VM

— PROJECT NAME

Streamlining File Management & Communications at Global Startups


— ROLE

Solo Product and Systems Designer


— DATE

June 2023

The Challenge

Global Startups, a Toronto-based startup incubator, was struggling with two major operational inefficiencies:


  2. Disorganized File Storage: Their internal team relied heavily on Google Drive, but the structure was chaotic. Important documents were buried in deep folder chains or scattered, making it hard to locate or share files quickly.

  4. Communication Gaps with Incubator Participants: Startups in their incubator were not consistently responding to emails. There was no central hub for updates, file submissions, or check-ins, leading to delays and missed deadlines.


The Solution

Internal File Management System

I designed a centralized file system using Google Workspace and Notion. Key actions included:


  • 1. Building a simplified, hierarchical folder structure by department and date
  • 2. Establishing naming conventions and tagging protocols
  • 3. Creating a shared internal dashboard for quick-access links to high-priority files and folders.

Participant Portal

I designed and created a lightweight portal through Figma where incubator participants could:


  • 1. Upload pitch decks, financials, and milestone updates to designated folders
  • 2. View deadlines and resource materials
  • 3. Communicate updates via a message system (replacing unreliable email chains)


Results

✅ 50% faster file retrieval for internal staff

✅ Increased startup engagement – 80% of participants began submitting documents on time

✅ Improved accountability with automated reminders and status tracking

Takeaway

This project reinforced how simple systems, when designed with clarity and empathy, can significantly reduce friction and improve team alignment. By combining user-friendly tools with clear UX thinking, I helped Global Startups operate with more focus and less chaos.