Handoffs fall apart when brand assets live in five places: an old email, someone's desktop, a shared drive, a design tool and a chat history. The new person can't tell which logo is current, so they ask around or guess. The fix is one library per brand with a fixed structure, so anyone can take over in an hour.
TLDR: Give every brand one library with the same eight items inside. Test it by asking a colleague who has never touched the brand to find the current logo, fonts and approved images in five minutes.
The five-minute test
Before you reorganise anything, run a test. Pick a brand and a colleague who has never worked on it. Ask them to find:
- The current logo, in light and dark versions.
- The brand colours and fonts.
- Three approved images they could use today.
- The last five published captions.
- Who signs off on posts.
Time it. If it takes more than five minutes, or they ask you for help, your handoff is already failing, and the cost is hidden in every question you answer.
The eight items every brand library needs
Use the same structure for every brand. Sameness is what makes a handoff fast: the person who learned one brand already knows where to look in the next.
| Item | What goes in it |
|---|---|
| Logos | Every format and colour version, current only |
| Colours and fonts | Hex codes, font names, usage notes |
| Voice guide | Tone, words to use and avoid, two example captions |
| Approved images | Photos and graphics cleared for use |
| Templates | Post and story layouts the brand uses |
| Recent posts | The last month of published work for reference |
| Approvers | Who signs off on what, with a backup |
| Platforms | Which accounts are connected and who owns each |
Eight items is short on purpose. Anything beyond that is detail inside those folders.
Retire old versions on the day you add new ones
Scattered assets are partly a result of nobody deleting anything. The old logo stays next to the new one and both look valid.
When a new version arrives, move the old one to an archive folder with a clear name, and do it the same day. The asset version audit shows how to check which old files are still in use across your team.
Put one owner on each library
A library with no owner turns back into a dump within a quarter. Name one person per brand who:
- Adds new approved files.
- Archives the old ones.
- Answers questions about what is current.
Name a backup too. The handoff question you want to avoid is "who knows where this is?" when the owner is on leave.
Keep it where publishing happens
A shared drive works until someone needs the file inside a scheduling tool, and then the copying starts again. Mydrop keeps brands, their assets and their connected accounts together, with separate workspaces for each client. See brands and workspaces for how the separation works, and roles and comments for who can see and change what.
For a bigger library plan, build a social media content asset library that scales covers structure and naming in more depth.
Write a one-page handoff note per brand
Beyond the library, add a short note a new person reads first: what the brand sounds like, what the client dislikes, what has gone wrong before, and who to call. Five lines are enough. This is the context files cannot carry, and it is what saves a first week.
Do the handoff test again after a real handoff, not only a mock one. When someone actually covers a holiday or takes over a client, note every question they had to ask. Each question is a missing item in the library, and adding it once saves the next person the same question.
Rebuild one brand this week
Choose your messiest brand. Gather its assets into the eight items above, archive old versions, name an owner, and re-run the five-minute test with a colleague. If it passes, use the same structure for the next brand.
You can start free on Mydrop and create one brand per client so every handoff starts from the same shape.
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