Smarter Week

How to automate it

How to automate “hunt for the latest logo, photo or file version”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

15 min
typically, every day
55%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Keep approved assets in one searchable library

A digital asset manager (Brandfolder, Bynder, Frontify, Canva Brand Hub) or one well-organized shared folder, with AI search and tags, ends the hunt for the latest version.

Typically saves about 50% of the time3 h to set up
  1. 1Pick one home: Canva Brand Hub, Brandfolder, Bynder, Frontify, or a single SharePoint or Google Drive folder.
  2. 2Move the current approved logos, photos and templates there; archive old versions.
  3. 3Turn on auto-tagging or AI search if the tool has it.
  4. 4Share one link with the company and pin it in chat.

Tools: Canva Brand Hub · Brandfolder · Bynder · Frontify · SharePoint or Google Drive

Fix 2 of 2

Process fix

Agree one home for each kind of file

Most searching comes from the same thing living in three places. Pick one place per type and link to it.

Typically saves about 35% of the time1 h to set up
  1. 1List the five things people search for most.
  2. 2Pick one home for each (one folder, one wiki page, one system).
  3. 3Pin the links in your team channel.
  4. 4Move or delete the copies.

Tools: SharePoint, Google Drive, Notion or Confluence

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Brand / Graphic Design

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

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Answers are anonymous. Leaders only see team totals.

Other common tasks for Brand / Graphic Design teams