How to Build an INTERNAL Resource Center

Creating an efficient and accessible internal resource center can drastically improve your team’s productivity and streamline operations. As someone who has been in the backend of hundreds of companies, I want to share with you how I have set up a resource library for internal use at my business. This method utilizes Google Workspace but can easily be adapted to Microsoft products or other platforms.

Why You Need an Internal Resource Center

You likely have a combination of resources stored on hard drives, in the cloud, and across various folder systems. Despite having naming conventions and organization strategies, it can still be challenging for team members to search for and find the resources they need. Additionally, using these resources in a standardized way can be problematic. This guide will show you a simple yet effective way to organize your resources.

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Setting Up the Resource Library

Step 1: Centralize Your Resources

Start by creating a centralized location for all your resources. This could be a master folder in Google Drive, which we call the "Resource Library." This library will house all the master links to the resources you need.

Step 2: Establish a Naming Convention

Taxonomy is crucial for clarity, especially when dealing with numerous digital assets. Create a standardized naming convention that includes prefixes to categorize documents. For example:
- **SEO Tools**
- **Content Tools**
- **Social Media Tools**
- **Scheduling Tools**
- **Reporting Tools**
- **Sales Tools**
- **Staff Tools**

Each resource should follow this naming convention to make searching easier.

Step 3: Categorize Your Resources

Divide your resources into categories and content types. Common content types include:

- **Spreadsheets**
- **Docs**
- **Slides**
- **Folders**
- **PDFs**

Each content type serves a specific purpose. For instance, spreadsheets and docs are editable, while PDFs are typically non-editable, used for finalized documents like sales sheets.

Creating Templates for Reusable Documents

Step 4: Create Templates in Google Docs

Many resources, such as content tools and reporting tools, are used repeatedly. Instead of having team members manually copy these documents, create templates that they can use directly. Here’s how:

1. **Upload the Document to Google Drive**: Ensure the document you want to template is saved in your Google Drive.
2. **Submit a Template**: Go to Google Docs Home, select "Template Gallery," and click "Submit a template."
3. **Categorize the Template**: Assign the template to a category that matches your naming convention.
4. **Create a Share Link**: Generate a share link for the template document.
5. **Modify the URL**: Replace the last part of the URL (after the last slash) with the word “copy” (in lowercase).

When team members use this link, they will be prompted to make a copy of the template, ensuring that the original document remains unchanged.

Step 5: Apply the Same Process to Sheets and Slides

Repeat the same steps for Google Sheets and Google Slides. This ensures consistency across all types of documents and resources.

Implementing and Using the Resource Library

Step 6: Sharing and Access

Provide access to your resource library to everyone in your company. Ensure they understand the naming conventions and how to use the templates. This standardized approach will make it easier for team members to find and use resources effectively.

Step 7: Adding a Custom Chatbot

To further streamline the process, we integrated a custom GPT model chatbot named "Don't Ask Me." This chatbot accesses the resource library and can help team members find specific documents. For instance, if someone needs a "customer journey mapping template," the chatbot can provide the appropriate link to the template.

Benefits of an Internal Resource Center

There are loads of benefits to building a resource center for your internal ops.

Increased Efficiency

Having a well-organized resource library reduces the time spent searching for documents. The standardized naming conventions and categorizations make it easy for team members to find what they need quickly.

Consistency and Control

Templates ensure that documents are used in a standardized way, reducing the risk of version control issues and maintaining consistency across the organization.

Enhanced Collaboration

A centralized resource center fosters better collaboration, as all team members have access to the same up-to-date resources.

Internal Resources = A Well-Equipped Team

An internal resource center is a powerful tool for any business, especially in fields like marketing and content creation where templates and standardized processes are crucial. By following these steps, you can create an efficient and accessible resource library that will streamline your operations and enhance productivity.

If you have any questions or need further assistance, feel free to comment or reach out. I also have an SOP (Standard Operating Procedure) for this process that I can share if needed. Subscribe to my channel for more tools and resources to help your business succeed. At Winsome Marketing and Hyro Rider, we believe in sharing our knowledge to empower as many people as possible.

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