Number everything

You open your media folder and face this:

final_audio_v2.mp3
compliance_voiceover.mp3
narration_edit.mp3
VO_final_FINAL.mp3

None of these names tell you anything useful. You'll need to open your project, find the slide, check which audio file is linked, then hunt through your folder hoping the filename matches. Ten minutes later, you've found it, time you'll never get back.

There's a better way: number everything.

The three-part numbering system

I use a consistent three-part numbering system for every element in my eLearning projects:

01_01_010

Let me break down what each part means:

First number (01): The course or module number

Using two digits lets you develop multiple courses in the same project without running out of numbers. Course 01, Course 02, Course 03, you're covered even if your project expands.

Second number (01): The section number

This represents major sections within your course. Module 1, Section 1. Module 1, Section 2. If you've structured your storyboard with heading styles (and you should have), these section numbers align with your Heading 1 or Heading 2 levels.

Third number (010): The element number

This is the individual screen, slide, block, or article within that section. I start at 010 and increment by 10s: 010, 020, 030, 040.

Why increments of 10? Because it gives you flexibility. If you later need to add elements between existing ones, you can insert 015 between 010 and 020 without renumbering everything. You've got space for up to nine insertions before things get messy.

And if you need to add that many elements? That's a sign you should probably revisit your high-level design, your structure might have issues.

Why this system works

Everything has a logical place

When you open your authoring tool, your project structure is immediately clear:

• 01_01_010 – Course 1, Section 1, First element
• 01_01_020 – Course 1, Section 1, Second element
• 01_02_010 – Course 1, Section 2, First element

You know exactly where you are in the course structure without having to decipher cryptic names like "intro_slide_new" or "scenario_v3."

Media files are connected to elements

Here's where the system really pays off: you use the same numbering for all associated media.

If slide 01_01_020 uses an image, that image is named 01_01_020_image.jpg or 01_01_020_fire_extinguisher.jpg.

If it has voiceover, the audio file is 01_01_020_audio.mp3.

Need a video? 01_01_020_video.mp4.

Now when someone asks you to update that compliance audio, you don't need to guess. You find the element number in your authoring tool and know exactly which audio file to open. No hunting. No confusion. No wasted time.

Revisions don't break everything

We've all been there: you need to add a new screen between two existing ones, and suddenly you're renaming files, updating links, and hoping you didn't break anything.

With 10-number increments, you just slot the new element in. Need something between 010 and 020? Call it 015. Everything else stays exactly where it is. Your media files still match. Your structure still makes sense.

Collaboration becomes easier

If you're working with developers, voiceover artists, graphic designers, or other team members, this numbering system becomes a common language.

"Can you create an image for element 01_03_040?" They know exactly where it goes and what to name the file.

"The audio for 01_02_020 needs to be re-recorded." They know which script to use and what to name the finished file.

No back-and-forth. No confusion. No files named image_final_v2_edit_USE_THIS_ONE.jpg.

Your future self will thank you

Here's what happens without a numbering system: you finish a project, move on to other work, and six months later get asked to make updates. You open the project and face complete chaos. Which file is which? What order do things go in? Where's that specific image you need to replace?

With consistent numbering, you can step back into a project months or even years later and immediately understand the structure. Everything is exactly where the numbers say it should be.

How to implement this

In your storyboard

Start numbering in your storyboard. Each screen or interaction gets its three-part number. This becomes the reference point for everything else.

If you've set up heading styles properly, this is easy:

• Heading 1: Section numbers (01, 02, 03)
• Heading 2: Element numbers (010, 020, 030)

Your storyboard structure directly translates to your development structure.

In your authoring tool

Most authoring tools let you name scenes, slides, blocks, or articles. Use your three-part numbers.

Storyline: Name your scenes and slides with the numbering system
Rise: Use the numbers in your lesson and block titles
Evolve: Apply the numbers to your article names

Some tools will automatically sort numbered items logically. Others might need you to manually organise, but the numbers make it obvious where everything belongs.

In your file structure

Create a clear folder structure for your media:

Project_Files/

  Course_01/

    Section_01/

      01_01_010_image.jpg

      01_01_010_audio.mp3

      01_01_020_image.jpg

      01_01_020_video.mp4

    Section_02/

      01_02_010_audio.mp3

Or keep it simpler with all media in one folder, relying on filenames to show the connection:

Media/

  01_01_010_image.jpg

  01_01_010_audio.mp3

  01_01_020_image.jpg

  01_01_020_video.mp4

  01_02_010_audio.mp3

Either way, the numbering makes the relationship between elements and media instantly clear.

What about descriptive names?

You might be thinking, "But what if I want to know what the file actually contains?"

You can have both. Use the number as the prefix, then add a description:

01_01_020_fire_extinguisher_image.jpg
01_03_040_safety_procedure_audio.mp3
01_02_030_customer_scenario_video.mp4

The number tells you where it goes. The description tells you what it is. You get structure and context.

The real benefit: Less friction

Numbering everything isn't about being pedantic or obsessive. It's about removing friction from your workflow.

Every time you have to hunt for a file, that's friction.
Every time you can't remember which version is current, that's friction.
Every time you accidentally overwrite the wrong asset, that's friction.

A solid numbering system eliminates that friction. You spend less time managing files and more time actually designing learning experiences.

It's one of those small disciplines that seems like overkill when you start, until you experience the alternative. Then you'll never go back.

Start your next project right

On your next eLearning project, implement the three-part numbering system from the start:

1. Number your storyboard elements as you write them
2. Name your authoring tool elements with the same numbers
3. Name all media files using the corresponding element numbers
4. Add descriptions after the numbers for context

It takes minutes to set up and saves hours over the life of a project.

Because instructional design is complex enough without adding the chaos of disorganised files and mysterious filenames to the mix.

Number everything. Your projects will be cleaner, your workflow will be smoother, and your future self will thank you.

Want a storyboard template with numbering already built in? My Instructional Designer's Starter Pack includes templates, guides, and systems for keeping your projects organised from analysis through development. Stop fighting with your files and start working with a proven structure.

Find out more about the Instructional Designer's Starter Pack and bring order to your eLearning projects.