How to Manage Design Projects as a New Graphic Designer

When I first started working as a graphic designer, I found it incredibly difficult to manage one design project, let alone three or four at the same time. The reality is that when you first start working as a freelancer, there’s an incredibly steep learning curve.

And when you begin to take on more and more projects, unless you were born with some miracle ability to juggle clients, you’re going to find it stressful. It’ll take time to get better at this, but gradually you’ll begin to build up time management and client relation skills as a result.

In this article, I wanted to write down a few things I’ve learned about juggling multiple projects and multiple clients at the same time. There will likely be things that don’t work for you, but I’m hoping that the majority of tips will!

Navigating the Complexity of Design Projects

The way I’ve come to look at design projects, and delivering each on time, is that they essentially take three individual skills.

The first is being able to accurately define objectives when new projects arrive in your inbox. The second is effective time management (that’s a cliché thing to say, but it’s super important!) And the third and final skill is knowing how to accurately prioritise tasks to ensure you’re pushing the projects ahead.

Establish Clear Project Objectives

The first thing you should do when beginning a new design project is define clear objectives and deliverables. This will become the backbone of your to-do list, and will ensure you know everything that needs to be delivered.

Do this by understanding the client's vision, goals, and target audience. Clear project parameters act as a guiding beacon, helping you stay focused amid multiple ongoing assignments that all have individual needs and requirements.

When starting a new project, you should always keep this list of essential client questions handy.

Effective Time Management

Time is a precious commodity in the design world, and especially so in the freelance one. When working on projects, it’s all too easy to let them run overtime. When I first started, working long into the night was something I was used to. And something I just assumed was part and parcel of freelancing. Imagine my shock (and excitement!) when I found out it didn’t have to be.

Implement time management techniques such as the Pomodoro Technique or the Eisenhower Matrix to optimise productivity. Allocate dedicated time slots for each project, ensuring a balanced workload.

Prioritising Tasks

Prioritise tasks based on deadlines, project complexity, and client urgency. Develop a system to identify critical milestones, and allocate time and resources accordingly. A well-organised task list aids in managing priorities across multiple projects.

There are plenty of tools that allow you to do this. The one I’m using is called Asana, and it allows you to go deep with task organisation. And even better, it’s free for individuals!

Client Relationship Management Tips

It’s easy to think about projects as their own thing. Some ethereal set of deadlines that you’re steadily working away at. But behind every project is a client.

I should have listed four skills for managing design projects, because building good relationships with your clients is an essential one to have in your toolkit. When you have a happy client, the project will be more likely to go smoothly, and resulting in a better outcome for all involved.

You’ll make better work and the client will get something that works for their business. It’s a win-win. Here are three things you NEED to be doing when working with clients:

Scheduling Regular Check-Ins

Schedule regular check-ins with clients to provide updates on project progress. Establishing a consistent communication cadence fosters a sense of collaboration and reassures clients that their projects are receiving dedicated attention.

These can either be meetings over Zoom or regular emails. Personally I prefer emails as they’re faster, and you can keep a record of what’s going on. But really, whichever way you prefer to work is fine, so long as some form of regular check-in is happening.

Setting Realistic Expectations

Managing expectations is crucial. Be transparent about project timelines, potential challenges, and any adjustments that may arise. Realistic expectations contribute to client satisfaction and trust.

Creating a Design Process Framework

Develop a streamlined design process that can be applied across projects. This framework should include client onboarding, concept development, revisions, and final delivery stages. A consistent process enhances efficiency and client satisfaction.

I personally use Notion for this. I’ve found that it’s one of the most versatile tools around, and you’re able to fully customise it to whatever you need. You can even send Notion links to clients where they can input feedback directly.

The templates I use are customised – what more would you expect from a big nerd? – but the Client Portal Notion template is a great place to get started.

Conclusion: Successfully Managing Multiple Projects

Managing multiple design projects isn’t a walk in the park. It’s the result of a lot of trial and error, skill development, and the creation of systems to help you.

As you work with more and more clients, you’ll gradually build up a framework and process that works for you. This is why I didn’t include my own templates in this guide.

From experience, working with someone else’s system instead of creating your own tends to stifle you. No two people work the same way, so if you really want to take control of your design projects, I highly recommend you build a system tailored to how you work, from the ground up.

But if you’re struggling to get projects to build a system for, here’s a complete guide to help you get more clients as a graphic designer!

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