Organising an Agency Demo Library
August 28, 2026
A library becomes unusable at a predictable point: when finding an existing demo takes longer than making a new one.
After that, everybody rebuilds, the library grows faster, and nothing in it is trusted to be current.
Name for finding, not for filing
People search for what a demo shows, not for when it was made or which project it belonged to. "Acme — v2 final" is meaningless six months later.
Name by client and by the thing shown: "Acme — booking flow". Somebody looking for a booking flow will find it, which is the only test that matters.
One folder per client, and one for templates
- Client folders -- the only structure most agencies need.
- A templates folder -- the reusable bases, kept deliberately generic.
- Nothing else. Deeper hierarchies stop being maintained within a month.
- Archive rather than delete for finished clients, since work returns.
Retire aggressively
A library where half the demos show a product version that no longer exists is worse than a smaller one, because nobody can tell which half without opening each.
When a client engagement ends, archive their demos. When a template stops matching how you work, delete it. Nobody will do this later.
Make handover part of the structure
Agency demos frequently need to become the client's: at the end of an engagement, or when they take the work in-house.
Keeping each client's demos in one place makes that a five-minute conversation rather than an archaeology project, which is worth designing for at the point you have three clients rather than twenty.
Frequently asked questions
- How should an agency organise its demos?
- One folder per client, one for templates, and nothing deeper -- richer hierarchies stop being maintained within a month. Name by client and by what the demo shows, since people search for what it shows rather than when it was made.
- When does a demo library become unusable?
- When finding an existing demo takes longer than making a new one. After that everyone rebuilds, the library grows faster, and nothing in it is trusted to be current.
- What should happen to demos when a client leaves?
- Archive rather than delete, since work returns -- and keep each client's demos together so handover is a five-minute conversation. That is worth designing for at three clients rather than twenty.
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