We need to simplify the folder structure in Google Drive to prevent files exceeding Windows' maximum supported path length when accessed through Google Drive for Desktop.
Avoid putting files inside many layers of folders.
For example, instead of:
Google Drive > Company > Administration > Finance > Financial Years > 2025-2026 > Accounts > Supplier Invoices > Paid > August > invoice.pdf
Flatten it to something like:
Google Drive > Finance > 2025-26 > Supplier Invoices > invoice.pdf
The information previously represented by folders can often be included in the filename instead:
2025-08 - Supplier Name - Invoice 12345.pdf
Aim for 3–5 folder levels maximum wherever practical.
Remove folders that contain only one other folder.
Avoid repeating information already contained in a parent folder.
Use short, meaningful folder names.
Don't create separate folders unnecessarily for things such as status, month or document type.
Where appropriate, put identifying information into the filename instead.
Avoid extremely long filenames.
Move deeply nested folders closer to the main Google Drive or Shared Drive level.
Don't delete files while reorganising — move them into the new structure.
Before
Clients > Active Clients > Melbourne > ABC Plumbing Pty Ltd > Administration > Agreements > Current Agreements > Service Agreements > Managed IT > Signed > Managed IT Service Agreement.pdf
After
Clients > ABC Plumbing > Agreements > Managed IT Agreement - Signed.pdf
The goal isn't to put everything into one folder. We still want a logical structure — just without unnecessary layers.
As a general rule, if you have to click through six or seven folders to reach a file, look for an opportunity to simplify the structure.