Use a three-level structure
For most teams, this works well:
- Workspace area by project or client
- Template category by task type
- Tags by context and quality level
Example structure
- Project: "Growth"
- Category: "Content"
- Template: "Weekly newsletter summary"
- Tags:
weekly,external,short-form
Naming pattern
Use a consistent title formula:
[Task] - [Audience or Scope] - [Format]
Example: PR Review - Backend Services - Structured
Maintenance routine
Weekly:
- archive unused templates
- merge duplicates
- rename unclear titles
- update tags for findability
Tip
If two templates differ by only one rule, keep one template and add a select field instead.