific documents or information within your file system.
  
  
• Consistency Checks: AI can review documents for consistency in formatting, language, and content, ensuring all materials adhere to your standards.
  
  
• Predictive Analytics: Use AI to analyze past proposals and identify trends or commonalities that can improve future submissions.

By following these steps and incorporating AI tools, you can create a robust, efficient, and easy-to-maintain file organization system. This will streamline your marketing processes and help you quickly find the files you need, ensuring your team always has a winning strategy ready to go.

Written by MARKETLINK, edited by ChatGPTH