O is for Organization
V.O.I.C.E. Guide Breakdown: Avoid the "chaos tax"
Maybe you’re a much better person than I am & your “digital ducks” are all in a tidy row, so you’ve never faced this kind of nightmare…
You’re searching for that one testimonial…you know, the one that would be perfect for an upcoming campaign?
You know you saw it just the other day, or at least saw a notification that your team finished it.
You find yourself on a scavenger hunt, clicking through files labeled things like: Final_V2, MarketingAssets_NEW, ClientFolder_Archive (DO NOT DELETE).
Maybe you get sidetracked by a folder called Random Stuff…
An hour later… you finally find it. Buried under Vid_Clip_S05. 😡
Even if you personally aren’t the one hunting down files… I’ll bet someone on your team is.
And if you’re paying an hourly VA or freelancer to sort through the chaos… whew. How many hours are wasted there?
Let’s call this kind of digital disorganization the “chaos tax.” Just like any other tax, it is not our friend.
And the bigger your team gets, the more this mess escalates.
You have a system that makes sense to you. Everyone on your team has a system that makes sense to them…
One person saves files by date. Another by project name. Someone else just calls it “ThingsForJim.” (Who??)
When it’s finally time to go live with your sales page… which doc is the most recent?
Is it Final_v3_Updated_FINALFINAL_UseThisOne? No one knows. (Fun fact: That is never the actual final version.)
This doesn’t just waste time. It costs you money.
It leads to duplicated work. Your designer tweaks a landing page and saves the changes. Meanwhile, your copywriter (working from a different version) also makes updates. Now, someone has to manually merge the changes.
It’s easy to make mistakes. The wrong version of an ad, email, or landing page goes live. Now you’re backtracking, losing engagement, leads, and sales.
And if you’re paying hourly VAs or freelancers, how many hours do they spend just trying to sort and find things?
That’s why the “O” in my V.O.I.C.E. Guide Framework is for Organization.
At first glance, organization may not seem related to Voice.
But remember, my V.O.I.C.E. Guide is also a training manual…
It can be used as the Once Source of Truth for your entire team.
I can include a detailed section on SOPs for digital organization to alleviate the above headaches and more.
Everyone on your team knows the exact naming & formatting conventions for every piece of content. They know the exact copy review process. They know exactly where digital assets are stored.
Seamless, streamlined execution of your content (in your voice) is the goal!
If this hits home and you’re ready to stop paying the chaos tax…let’s chat! Reply to this email or fill out the form below.
– Jill “oh so organized” Jensen
P.S. How do I know this is an issue for many, many businesses? Because time & again I’ve been the freelancer who cannot for the life of me find what I need to do my job. I’ll get access to a client’s Google drive and watch out…it’s the wild west in there! (No shame; happens to the best of us.)
As a writer, I know how helpful it is to have these SOPs in place so I can deliver exactly what you want, when you want it. That’s why it’s part of my Voice Guide!
What else is included? Check it out:
My V.O.I.C.E. Guide Framework:
Viewpoint – Define your brand’s overall perspective, how you see the world, and how you relate to your customers.
Organization – Clear and practical SOPs, style guides, and internal conventions so your content can be created, stored, and published efficiently.
Instructions – A writer’s best friend: it’s a user manual & training tool so they “get” how to write and execute exactly as expected.
Consistency – Ensure every piece of content aligns with your brand’s tone, style, and personality, no matter who writes it.
Evergreen – A living document that evolves with the brand and can be used by any writer you hire.